Who must sign the declaration?

Typically founders, authorized officers, or board members with authority under the bylaws sign. Confirm signatory authority via a board resolution to avoid later challenges or bank refusals.

Is notarization always required?

Not always. Notarization requirements differ by state and by third-party requests. Check the state secretary of state and the receiving institution for notarization or witness expectations.

Can the declaration be signed electronically?

Yes, electronic signatures are valid under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided intent, consent, attribution, and record retention requirements are met.

What supporting documents are commonly needed?

Attach articles of incorporation, bylaws, board resolution authorizing the declaration, and any fiscal sponsorship or tax-exempt application materials for verification by banks or funders.

How should signed declarations be stored?

Retain originals in the corporate minute book and maintain secure electronic copies with an audit trail, encrypted at rest and in transit to meet recordkeeping and compliance needs.

How do I correct errors after signing?

If errors are minor, execute an amendment signed by authorized parties or re-execute a corrected declaration. Document board approval for the change and retain both versions for the record.

Electronic Signature
Templates
Miscellaneous
Non-Profit Organization Declaration

Non-Profit Organization Declaration

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

Non-Profit Organization Declaration

Recitals

WHEREAS, the undersigned desire to form a non-profit organization for charitable, educational, scientific, literary, or other lawful non-profit purposes in accordance with applicable law and the bylaws adopted by the incorporators; and

WHEREAS, the organization shall be known by the legal name: , and shall operate principally at: .

WHEREAS, the purpose of the organization is to: , and to engage in any activities reasonably related to that purpose consistent with non-profit status.

Organizational Information

Organization Legal Name Principal Office Address Registered Agent (if applicable) Registered Agent Address Federal Tax Identification Number (if assigned) Organization Type (select all that apply)

Corporation Unincorporated Association Trust Other:

Scope of Activities

Describe the principal activities, programs, services, and charitable objectives the organization will undertake. Include target beneficiaries and geographic scope.

Funding and Payment Terms

The undersigned declare the initial funding and financial arrangements as follows. Initial funding committed by founders or donors in support of organizational start-up:

Initial Funding Amount (USD) Funding Schedule and Conditions

Membership dues, program fees, or recurring contributions (if any) will be assessed as follows. Late payment may incur a fee as specified.

Recurring Dues or Fees (description) Late Fee for Overdue Payments (%)

Term; Termination; Dissolution

This declaration is effective as of: . The organization is established for a term of: .

Either party with governance authority may propose termination or dissolution in accordance with the bylaws. Written notice of intent to terminate or dissolve shall be provided at least prior to the effective date of such action. Upon dissolution, assets will be distributed in a manner consistent with the organization’s charitable purpose and applicable law.

Confidentiality

The organization and the undersigned agree that confidential information received in connection with organizational governance, donor information, or program beneficiaries shall not be disclosed except as required by law or as necessary to carry out organizational purposes. Confidential information includes non-public donor lists, non-public financial projections, and personal data of beneficiaries.

By checking the box below, the undersigned acknowledge and agree to abide by the confidentiality obligations set forth in this Declaration.

I acknowledge and agree to confidentiality terms

Governing Law; Entire Agreement

This Declaration shall be governed by and construed in accordance with the laws of the State of , without regard to conflict of law principles.

This Declaration, together with any bylaws, financial pledges documented herein, and duly adopted resolutions, constitutes the entire agreement among the undersigned with respect to the matters addressed and supersedes all prior agreements and understandings, whether written or oral, relating to the organization’s formation and initial operations.

Representations and Certification

The undersigned represent and warrant they have the authority to make this Declaration on behalf of the persons and entities they represent, that all information provided herein is true and correct to the best of their knowledge, and that funds pledged shall be used in furtherance of the organization’s stated purpose.

List of Incorporators, Founders, or Initial Board Members Additional Terms or Notes

Declarant / Founder Name:

By:

Date:

Organization Authorized Representative:

By:

Date:

What the Non-Profit Organization Declaration Is

A Non-Profit Organization Declaration is a formal document that records an entity's nonprofit purpose, governance basics, and the identities of founding parties. It typically states the mission, specifies whether the organization intends to apply for tax-exempt status, names initial directors or trustees, and establishes an effective date. The declaration can be used internally for board approval, externally when opening bank accounts or applying for grants, and as a core record for state incorporation or registration processes where required.

Why a Clear Declaration Matters

A precise declaration clarifies mission and governance, reduces later disputes, and supports consistent filings for tax-exempt status and grants. It creates a written record that helps banks, funders, and state agencies verify the organization's nonprofit purpose.

Who Typically Prepares or Signs This Declaration

The document is usually prepared by organizational founders, board officers, or a legal representative prior to formal registration or grant applications.

Founders and incorporators who establish the nonprofit and provide primary contact and mission details.
Board officers (chair, secretary, treasurer) who endorse governance structure and signatory authority.
Legal counsel or compliance staff who confirm language aligns with state corporate law and tax-exempt requirements.

Final review by the board or authorized officer is recommended before any filing, banking, or grant submission.

Primary Signers and Roles

Executive Director

An executive director or chief officer typically signs to accept operational responsibility and confirm that the organization's activities will follow the stated nonprofit purpose. They may also serve as the primary contact for funders and banks.

Board Chair

The board chair or authorized trustee often attests to the board's approval of the declaration and confirms that the signatories have authority under the organization's bylaws or founding resolution.

Core Components to Include in a Professional Declaration

A complete declaration organizes essential legal and operational details so it can be used for governance, banking, and registration. Each component should be clear and verifiable.

Organization Name

Exact legal name including any DBA or assumed names, matching state incorporation records to avoid mismatches during filing or banking.

Purpose Statement

A concise nonprofit mission and charitable purpose that supports tax-exempt classification and guides permissible activities.

Founding Parties

Full legal names, titles, and addresses of incorporators, initial directors, or trustees who are signing or approving the declaration.

Governing Rules

Reference to the bylaws or articles of incorporation and any board resolutions authorizing the declaration or signatories.

Tax Intent

A statement whether the organization will seek 501(c)(3) or other tax-exempt status and any immediate fiscal sponsorship arrangements.

Signature Blocks

Clearly labeled signature lines with printed name, title, date, and space for notarization or witness information if required.

Step-by-Step: Completing the Declaration

Follow this sequence to prepare, approve, and finalize the declaration for filing or use.

01

Draft: Populate name, purpose, founding parties, and signatory blocks.
02

Board Review: Present to the board for approval and record the resolution.
03

Signatures: Have authorized officers sign in the designated blocks, include notarization if required.
04

Distribute: Provide copies to bank, grantors, and retain original in corporate records.

Typical Digital Completion Settings

When completing online, configure authentication, fields, and notifications to match your compliance needs.

Field	Configuration
Authentication	Email link or SMS code
Signature Type	Drawn, typed, or click-to-sign
Notifications	CC board secretary and treasurer
Retention	Export signed PDF/A for records

How Electronic Completion and Submission Typically Work

Digital workflows let you prepare, send, sign, and archive the declaration without in-person meetings.

Upload: Add the declaration document and map signature fields.
Assign: Specify signer roles and signing order if needed.
Authenticate: Choose verification method such as email or SMS.
Archive: Save signed PDF with audit trail and timestamp.

Technical Considerations for Digital Signing

Confirm platform compatibility and security settings before e-submitting the declaration.

Integrations: Salesforce, NetSuite, Google Workspace
File Formats: PDF, DOCX, HTML, Excel
Authentication: Email, SMS, KBA or SSO

Ensure the chosen provider supports required compliance (for example HIPAA BAA where applicable) and retains a verifiable audit trail.

Typical Timing and When to Submit

Timing depends on intended use—filing with state agencies, opening bank accounts, or applying for grants each has different expectations.

Initial Filing Timing:

File with the state when incorporating or registering as required by the state secretary of state.

Bank Onboarding:

Provide declaration during account opening; banks may require certified or notarized copies.

Grant Applications:

Include a current declaration with grant applications; funders may request board-approved version.

Tax-Exempt Applications:

Attach declaration to IRS Form 1023 or 1023-EZ as supporting documentation.

Recordkeeping:

Keep signed original with corporate records immediately after execution.

Key Processing Milestones

A typical lifecycle moves from drafting to approval, execution, and filing; each stage has discrete actions to complete.

01

Draft Preparation

Assemble mission, parties, and bylaws reference for review.

02

Board Approval

Obtain a formal resolution authorizing the declaration.

03

Execution

Collect signatures and notarization if applicable.

04

Distribution

File or provide copies to banks, funders, and regulators.

Common Mistakes to Avoid

Using inconsistent legal names between declaration and state filings, which can cause bank and grant rejections and require corrective filings.
Omitting required signatures or notarization when state law or third parties explicitly demand a notarized attestation or witnessed execution.
Failing to attach governing documents or board resolutions that demonstrate signatory authority, triggering requests for follow-up documentation.
Entering an unclear or overly broad purpose statement that undermines tax-exempt applications or donor restrictions and invites additional scrutiny.

Security and Compliance Essentials for the Declaration

Encryption Transit: TLS 1.2/1.3

Encryption At Rest: AES-256

Audit Standards: SOC 2 Type II

Healthcare Compliance: HIPAA (BAA required)

Regulatory Support: 21 CFR Part 11

International Standards: ISO 27001

Consequences of Incorrect or Incomplete Declarations

Registration Delays: Incorrect details can cause state rejection and processing delays.

Bank Refusal: Banks may refuse account setup without verified signatures or notarization.

Grant Denial: Funders may decline awards for incomplete governance documentation.

Tax Risk: Ambiguous purpose statements can complicate IRS Form 1023 review.

Contractual Invalidity: Improper authority may render agreements unenforceable.

Civil Penalties: Material misstatements could expose officers to legal challenges.

Real-World Examples of Use

These short examples show how organizations rely on a clear declaration when starting operations or seeking approvals.

Optica Ventures LLC

A startup nonprofit prepared a mission-focused declaration for bank onboarding

signed by founders during initial meeting
the declaration served as the foundational record for later grant applications and banking relationships.

Martin Properties

A community housing nonprofit used a board-approved declaration to document landlord-tenant service scope

executed with notarization for lender requirements
the recorded declaration simplified property management contracting and compliance checks.

Comparing eSignature Pricing and Capabilities for Declaration Execution

Vendor pricing and capability differences can affect cost and compliance; signNow appears first in the comparison per guidance.

	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 by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently Asked Questions About the Declaration

Answers to common questions about preparing, signing, and storing a Non-Profit Organization Declaration.

Need help? Contact support

Who must sign the declaration?
Typically founders, authorized officers, or board members with authority under the bylaws sign. Confirm signatory authority via a board resolution to avoid later challenges or bank refusals.
Is notarization always required?
Not always. Notarization requirements differ by state and by third-party requests. Check the state secretary of state and the receiving institution for notarization or witness expectations.
Can the declaration be signed electronically?
Yes, electronic signatures are valid under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided intent, consent, attribution, and record retention requirements are met.
What supporting documents are commonly needed?
Attach articles of incorporation, bylaws, board resolution authorizing the declaration, and any fiscal sponsorship or tax-exempt application materials for verification by banks or funders.
How should signed declarations be stored?
Retain originals in the corporate minute book and maintain secure electronic copies with an audit trail, encrypted at rest and in transit to meet recordkeeping and compliance needs.
How do I correct errors after signing?
If errors are minor, execute an amendment signed by authorized parties or re-execute a corrected declaration. Document board approval for the change and retain both versions for the record.

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