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Legal Written Action Form

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LEGAL WRITTEN ACTION FORM

This Legal Written Action Form (the "Action") is executed as of by and between Party A Name: a with principal address , and Party B Name: a with principal address .

RECITALS

WHEREAS, each party is duly organized, validly existing and in good standing under the laws of its jurisdiction of formation and has full corporate power and authority to enter into this Action and to carry out its obligations hereunder;

WHEREAS, the parties desire to take certain corporate or organizational actions by written consent in lieu of a formal meeting, as permitted by their governing documents and applicable law, and to record such actions in a single instrument evidencing the unanimous written action of the parties;

WHEREAS, the parties wish to set forth the action to be taken, the effective date of such action, and the representations, approvals and authorizations of each party in connection therewith.

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

1. DEFINITIONS

For purposes of this Action, the following terms shall have the meanings set forth below. "Written Action" means the action described in Section 3, taken by written instrument in lieu of a formal meeting. "Effective Date" means the date specified in Section 4. "Authorized Representative" means an officer, director, manager or other individual expressly authorized by a party to execute this Action on its behalf.

2. AUTHORITY TO TAKE WRITTEN ACTION

Each party represents and warrants that it has complied with all requirements of its organizational documents and applicable law necessary to authorize the execution and delivery of this Action and to take the action set forth herein without the necessity of a formal meeting. Each party further represents that the persons executing this Action on its behalf are authorized representatives with full authority to bind such party.

3. DESCRIPTION OF WRITTEN ACTION

4. EFFECTIVE DATE AND IMPLEMENTATION

The actions described in Section 3 shall become effective as of (the "Effective Date"). Each party shall take such further actions and execute such documents as may be reasonably necessary to effectuate and carry out the intent of this Action.

5. REPRESENTATIONS AND WARRANTIES

Each party hereby represents and warrants to the other party that: (a) it has full corporate power and authority to enter into and perform this Action; (b) the execution, delivery and performance of this Action has been duly authorized by all necessary corporate or other action; and (c) when executed and delivered by the authorized representative, this Action will constitute a valid and binding obligation enforceable in accordance with its terms.

6. RECORDATION; MINUTES

Each party agrees that a copy of this Action, and any executed counterparts hereof, shall be placed in the minutes or records of such party and shall constitute conclusive evidence of the actions taken and approvals given by such party as of the Effective Date.

7. NOTICES

All notices, demands, consents and other communications under this Action shall be in writing and delivered to the parties at the addresses set forth below or at such other address as a party may designate by notice to the other.

8. AMENDMENTS

This Action may be amended, modified or supplemented only by a writing signed by both parties. No course of dealing or failure to enforce any provision shall constitute a waiver of any party's rights hereunder.

9. WAIVER

No waiver of any provision of this Action shall be effective unless in writing and signed by the party against whom enforcement is sought. The waiver of any breach shall not operate as a waiver of any other or subsequent breach.

10. GOVERNING LAW

This Action shall be governed by, and construed in accordance with, the laws of the jurisdiction specified below without regard to principles of conflicts of law.

11. ENTIRE AGREEMENT

This Action constitutes the entire agreement of the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous negotiations, agreements, understandings and representations, whether written or oral, relating to such subject matter.

12. SEVERABILITY

If any provision of this Action is held to be invalid or unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect and the invalid or unenforceable provision shall be reformed to the extent necessary to make it valid and enforceable while preserving the parties' intent.

13. COUNTERPARTS; ELECTRONIC SIGNATURES

This Action 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 delivered by electronic transmission shall be deemed original signatures for all purposes.

IN WITNESS WHEREOF, the parties have executed this Legal Written Action Form as of the date first written above.

Party A Printed Name:

By:

Date:

Party B Printed Name:

By:

Date:

Enter text✕

What a Legal Written Action Form Is

A Legal Written Action Form documents official corporate or organizational decisions taken without a formal meeting by recording unanimous or majority written consents. It is commonly used for board or shareholder actions, committee approvals, or other authority delegated by bylaws or operating agreements. The form captures the resolution language, the effective date, and the signatures of authorized parties, and becomes part of the corporate records. Where permitted, electronic execution and retention are acceptable under federal and state e-signature laws when the four ESIGN/UETA validity elements are satisfied.

Why the Legal Written Action Form Matters

A properly completed written action provides clear evidence of corporate authority, reduces scheduling delays from convening meetings, and creates a searchable record for audits, lenders, and regulators.

Why the Legal Written Action Form Matters

Who Typically Prepares and Signs This Form

The Legal Written Action Form is prepared by corporate officers, general counsels, corporate secretaries, or authorized managers responsible for governance and recordkeeping.

  • Board members and directors who must document board-level approvals or delegated authority.
  • Shareholders when formal shareholder consent replaces a meeting for voting matters.
  • Company secretaries or compliance officers who maintain minute books and legal records.

Use the form only if your bylaws or governing agreement authorize action by written consent and confirm the voting threshold required for validity.

Core Sections to Include in a Professional Written Action

A complete form follows a clear structure so that the resolution is enforceable and easy to reference in future legal or financial processes.

Caption

Entity name and identifying information (state of formation, entity type, and primary address) to tie the action to the correct corporate record and filings.

Recitals

Brief background statements summarizing why the action is being taken and any prior authorizations or resolutions that led to the written consent.

Resolved Clause

Precise operative language stating the corporate decision (e.g., approve transaction, appoint officer, amend bylaws) including limits, amounts, and effective date.

Voting Statement

Declaration of the vote or consent method used (unanimous consent or specified majority), including number and class of shares or directors voting in favor.

Signature Block

Signature, printed name, title, and date for each consenting party; include space for witness or notary if required by jurisdiction or corporate rules.

Recordkeeping Note

A statement that the action will be filed in the minute book and any subsequent filing obligations with the state or third parties will be completed.

Essential Data Elements to Capture

Entity Name: Full legal name
State of Formation: Jurisdiction
Resolution Text: Operative language
Effective Date: MM/DD/YYYY
Signer Details: Name, title
Record Note: Minute book entry

Step-by-Step: Completing the Form

Follow these sequential steps to create a legally defensible written action that fits corporate governance rules.

  • 01
    Confirm Authority: Verify bylaws or operating agreement allow written consent in lieu of a meeting.
  • 02
    Draft Resolution: Write precise operative language and include necessary limits or conditions.
  • 03
    Circulate for Signature: Send to authorized signers with clear instructions and an effective date.
  • 04
    Record and File: File in the minute book and complete any external filings required by law.

Configuring an Online Completion Workflow

When using an electronic platform, configure fields and authentication to match legal and corporate requirements.

Authentication Method Email link, SMS code, or advanced ID verification
Signature Fields Assign signer roles and required fields
Conditional Logic Show extra fields if special approvals are needed
Audit Trail Capture IP, timestamp, and actions
Storage Location Choose secure cloud or on-premises repository

Where to Send or File the Completed Form

Routing depends on entity type and whether external filings are required; include internal and external recipients.

  • Corporate Records: File the signed form in the minute book or electronic records repository immediately.
  • Board Distribution: Send final signed copy to all board members and key executives for transparency.
  • Registrar/SoS: File only if the action triggers a required state filing (e.g., amendments, mergers).
  • Third Parties: Provide signed copies to banks, counsel, or counterparties when requested.

Sharing Options and Technical Requirements

Choose a distribution method that preserves the record, enforces signer identity, and retains an audit trail.

  • Email Delivery: Simple, universally supported
  • Secure Link: Expiring link with access control
  • API Integration: Automated routing via integrations

Ensure the chosen channel supports record export and reproducible audit logs for legal and compliance review.

Key Timing Rules and Expectations

Adopt internal timing rules to ensure prompt recordation and compliance; external deadlines depend on the action type.

Effective Date Requirement:

Specify an effective date on the form to avoid ambiguity about when authority begins.

Signature Collection Window:

Collect all required consents within a clear timeframe to ensure the action remains a single transaction.

Minute Book Entry:

Record the action in the minute book promptly after final signatures are collected.

External Filing Deadline:

If the action requires a state filing (amendment or merger), file per the state SoS rules immediately.

Retention Start Date:

Start retention from creation or the effective date, whichever is later.

Common Preparation Errors to Avoid

  • Using vague operative language that fails to specify authority limits or payment amounts creates interpretation disputes.
  • Mismatched or misspelled legal entity names that do not match formation records can invalidate the linkage to corporate minutes.
  • Failing to verify that bylaws or the operating agreement permit action by written consent may render the action void.
  • Collecting signatures over an extended period without documenting the precise aggregation method can undermine the single-action requirement.

Consequences of an Incorrect or Incomplete Form

Action Voidance: Court or internal challenge may void the resolution
Shareholder Dispute: Leads to litigation risk and delay
Regulatory Exposure: May trigger fines for filing errors
Contractual Risk: Third parties may reject incomplete authority
Operational Delay: Business activities may pause
Recordkeeping Penalty: Penalties for failing to maintain required records

Download and Supporting Document Options

Provide the signed action in formats and with supporting documents that third parties commonly require.

PDF Signed Copy

Export a PDF with an embedded audit trail or attached certificate of completion for recordkeeping and third-party review.

Word DOCX Draft

Keep an editable DOCX copy as the drafting master and archive final signed PDF as the authoritative record.

Supporting Documents

Include bylaws extract, board resolution history, or shareholder lists as exhibits to verify authority.

Notary or Witness Pages

Attach notarization or witness acknowledgement pages when the jurisdiction or bylaws require them.

How to Amend or Revoke a Previously Recorded Written Action

When circumstances change, follow a parallel process to amend, rescind, or replace a previous written action to maintain clear records.

01

Review Original:

Identify original resolution language and effective date
02

Draft Amendment:

Clearly reference the original action and state changes
03

Collect Consents:

Obtain required signer approvals under the same governance rules
04

Record Amendment:

File amended action in minute book and replace older copies
05

Notify Third Parties:

Provide updated documentation to banks, registrars, or counterparties
06

Retain Originals:

Keep prior versions for audit and historical purposes

Practical Tips for Accurate Completion

Adopt consistent processes and internal controls to reduce errors and speed approvals.

Use Standard Templates
Maintain a validated template that includes required fields, voting thresholds, and standard recordkeeping language to reduce drafting errors.
Verify Signer Authority
Confirm each signer’s title and authorization before circulation; maintain a current officer and director roster for reference.
Timestamp and Audit
Capture timestamps and system audit logs for every signature event to show attribution and sequence of approvals.
Preserve Originals
Retain final signed PDFs and editable masters in a secure records system with access controls and backup.

Industry Examples of Written Actions

Real-world examples illustrate common uses across sectors and the practical checks to add in each case.

Real Estate Closing Consent

A property company documents board approval to enter a purchase contract

  • Board approves purchase price and financing terms
  • The signed written action is attached to the closing binder, provided to lenders, and recorded in corporate minutes to show authorization for the transaction.

Healthcare Management Change

A clinic records board consent to appoint an interim CEO

  • Resolution includes term and delegated authority
  • The signed action is retained with HR files and used to update credentialing and payer contracts as evidence of authority.

Typical Signatories and Their Roles

Chief Executive Officer

Signs to confirm executive-level approval and implements the operational steps required by the written action; often the primary operational contact for third parties.

Corporate Secretary

Maintains the minute book, records the written action, and certifies that the consent complies with bylaws and statutory requirements.

Notarization and Witness Steps (When Required)

If your jurisdiction or internal rules require notarization or witnesses, follow these authentication steps to ensure full validity.

01

Confirm Requirement

Check bylaws and state law to determine if notarization or witness signatures are mandated for this action.

02

Arrange Notary

Schedule an in-person or RON session if remote notarization is accepted in your state and for your document type.

03

Gather Witnesses

If witnesses are required, ensure they are impartial adults and complete witness attestations.

04

Complete Acknowledgement

Notary or witness must sign the acknowledgement block and attach any required journal entries.

05

Attach Certificate

Include the notary certificate or witness affidavit with the signed action for the minute book.

06

Retain Recordings

For RON, keep audio-video recordings per state rules and notary retention requirements.

07

Verify RON Rules

Confirm state-specific RON identity-proofing and recording obligations before relying on a remote notarization.

08

File If Necessary

File any required notarized documents with third parties or registrars per the governing rules.

eSignature Pricing Snapshot for Executing Written Actions

Common eSignature vendors and pricing models used to execute and store legally binding written actions; signNow is listed first per platform comparison conventions.

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 Yes, free trial Yes, free trial Yes, free trial Yes, limited free tier
Bulk Send Yes Yes Yes Yes Yes
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year Varies by plan Varies by plan Varies by plan

Frequently Asked Questions

Answers to common practical and legal questions when preparing or executing a Legal Written Action Form.


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