Authorization
Record the board or authorized officer resolution that approves the issuance and cite the specific corporate charter or bylaw authority enabling the action.
A precise instruction reduces legal and accounting ambiguity, supports compliance with corporate governance, and creates an auditable record for board minutes, transfer ledgers, and tax reporting.
Accurate routing to these roles ensures the issuance is implemented, recorded, and retained in compliance with corporate and tax rules.
Record the board or authorized officer resolution that approves the issuance and cite the specific corporate charter or bylaw authority enabling the action.
Provide the full legal name, entity type, address, and tax identification number or EIN for the recipient to avoid mismatched records and withholding errors.
Specify class, par value (if any), number of shares, and any distinguishing rights or restrictions attached to the issued shares.
State monetary amount, services rendered, or other non-cash consideration; include valuation method and supporting documentation for corporate and tax records.
Set out any vesting schedules, repurchase rights, forfeiture conditions, or performance milestones that affect issuance or transferability.
Direct where the executed instruction and supporting documents must be filed, ledger update steps, certificate issuance, and who maintains the official records.
| Field | Configuration |
|---|---|
| Signer Authentication | Email link with SMS code or stronger KBA |
| Signing Order | Sequential signing: Board Chair → Corporate Secretary → Recipient |
| Document Retention | Store signed PDF with audit trail in corporate repository |
| Access Controls | Restrict editing and set role-based permissions |
Verify platform retention, export, and permission controls align with corporate governance and recordkeeping policies.
| 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, no card | No | No | Yes, limited | Yes, limited |
| Bulk Send | Yes | Yes | Yes | Yes | No |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| Envelope Cap | No cap | 100 envelopes/user/year | Varies by plan | Varies by plan | Varies by plan |
The corporate secretary typically prepares and records the issuance instruction, certifies board approvals, and ensures the executed document is filed in the minute book and stock ledger to support transfer and title.
The CFO verifies consideration, tax treatment, and accounting entries; depending on corporate practice, the CFO may also supervise issuance via transfer agent and coordinate tax reporting or payroll adjustments.
A small startup issues founder shares following board consent to formalize ownership
A mid-market company grants shares for advisory services with a performance cliff
Date board or committee authorizes issuance; include minutes or written consent.
Date when ownership and rights attach, entered as MM/DD/YYYY in instruction.
Date stock ledger is updated to reflect the issuance.
If issuance triggers compensation, report per payroll or information return deadlines.
Retain signed instruction for applicable retention period as noted elsewhere.
Draft all fields, attach exhibits, and pre-check ledger impacts.
Secure board resolution or written consent authorizing the issuance.
Authorized officer and recipient sign using agreed method.
Update stock ledger, issue certificate or electronic entry, distribute copies.