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Change of Secretary Agreement

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CHANGE OF SECRETARY AGREEMENT

This Change of Secretary Agreement (the Agreement) is made as of by and between Company Name: a corporation organized under the laws of , with principal office at (the Company), and Incoming Secretary Name: , with address at (the Secretary).

RECITALS

WHEREAS, the Company currently has an individual serving as secretary identified as Outgoing Secretary: , who has tendered a resignation effective as of the Effective Date; and

WHEREAS, the Board of Directors of the Company has resolved to appoint the Secretary to serve as the Company's secretary upon the terms and conditions set forth in this Agreement; and

WHEREAS, the Company and the Secretary desire to set forth their respective rights and obligations with respect to the appointment, duties, compensation (if any), transfer of records and indemnification.

NOW, THEREFORE, in consideration of the mutual covenants and agreements contained herein and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the Parties agree as follows:

1. APPOINTMENT; ACCEPTANCE

1.1 Appointment. The Company hereby appoints the Secretary to serve as the secretary of the Company and the Secretary hereby accepts such appointment, subject to the terms and conditions of this Agreement. The Secretary shall perform the duties customarily associated with the office of secretary under the Company's articles, bylaws and applicable law and such other duties as the Board may reasonably assign.

1.2 Compliance With Governing Documents. The Secretary shall at all times act in accordance with the Company's articles of incorporation, bylaws and resolutions of the Board of Directors, and shall perform duties in a manner consistent with applicable law and fiduciary obligations.

2. EFFECTIVE DATE; TERM

2.1 Effective Date. The appointment, duties and obligations set forth in this Agreement shall become effective on the Effective Date specified above.

2.2 Term. The Secretary shall serve until the earlier of (a) removal or replacement by the Company in accordance with the Company's governing documents, or (b) the Secretary's resignation, in each case subject to any notice periods or other requirements in the Company's governing documents.

3. RESIGNATION OF OUTGOING SECRETARY; TRANSFER OF RECORDS

3.1 Resignation. The Outgoing Secretary identified in the Recitals shall be deemed to have resigned effective as of the Effective Date. The Company shall take all corporate actions necessary to accept such resignation and to reflect the Secretary's appointment in the Company's records.

3.2 Transfer of Records. The Outgoing Secretary and the Company shall deliver to the Secretary all books, minute books, corporate records, share registers, electronic files, access credentials and other materials reasonably necessary to perform the Secretary's duties, and the Secretary shall provide written acknowledgement of receipt. The Company shall ensure that such transfer complies with applicable confidentiality and data protection obligations.

4. DUTIES, STANDARDS AND AUTHORITY

4.1 Duties. The Secretary shall maintain the Company's minute books and records, prepare and maintain corporate minutes of meetings of the Board and shareholders, manage execution and attestation of corporate instruments, and perform filings and notices required by applicable law or requested by the Board. The Secretary shall keep the Board reasonably informed of matters affecting corporate governance and compliance.

4.2 Authority. The Company hereby authorizes the Secretary, where reasonably necessary to perform the Secretary's duties, to execute administrative documents on behalf of the Company, to attest signatures, and to engage with government filing entities and service providers, subject to any limitations established by the Board in writing.

5. COMPENSATION AND EXPENSES

5.1 Compensation. The Secretary shall be entitled to compensation as set forth below. Select applicable option:

5.2 Expenses. The Company shall reimburse the Secretary for all reasonable and necessary out-of-pocket expenses incurred in the performance of duties, subject to the Company's policies and upon submission of appropriate documentation.

6. CONFIDENTIALITY; RECORDS RETENTION

6.1 Confidentiality. The Secretary shall maintain as confidential all non-public information relating to the Company and its affiliates and shall not disclose such information except as required by law or with the prior written consent of the Company. This obligation survives termination of the Secretary's service.

6.2 Records Retention. The Secretary shall retain corporate records in accordance with the Company's records retention policy and applicable law and shall ensure that originals or accurate copies of all minutes, resolutions and other corporate documents are maintained.

7. INDEMNIFICATION

To the fullest extent permitted by applicable law and the Company's articles and bylaws, the Company shall indemnify, defend and hold harmless the Secretary from and against any and all claims, liabilities, losses, damages, costs and expenses (including reasonable attorneys' fees) arising out of or in connection with acts or omissions performed by the Secretary in good faith within the scope of the Secretary's authority. Indemnification shall be provided in accordance with the Company's indemnification policies and applicable law.

8. REPRESENTATIONS AND WARRANTIES

8.1 Company Representations. The Company represents and warrants that (a) it is duly organized and in good standing under the laws of its jurisdiction of incorporation; (b) it has full corporate power and authority to enter into and perform this Agreement; and (c) the execution and performance of this Agreement have been duly authorized by all necessary corporate action.

8.2 Secretary Representations. The Secretary represents and warrants that the Secretary has the legal capacity to serve in the office of secretary, that there are no legal impediments to accepting the appointment, and that all information provided to the Company is true and complete.

9. NOTICES

All notices, requests, consents and other communications hereunder shall be in writing and delivered to the addresses set forth below (or to such other address as either Party may designate by notice in accordance with this section):

10. AMENDMENT; WAIVER; COUNTERPARTS

10.1 Amendment. This Agreement may be amended only by a written instrument executed by both Parties.

10.2 Waiver. No waiver of any provision of this Agreement shall be effective unless in writing and signed by the Party against whom enforcement is sought. No failure or delay in exercising any right shall operate as a waiver.

10.3 Counterparts. This Agreement may be executed in counterparts, each of which shall be deemed an original and all of which together shall constitute one instrument. Facsimile or electronic signatures shall be deemed originals for all purposes.

11. GOVERNING LAW; ENTIRE AGREEMENT; SEVERABILITY

11.1 Governing Law. This Agreement shall be governed by and construed in accordance with the laws of the State of , without regard to principles of conflicts of law.

11.2 Entire Agreement. This Agreement constitutes the entire agreement between the Parties with respect to the subject matter hereof and supersedes all prior negotiations, understandings and agreements relating thereto.

11.3 Severability. If any provision of this Agreement is held invalid or unenforceable, such provision shall be reformed to the minimum extent necessary to make it enforceable, and the remaining provisions shall continue in full force and effect.

12. MISCELLANEOUS

12.1 Headings. Headings used in this Agreement are for convenience only and shall not affect the interpretation of this Agreement.

12.2 Further Assurances. Each Party shall execute and deliver such further documents and take such further actions as may be reasonably necessary to effectuate the purposes of this Agreement.

For the Company:

By:

Date:

Title/Capacity:

For the Secretary:

By:

Date:

Address:

Enter text✕

What the Change of Secretary Agreement Is and When It’s Used

A Change of Secretary Agreement documents the formal replacement or appointment of a corporate or organizational secretary and records the parties’ consent, effective date, and any transitional responsibilities. It is used by corporations, LLCs, nonprofits, and similar entities to show board authorization, update corporate books, and support filings with state authorities or third parties such as banks and transfer agents. The agreement typically accompanies a board resolution, secretary consent, and any required state filing to ensure the change is recorded in corporate minutes and public filings where applicable.

Why a Clear Agreement Matters

A written Change of Secretary Agreement reduces governance disputes, ensures an auditable record of consent, and supports accurate filings with a state’s Secretary of State. It creates a clear timeline of authority and protects third parties who rely on corporate signatories.

Why a Clear Agreement Matters

Who typically prepares or signs this agreement

Organizations and their advisors complete this agreement to update corporate records and support external filings.

  • Corporate officers and boards — Board-approved resolution and corporate secretary change recorded in minutes and executed by authorized officers.
  • Company counsel or corporate paralegals — Draft and review language to match bylaws and state filing requirements.
  • Registered agents and third parties — Receive updated contact and signer records for banking, transfer agents, and compliance purposes.

Core elements to include in a professional Change of Secretary Agreement

A complete agreement names the parties, specifies the outgoing and incoming secretary, records board authorization, sets the effective date, and includes signature blocks plus any consent or acceptance from the new secretary.

Parties

Identify the legal entity by full legal name and the outgoing and incoming secretary by full legal name and title.

Authority

Reference the board resolution or bylaw authority authorizing the appointment and note the meeting or written consent date.

Effective Date

State the precise effective date using MM/DD/YYYY format and note any retroactive or conditional provisions.

Duties & Handover

Describe transitional duties, document custody, and transfer of corporate records to the incoming secretary.

Consent

Include a signed acceptance from the incoming secretary or an attached consent form when required by bylaws or state rules.

Signatures

Provide signature blocks for officers, the outgoing and incoming secretary, and, if required, a corporate seal or notarial acknowledgement.

Security and compliance details to record

Transmission Security: TLS 1.2/1.3
Data at Rest: AES-256 encryption
Audit Trail: Signed timestamp logs
Regulatory Standards: ESIGN | UETA compliance
Healthcare Caution: HIPAA requires BAA if PHI present
Record Integrity: Tamper-evident PDF/A exports

Step-by-step: preparing and executing the agreement

Follow an ordered process to ensure corporate authority, proper execution, and accurate filing with internal and external stakeholders.

  • 01
    Prepare draft: Draft agreement with full legal names and board resolution reference.
  • 02
    Obtain approval: Document board vote or written consent authorizing the change.
  • 03
    Collect signatures: Have outgoing and incoming secretaries sign and date the document.
  • 04
    File & record: Update corporate minute book and submit any required state filing.

How to configure an online completion workflow

Set up a digital workflow that enforces signer order, captures consent, and preserves a complete audit trail for corporate records.

Field Configuration
Authentication method Email link plus optional SMS or ID verification
Signer order Sequential: board officer, outgoing secretary, incoming secretary
Template fields Pre-fill company data and conditional consent attachments
Export format PDF/A with embedded audit certificate

Where finalized copies should go and who should receive them

Document routing ensures the record is available to internal governance, state filing channels, and external parties that rely on signer authority.

  • Corporate records: Update the minute book and corporate record repository
  • State filing: File any required amendment or notice with the Secretary of State
  • Banks & agents: Provide updated signer records to banks and transfer agents
  • Registered agent: Send a copy to the registered agent for service and compliance

Digital signing and system requirements

Use a platform that supports secure eSignature, audit trails, and the ability to export tamper-evident PDFs for the corporate minute book.

  • File types: PDF, DOCX, HTML, Excel
  • Integrations: Salesforce, NetSuite, Google Workspace, Microsoft 365
  • Authentication: Email, SMS, or advanced signer verification

Timing considerations and typical deadlines

Timing for adoption and filing varies by corporate governance and state law; plan for board approval, signature collection, and prompt record updates.

Effective date:

Enter precise MM/DD/YYYY on the agreement

Board approval window:

Adopt at a meeting or by written consent before signature

State filing timing:

File with Secretary of State as required by jurisdiction

Record update:

Update minute book immediately after execution

Third-party notice:

Notify banks and registrars within a practical business timeframe

Common mistakes to avoid when preparing this agreement

  • Using an incorrect legal entity name or abbreviating a corporate name can cause rejection by state filing offices and lead to delays in recognition by banks and counterparties.
  • Leaving the effective date ambiguous or using inconsistent dates across related documents can create uncertainty about who had authority at a given time and invite disputes.
  • Failing to attach the board resolution or not recording the board vote in minutes undermines the evidentiary chain and may allow parties to challenge the appointment.
  • Skipping consent from the incoming secretary or neglecting required notarization or witness steps (when required by state law) can invalidate the appointment in some jurisdictions.

Potential consequences of incorrect or incomplete documentation

Invalid appointment: Risk of being void
Banking delays: Accounts may not accept new signer
Regulatory exposure: Noncompliance citations
Contract disputes: Third parties may dispute authority
Filing fines: State penalties or re-filing fees
Litigation risk: Increased chance of challenges

eSignature vendor pricing and capability snapshot for signing this agreement

Comparison of basic plan-level pricing and common capabilities relevant to secure signing, bulk distribution, and regulatory compliance for governance documents.

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 Yes, 7-day trial Varies by plan Varies by plan Varies by plan Varies by plan
Bulk Send Yes (higher tiers) Yes Yes Yes Yes
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

How different organizations use a Change of Secretary Agreement

Real-world scenarios show where a formal agreement reduces friction and supports regulatory or banking needs.

Small Corporation

A privately held corporation needed to update officers after an executive relocation.

  • Board adopted a written resolution and executed a Change of Secretary Agreement.
  • The company filed required internal records and provided updated signer documentation to the bank to avoid transaction delays.

Nonprofit

A nonprofit recorded a secretary change following officer turnover at its annual meeting.

  • The incoming secretary signed a consent attesting to duties.
  • The formal record ensured grantors and the state registry accepted the new contact without additional verification steps.

Typical signers and document owners

Board Chair

Often signs to attest that the board approved the change and to authorize filing with the applicable state agency; may also direct corporate officers to update records.

Incoming Secretary

Signs to accept the role and responsibilities; acceptance is often required by bylaws and supports third-party reliance such as banking or corporate registrar updates.

Practical tips for accurate and efficient completion

Adopt standard processes to reduce rework and ensure consistent corporate governance.

Verify entity data
Confirm the legal entity name and state of formation against the original formation documents to avoid filing rejections.
Attach board documentation
Include the board resolution or written consent as an exhibit to support authority for the appointment.
Use consistent dates
Apply the same effective date across all related documents to avoid confusion about authority timing.
Preserve audit trail
Keep signed PDFs with timestamps, signer IP data, and any verification records in the corporate repository.

Frequently asked questions about Change of Secretary Agreements

Answers to common legal and practical questions when preparing, signing, and filing a Change of Secretary Agreement.


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