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Change of Corporate Directors Form

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CHANGE OF CORPORATE DIRECTORS FORM

Company Name:   Company Registration Number:   Jurisdiction of Incorporation:

Effective Date: Day Month Year .

RECITALS

WHEREAS, the Board of Directors of the corporation has determined that changes to the membership of the board are necessary to reflect recent resignations and appointments;

WHEREAS, has submitted a written resignation as director, effective Day Month Year ;

WHEREAS, the Board or authorized committee has nominated and approved the appointment of to serve as a director subject to the terms and conditions set forth herein.

NOW, THEREFORE

In consideration of the foregoing recitals and the mutual covenants contained in this document, the Company hereby adopts the following resolutions, to be effective as of the Effective Date set forth above.

1. RESIGNATION AND ACCEPTANCE

1.1 The resignation of as a director is hereby received and accepted. The Board directs that the resignation be recorded in the minutes of the Company and that the Company take all necessary steps to update its statutory registers.

2. APPOINTMENT OF NEW DIRECTOR

2.1 Effective as of the Effective Date, the Company hereby appoints to serve as a director of the Company until the next annual general meeting or until his or her successor is duly appointed and qualified.

2.2 The incoming director represents and warrants that he or she is not disqualified from acting as a director under the applicable laws of the jurisdiction of incorporation and that he or she will deliver to the Company all required declarations, consents and information.

3. DIRECTOR PARTICULARS

Consent to Act: I confirm that the incoming director has delivered a written consent to act as director.    Consent Received Date: Day Month Year .

4. AUTHORIZATION TO FILE AND UPDATE RECORDS

4.1 The officers of the Company are authorized and directed to file all resolutions, notices and forms required by the applicable corporate registry and to make such entries in the statutory registers and records of the Company as may be necessary to give full effect to the appointment and resignation described herein.

4.2 The authorized officer may sign and submit any documents, instruments or declarations on behalf of the Company and to take all other actions necessary or desirable to effect filings with the corporate registry and other governmental authorities.

5. REPRESENTATIONS, INDEMNITY AND LIMITATION OF LIABILITY

5.1 The incoming director represents that he or she is qualified to serve and that there are no outstanding disqualifications under applicable law or the Company’s articles of incorporation or bylaws.

5.2 To the fullest extent permitted by law, the Company shall indemnify and hold harmless the incoming director from and against any liability, cost or expense incurred in the performance of duties as director, provided that such indemnity shall not cover acts finally adjudicated to constitute gross negligence, willful misconduct or a breach of fiduciary duty.

6. NOTICES

Notices under this form shall be in writing and shall be deemed delivered when delivered personally or three business days after deposit in the mail, postage prepaid, addressed to the relevant party at the address provided above or at such other address as either party may designate by notice.

7. AMENDMENTS, WAIVER AND COUNTERPARTS

7.1 No amendment, supplement or waiver of any provision of this form shall be effective unless made in writing and signed by duly authorized representatives of the Company.

7.2 This instrument may be executed in counterparts, each of which shall be deemed an original and all of which together shall constitute one and the same instrument. Signatures transmitted by electronic means shall be deemed originals for all purposes to the fullest extent permitted by law.

8. GOVERNING LAW, ENTIRE AGREEMENT, SEVERABILITY

8.1 Governing Law: This form shall be governed by and construed in accordance with the laws of the jurisdiction of incorporation set forth above.

8.2 Entire Agreement: This form constitutes the entire agreement of the parties with respect to the subject matter hereof and supersedes all prior understandings and agreements, whether written or oral, relating thereto.

8.3 Severability: If any provision of this form is held to be invalid or unenforceable, such provision shall be severed and the remainder of this form shall remain in full force and effect.

CERTIFICATION

I hereby certify that the foregoing resolutions were duly adopted by the Board of Directors of the Company in accordance with the articles, bylaws and governing law and that the actions authorized herein are within the power of the directors to adopt.

Company Representative — Printed Name:

By:

Date:

Company Secretary — Printed Name:

By:

Date:

Enter text✕

What the Change of Corporate Directors Form Is and when it's used

The Change of Corporate Directors Form documents updates to a corporation's board membership and records. It records resignations and appointments, clarifies who holds director authority, and creates an official record for the corporate minute book. Some states require an internal board resolution or an amendment to corporate records; other states accept a simpler director change notice filed with the Secretary of State. The form supports governance, bank signatory updates, regulatory compliance, and clear notice to shareholders and third parties.

Why accurate director-change records matter for governance and compliance

Using a formal Change of Corporate Directors Form preserves corporate governance, updates public and internal records, and reduces disputes over authority. Accurate records help banks, regulators, and counterparties confirm signatory authority and protect the corporation from liability tied to unauthorized actions.

Why accurate director-change records matter for governance and compliance

Who typically completes or receives this form

Typical users include company officers, corporate secretaries, registered agents, and outside counsel responsible for recordkeeping.

  • Corporate Secretary or General Counsel responsible for minute book updates and filings.
  • Registered Agent handling Secretary of State submissions and service of process updates.
  • Banks and financial institutions that require proof of authorized signers for accounts.

The form is also shared with shareholders, corporate registries, and third parties that depend on accurate authority records.

Step-by-step: completing the Change of Corporate Directors Form

Follow these steps to complete and validate the form for internal records and any required filings.

  • 01
    Prepare Documentation: Gather corporate resolution and prior minutes for support.
  • 02
    Complete Form: Fill fields accurately and use MM/DD/YYYY for dates.
  • 03
    Authorize Signatures: Obtain signature from an officer or corporate secretary.
  • 04
    Record and File: Add to minute book and file with state if required.

How the change is processed and distributed

Typical processing moves from internal authorization to record updates and then to external notices or state filing where required.

  • Internal Resolution: Board votes, records the appointment or resignation.
  • Form Completion: Complete form and attach supporting minutes.
  • Filing or Notice: File with Secretary of State when required or notify banks and vendors.
  • Record Retention: Store signed copy in the minute book and document repository.

Digital workflow settings for e-submission and approvals

Configure these settings to ensure secure routing, signer authentication, and long-term storage when completing the form online.

Field Configuration
Authentication Email + SMS code or SSO for officers
Routing Order Sequential by role: preparer → officer → registered agent
Template Save as corporate template for reuse
Storage Format PDF/A with audit trail for retention

Delivery channels, file types, and integration points

Use eSignature platforms and integrations to distribute, sign, and archive the form securely.

  • Integrations: Salesforce, NetSuite, Microsoft 365, Google Workspace
  • File Formats: PDF, DOCX, HTML accepted
  • Authentication Options: Email, SMS, SSO, KBA where required

Choose a platform that provides audit trails, secure storage, and the integrations your corporate systems use.

Timing considerations and typical deadlines

Timing depends on internal governance and state filing requirements; act promptly to avoid authority gaps.

Board Minutes:

Record the change at the next board meeting or via written consent.

Internal Notice:

Notify banks and counterparties as soon as signatures change.

State Filing:

File amendments if required by the Secretary of State — timing varies by state.

Regulatory Filings:

Update filings tied to director information where statutes require it.

Record Retention:

Keep signed documents per corporate retention policy and law.

Key milestones from resolution to recorded change

Track these milestones to ensure the change is effective, recorded, and visible to stakeholders.

01

Board Resolution

Adopt and document the appointment or resignation formally.

02

Form Execution

Complete and sign the Change of Directors Form.

03

Filing or Notice

Submit to Secretary of State or notify third parties as needed.

04

Archive Records

Place signed form and minutes in the corporate minute book.

Notarization and witness steps when authentication is required

Some jurisdictions or third parties may require notarization or witnesses; follow this authentication flow when applicable.

01

Confirm Requirement

Check state law and bank/vendor demands for notarization.

02

Prepare Document

Complete fields but do not sign in advance of the notary.

03

Signer ID

Present valid government ID to the notary.

04

Witnesses

Provide witnesses if the jurisdiction or document requires them.

05

Notary Acknowledgement

Notary completes acknowledgement and stamps the document.

06

RON Option

Use Remote Online Notarization where permitted and accepted.

07

Attach Minutes

Attach the corporate resolution or minutes to support the change.

08

Retain Journal

Notary retains journal entry per state rules if applicable.

Essential information the form must include

Company Name: Exact legal name
Director Name: Full legal name
Effective Date: MM/DD/YYYY
Officer Signatures: Authorized officer(s)
Supporting Minutes: Board resolution or consent
Registered Agent: Registered agent details

Risks and consequences of incomplete or incorrect forms

Authority Disputes: Counterparty reliance issues
Bank Rejections: Account signatory delays
Regulatory Gaps: Noncompliance exposures
Liability Risk: Actions by unauthorized persons
Recordkeeping Errors: Evidentiary problems in disputes
Operational Delays: Contract execution slowed

Common mistakes to avoid when preparing the form

  • Using informal or abbreviated names that differ from the incorporation certificate, which causes rejection or mismatch with other records.
  • Failing to attach the authorizing board resolution or written consent, leaving the change unsupported in the minute book.
  • Submitting the form without signatures from an authorized officer, resulting in banks or state offices refusing to accept the change.
  • Neglecting to update external parties (banks, vendors, registries), causing confusion about who may legally bind the corporation.

Real-world examples of handling director changes

Two concise examples illustrate practical approaches to completing and using the form.

Optica Ventures LLC

Brian Fitzgibbons managed a board appointment online to update authority quickly.

  • The team attached the board resolution.
  • The signed form was added to the minute book and circulated to the company bank to update signatories and prevent transaction delays.

Martin Properties

Tim Martin used a digital process to record a director resignation.

  • He captured an executed resolution and digital audit trail.
  • The result was consistent records across stakeholders and faster verification by third-party partners during a refinancing process.

Primary signers and approvers for the form

Corporate Secretary

The corporate secretary typically prepares the form, verifies corporate authority, and ensures minutes support the change. They coordinate signatures, attach resolutions, and maintain the minute book as the official repository for director-change documentation.

Chief Executive Officer

A CEO or other authorized officer often signs to attest to board actions. Their signature confirms the appointment or resignation and is commonly required by banks and third parties to recognize updated authority.

How this form compares to related corporate filings

Compare the Change of Corporate Directors Form with other corporate filing types to choose the correct document for your need.

Document Type Change of Directors Form Amendment to Articles
Purpose update board membership change foundational provisions
Filing Required sometimes often required
Notarization typically no rarely required
Typical Fee low or none varies by state

eSignature vendor pricing and feature comparison relevant to director-change workflows

Vendor pricing and core features affect cost and scale; signNow is listed first per comparison guidelines and competitor prices are shown for context.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies Varies Varies Varies
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Frequently asked questions about the Change of Corporate Directors Form

Answers to common questions about completion, filing, authentication, and recordkeeping for director changes.


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