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Non-Profit Information Packet

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NON-PROFIT INFORMATION PACKET

Organization Information

Organizational Profile

Fiscal Year Begins:

Governance & Compliance

Is the organization recognized as tax-exempt under applicable law? Yes No

Insurance & Risk Management

General liability insurance in force: Yes No

Attachments & Certifications

Please indicate which documents are attached to this packet:

Most recent audited financial statements
IRS/Tax exemption determination or certificate
Current board list and officers
Program descriptions and budgets

Agreement for Services and Information

WHEREAS, Organization Name: is a non-profit entity engaged in charitable, educational, or social services activities; and

WHEREAS, Recipient Name: seeks to obtain certain information, services, or funding commitments from Organization Name for the purpose of supporting the programs described herein; and

NOW, THEREFORE, in consideration of the mutual covenants contained in this packet and any subsequent engagement documents, the parties agree as follows:

Scope of Work

Payment Terms

Compensation Amount: $

Payment Schedule:

Invoicing and Payment Procedure: Organization shall invoice as described above. Unless otherwise agreed in writing, payments are due within days of receipt of a proper invoice.

Late Payment Fee: Amounts unpaid beyond the due date will incur a late fee equal to per month, or the maximum permitted by law, whichever is less.

Term and Termination

Commencement Date:

Termination Date (if any):

Either party may terminate this agreement for convenience upon written notice to the other party no fewer than days, provided that fees and obligations accrued prior to termination shall survive termination.

Confidentiality

Each party shall maintain as confidential all non-public information disclosed by the other party that is identified as confidential or that reasonably should be understood to be confidential given the nature of the information and the circumstances of disclosure. Confidential information shall not be disclosed except to employees, agents, or professional advisors on a need-to-know basis and who are bound by confidentiality obligations. The obligations in this clause shall continue for three (3) years following disclosure, except for trade secrets which shall be protected for as long as they remain trade secrets under applicable law.

Governing Law

This Packet and any subsequent engagement arising from it shall be governed by and construed in accordance with the laws of the State of , without regard to conflict of law principles.

Entire Agreement

This Packet, together with any subsequently executed written engagement letter or statement of work expressly incorporated herein, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, understandings, negotiations, and discussions, whether oral or written. No amendment or modification shall be binding unless in writing and signed by authorized representatives of both parties.

Acknowledgment

By signing below, the undersigned represents and warrants that they are authorized to provide the information contained in this packet on behalf of the organization and to bind the organization to the terms set forth in this Packet and any subsequent engagement. The undersigned further certifies that the information provided is true and accurate to the best of their knowledge.

Organization (Party A) — Printed Name:

Party Label:

By:

Date:

Counterparty (Party B) — Printed Name:

Party Label:

By:

Date:

Enter text✕

What the Non-Profit Information Packet Is

A Non-Profit Information Packet is a standardized collection of documents and data used by charitable organizations, foundations, and public-service entities to register, apply for grants, onboard vendors, and demonstrate organizational credentials. Typical contents include the organization’s legal name, Employer Identification Number (EIN), IRS determination letter for tax-exempt status, governing documents (articles of incorporation and bylaws), key officer contact information, financial summaries, and signatures or authorizations. The packet provides a single, consistent file set that funders and partners can review to confirm compliance, verify tax-exempt status, and begin formal relationships.

Why maintaining a clear packet matters

A complete packet reduces friction with funders, speeds due diligence, and helps ensure regulatory compliance by centralizing essential records. It simplifies requests for proposals, vendor onboarding, and grant review by providing consistent, verifiable information in one place.

Why maintaining a clear packet matters

Who commonly prepares or requests this packet

Organizations prepare the packet; external parties request it during onboarding, grantmaking, or contracting processes.

  • Non-profit executive directors and development staff who assemble documents for funders and certifications.
  • Grantmakers, corporate giving programs, and foundations performing due diligence before awards or partnerships.
  • Vendors, fiscal sponsors, and government agencies needing verification for payment or compliance.

Keeping a current packet on file saves time for recurring requests and supports fast, accurate responses to auditors and regulators.

Quick step-by-step: complete your packet

Follow these steps in order to assemble, verify, and distribute a complete Non-Profit Information Packet.

  • 01
    Gather: Collect EIN, IRS letter, articles, bylaws, and latest financials.
  • 02
    Populate: Enter all fields accurately and attach supporting documents.
  • 03
    Review: Have an authorized officer verify legal names and dates.
  • 04
    Distribute: Send packet securely to requestor and retain copies.

Typical routing and submission flow

Most organizations follow a simple digital workflow to complete and submit the packet.

  • Create packet: Compile documents into a single PDF or structured folder.
  • Attach verification: Include IRS letter, board minutes, and financials.
  • Authorize: Obtain officer signature and date.
  • Send securely: Transmit to requestor via secure eSubmission or trusted portal.

How to set up an online packet workflow

Configure a reusable digital workflow to streamline packet completion and reduce manual steps.

Field Configuration
Required Fields Mark EIN, legal name, IRS letter as required.
Signer Order Set officer signature before fiscal officer or treasurer.
Authentication Use email + SMS code for signer verification where needed.
Retention Automatically save signed packet to secure archive.

Digital submission and platform considerations

Choose tools that support secure file formats, signer authentication, and long-term retention of signed packets.

  • File types: PDF, DOCX supported
  • Authentication: Email, SMS, or KBA
  • Integrations: CRM and cloud storage

Verify the chosen platform supports ESIGN/UETA compliance, encryption in transit and at rest, and accessible audit trails for future audits or funder reviews.

eSignature vendor price and feature snapshot

Common eSignature plan features and starting prices for comparison. signNow is listed first per platform data; verify plan details with each vendor before purchase.

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

Security and compliance facts to include

Encryption: TLS 1.2/1.3 in transit
Data at rest: AES-256 encryption
Certifications: SOC 2 Type II available
Privacy frameworks: GDPR and CCPA compliant
Health data: HIPAA BAA required
eSignature law: ESIGN and UETA compliant

Key risks and potential penalties

Incorrect EIN: Backup withholding 24% may apply
Late filings: Tax penalties under IRC §6721
Misrepresentation: Loss of tax-exempt status risk
Privacy breach: HIPAA fines and notifications
Missing signatures: Contracts may be unenforceable
Unauthorized access: Liability and donor loss

Common pitfalls when assembling the packet

  • Using a DBA or shortened name instead of the legal entity name, which prevents matching to IRS records and delays verification by funders.
  • Submitting an expired or draft IRS determination letter rather than the current, signed IRS letter showing tax-exempt status and ruling date.
  • Omitting signatures or dates from authorization pages, which can render the packet incomplete and require repeat signings and delays.
  • Sending files over unsecured email or without encryption and retaining no audit trail of receipt, which increases exposure to data breaches and compliance issues.

Practical tips for cleaner, faster packet processing

Adopt these practices to minimize verification time and reduce follow-up requests from funders or vendors.

Standardize filenames and folders
Use clear file names (e.g., OrganizationName_EIN_DeterminationLetter.pdf) and a consistent folder structure so reviewers can quickly locate every required document without manual searching.
Use current, signed documents
Ensure bylaws, minutes, and IRS letters are the most recent signed versions. Outdated or unsigned documents cause grantors to request re-submission and prolong approvals.
Maintain an authorized signers list
Keep a current roster of officers with signature authority and sample signature blocks so the correct person signs each packet element and funder acceptance is not delayed.
Secure distribution and retention
Transmit packets via encrypted channels, preserve an audit trail of access and signatures, and store originals in a secure archive with defined retention schedules.

Example scenarios showing typical packet uses

Two real-world examples illustrate common uses of the Non-Profit Information Packet.

Community Food Bank

A regional food bank compiles financial statements and the IRS letter into a single packet for foundation grants

  • Packet includes board resolution authorizing application
  • Centralized files reduced funder follow-up and shortened review cycles for new grants.

After-School Program

A community arts program consolidates insurance certificates, fiscal sponsor agreement, and officer contact info

  • Staff obtain officer signatures and upload verified PDFs
  • The clear packet enabled faster vendor contracting and timely receipt of grant funds.

How to amend or revoke packet contents

Follow this grid when updating details, replacing documents, or formally rescinding previously submitted information.

01

Identify change:

Document exactly what needs updating and why.
02

Prepare amendment:

Draft an addendum or replacement document with clear dates.
03

Obtain authorization:

Have authorized officer sign updated materials.
04

Notify recipients:

Send revised packet with a notice of change.
05

Archive prior versions:

Keep prior packets with change history and timestamps.
06

Confirm receipt:

Get acknowledgement from funders or vendors in writing.

Frequently asked questions and troubleshooting

Answers to common questions about validity, signatures, notarization, and retention for Non-Profit Information Packets.


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