Is a notarized resolution required?

Not typically required for most funders; some grant programs or state agencies request notarization. Check the funder’s instructions and governing documents before notarizing.

Can the resolution be e-signed?

Yes, electronic signatures are valid under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states. New York uses NY ESRA (Tech Law §301–309); confirm funder acceptance for e-signed documents.

What if the signer’s name differs from IRS records?

Mismatched legal names can delay funding or require corrected documentation. Use the entity name exactly as registered with the state and IRS to avoid backup withholding or award problems.

How long should signed resolutions be retained?

Retain signed resolutions for the life of the project plus applicable retention periods. Follow IRS guidance (IRC §6501(a)) and any funder-specific retention rules.

What proof do funders accept for board approval?

Funders commonly accept the signed resolution and minutes showing the vote. Some may request additional documentation, such as attendance lists or certified copies.

How do I correct an error after signing?

Prepare an amended resolution or board minute recording the correction and have authorized signers execute the amendment. Keep both the original and amendment for audit trails.

Electronic Signature
Templates
Miscellaneous
Grant Application Resolutions

Grant Application Resolutions

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

Grant Application Resolutions

Resolution Number Organization Name

Meeting Date: — Meeting Location:

Recitals

WHEREAS, the Organization seeks funding to implement the project known as "" to accomplish the objectives described herein; and

WHEREAS, the Organization has reviewed the requirements of the funding opportunity issued by , and has determined that submission of an application is in the public interest; and

WHEREAS, the Board of Directors or governing body finds it necessary and appropriate to authorize submission of the grant application and to designate an authorized representative to execute all documents and take all actions necessary to secure the grant funds on behalf of the Organization.

Resolution

NOW, THEREFORE, BE IT RESOLVED that the Organization hereby authorizes the submission of an application for funding under the program named "" in the amount of $ ; and that the Organization will carry out the project described in the application if the grant is awarded.

Scope of Work

Describe proposed activities, deliverables, and milestones

Payment Terms

Grant Amount Approved: $

Payment Schedule (disbursement milestones)

Late Payment or Withholding: If any scheduled disbursement is delayed beyond the period reasonably required for processing and release, the Organization shall notify the funding authority. The Organization's remedy for late disbursement is limited to notification and documentation; the Organization waives claims for interest except as expressly provided by the funding instrument. Late fee assessed to contractor/vendor payments where applicable: $ per occurrence.

Term and Termination

Term Commencement Date: . Term End Date: .

Either party may terminate the project or this authorization for cause upon written notice to the other party describing the basis for termination and allowing days to cure. If the funding authority terminates or reduces funding, the Organization shall follow termination procedures required by the funding instrument.

Termination for Convenience or Material Breach (explain)

Confidentiality

The Organization and its representatives acknowledge that grant applications and supporting materials may contain confidential or proprietary information. Except as required by law or the funding authority's terms, the Organization shall not disclose confidential information to third parties without prior written consent of the disclosing party.

Identify materials designated confidential (if any)

The obligations of confidentiality shall survive termination of this resolution and continue for a period of months following termination, unless a different period is stipulated by the funding authority.

Governing Law

This resolution and any resulting agreements shall be governed by and construed in accordance with the laws of the State of , without regard to conflicts of law principles.

Entire Agreement

This resolution constitutes the entire agreement of the governing body regarding the matters addressed herein and supersedes all prior resolutions, representations, and communications, whether oral or written, relating to the subject matter hereof.

Certification of Vote

The following votes were recorded at the meeting: Yes — ; No — ; Abstain — .

Additional Certifications or Conditions

Authorized Representative

Name and Title Contact Address

Organization Representative:

By:

Date:

Certifying Officer:

By:

Date:

What a Grant Application Resolution Is and Why It Matters

A Grant Application Resolution is a formal written record, usually adopted by a board of directors or other governing body, that authorizes an organization to apply for a specific grant, designates who may sign application documents, and confirms acceptance of terms if awarded. It documents corporate authority, records the vote or approval, and attaches any required exhibits. Funders commonly request a resolution to verify organizational approval and signatory authority before releasing grant funds, and many audits require retention of the adopted resolution as proof of authorization.

Why Adopt a Resolution Before Submitting a Grant Application

A resolution creates a clear, auditable record of authority, reduces disputes about who may sign, and aligns internal governance with funder requirements. It helps satisfy due-diligence checks during review and audit.

Organizations That Commonly Use Grant Application Resolutions

Many entity types adopt resolutions to document approval and signatory authority before applying for grants.

Nonprofit organizations, including charities and associations, where board approval is required for funding commitments and program obligations.
Local governments and public agencies seeking state, federal, or foundation grants with formal governance requirements.
Corporate entities and LLCs applying for government or private grants that require evidence of corporate authorization.

The resolution format and any additional attachments depend on the funder’s requirements and the organization’s governing documents.

Typical Signatories and Their Roles

Board Chair

As chair of the board, this person customarily moves or signs resolutions authorizing grant applications. The chair’s signature confirms the board acted according to bylaws; some organizations require countersignature by the secretary or corporate counsel for validation.

Authorized Official

A named executive (e.g., Executive Director or CEO) is often designated to sign grant documents and manage post-award obligations. The resolution should clearly state the individual’s title and any delegation limits to avoid funder rejection.

Essential Elements of a Professional Grant Application Resolution

A clear, concise resolution includes specific clauses that funders and auditors look for when validating authority and intent.

Title

A precise resolution title referencing the grant program and fiscal year helps match the resolution to the application and funder records.

Recitals

Brief background statements describing why the organization seeks the grant and the program’s purpose provide context for the authorization.

Authorization Clause

A written clause authorizing submission, naming the grant program, and stating that the organization agrees to terms if awarded.

Signatory Designation

Explicit identification of the person(s) authorized to sign applications, contracts, and claim forms, including title and any delegation limits.

Funding Commitment

If required, a statement describing any matching funds, in-kind contributions, or fiscal responsibilities tied to the grant award.

Recordkeeping

A clause specifying where copies and supporting documents will be retained and for how long to meet audit and legal obligations.

Step-by-Step: Adopt and Attach a Grant Resolution

Follow these steps to ensure the resolution is properly adopted, signed, and attached to the grant application.

01

Prepare Draft: Draft resolution referencing the grant program and attachments.
02

Call Meeting: Provide notice and agenda to board per bylaws and open-meeting rules.
03

Vote and Record: Conduct vote, record results in minutes, and sign resolution.
04

Attach and Submit: Include signed resolution with application and retain a copy for records.

How to Configure an Online Workflow for Resolutions

Set up an eSignature workflow that matches your approval sequence and funder requirements.

Field	Configuration
Signature Method	eSignature (email link or guest signing)
Authentication	Email verification or SMS code for signer identity
Notifications	Automated reminders and completion notifications
Storage	Encrypted cloud storage with audit trail

Typical Document Flow from Draft to Archive

A simple four-step flow keeps authorizations traceable and searchable for audits.

Prepare Document: Create resolution and attach supporting exhibits.
Route for Signatures: Send to authorized signers in the designated order.
Submit to Funder: Attach signed resolution to the grant application portal or email.
Archive Record: Store signed copy and minutes in secure records for retention period.

Technical Considerations for eSigning and eSubmission

Ensure your chosen platform supports the file types, authentication, and audit features required by your funder and internal policies.

File Formats: PDF and DOCX supported for reliably preserving formatting.
Integrations: Connectors to cloud storage, email, and document management.
Authentication: Options for email, SMS code, or stronger signer verification.

Verify that the platform preserves an audit trail (timestamps, IP, signer identity) and that signed PDFs are exportable for funder submission and long-term archiving.

Common Timing Considerations and Typical Deadlines

Timelines vary by funder; plan the board schedule to meet application and reporting deadlines.

Funding Application Deadline:

Follow the funder’s published close date and time precisely; late attachments are often rejected.

Board Meeting Deadline:

Schedule a meeting early enough to permit drafting, review, and signature before submission.

Signature Deadline:

Allow extra time for remote signers and possible authentication steps.

Submission Confirmation:

Retain the funder’s confirmation or submission receipt for audit purposes.

Reporting Milestones:

Track post-award deliverables and financial reporting dates required by the grant.

Common Preparation Errors to Avoid

Failing to record the board vote in meeting minutes or omitting vote tallies, which many funders require to confirm valid authorization.
Listing an incorrect legal entity name or abbreviating the organization’s name inconsistently with state registration or IRS records.
Designating a signer without clear delegation language, leading to funder requests for additional proof of authority.
Submitting an unsigned or unclearly dated resolution, which can cause application rejection or payment delays.

Consequences of an Incomplete or Incorrect Resolution

Funding Denial: Application may be rejected.

Repayment Risk: Award could be rescinded; costs disallowed.

Audit Findings: Auditor may flag insufficient authorization.

Legal Challenge: Third parties may dispute authority.

Tax Consequences: Unrecorded obligations may affect filings.

Reputational Risk: Funders may restrict future funding.

How Organizations Use Signed Resolutions in Practice

Real-world examples show how e-signed corporate approvals streamline submission and audit compliance across sectors.

Optica Ventures LLC

Optica adopted electronic approvals for corporate documents to speed processing.

The interface simplified signer tasks across devices.
"The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers."

Martin Properties

A small real estate firm moved to online signatures for board approvals during offsite meetings.

This reduced turnaround time for submissions.
"I can process and execute all of these documents online with 100% compliance and built-in security."

Key Milestones from Resolution Draft to Post-Award Compliance

Track these milestones to ensure timely approval, submission, and post-award reporting for grant projects.

01

Draft and Review

Prepare resolution draft and circulate for legal and program review.

02

Board Approval

Hold meeting, vote, and record minutes confirming the resolution.

03

Application Submission

Attach signed resolution and submit before funder deadline.

04

Post-Award Compliance

Retain records, meet reporting milestones, and respond to audits.

Pricing and Feature Snapshot for eSignature Platforms

Compare baseline pricing and common feature flags for eSignature solutions often used to execute and store resolutions. Pricing reflects annual-billed per-user rates where specified.

	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 and Troubleshooting

Answers to common questions about preparation, signature validity, and handling funder requests for resolutions.

Need help? Contact support

Is a notarized resolution required?
Not typically required for most funders; some grant programs or state agencies request notarization. Check the funder’s instructions and governing documents before notarizing.
Can the resolution be e-signed?
Yes, electronic signatures are valid under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states. New York uses NY ESRA (Tech Law §301–309); confirm funder acceptance for e-signed documents.
What if the signer’s name differs from IRS records?
Mismatched legal names can delay funding or require corrected documentation. Use the entity name exactly as registered with the state and IRS to avoid backup withholding or award problems.
How long should signed resolutions be retained?
Retain signed resolutions for the life of the project plus applicable retention periods. Follow IRS guidance (IRC §6501(a)) and any funder-specific retention rules.
What proof do funders accept for board approval?
Funders commonly accept the signed resolution and minutes showing the vote. Some may request additional documentation, such as attendance lists or certified copies.
How do I correct an error after signing?
Prepare an amended resolution or board minute recording the correction and have authorized signers execute the amendment. Keep both the original and amendment for audit trails.

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