Can an electronic signature validate the resolution?

Yes, if the e-signature meets ESIGN and applicable state law requirements: demonstrate signer intent, obtain consent to transact electronically, attribute the signature to the signer, and retain an accurate record for later reproduction (15 U.S.C. §7001).

Does the resolution need notarization?

Generally no for internal corporate authority, but some funders or state-specific processes may require notarization or a certified copy; check funder instructions and state rules before submission.

Who should sign the resolution?

Typically the corporate officer with authority (chair, president, or CEO) and a certifying officer such as the corporate secretary sign and date to attest to adoption.

What if the authorized person changes?

Adopt a new resolution or amendment recording the change; ensure funders and banks receive updated authorization to avoid transaction delays or rejected claims.

How should I store signed resolutions?

Store the original or certified copy in the corporate minute book and keep a secure electronic copy with an audit trail and immutable retention controls for the required period.

Can the resolution be revoked?

Yes; the governing body should adopt a revocation or superseding resolution that is signed and distributed to funders, finance, and legal to terminate prior authorizations.

Electronic Signature
Templates
Miscellaneous
Organizational Grant Resolution Form

Organizational Grant Resolution Form

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

ORGANIZATIONAL GRANT RESOLUTION FORM

Recitals

WHEREAS, the governing board of this organization has been informed of a potential grant opportunity offered by to support the project described below; and

WHEREAS, the board has determined that the acceptance of such grant and the expenditure of funds for the project is in the best interest of the organization, consistent with its mission and bylaws, and that the board must formally authorize designated officers to execute grant documents and related instruments.

NOW, THEREFORE, be it resolved by the Board of Directors of the organization named below as follows.

Organization Information

Organization Legal Name Principal Office Address Employer/Tax ID Number (EIN)

Grant Details and Authorization

Grantor: Program/Grant Title:

Purpose of Grant / Project Summary Authorized Agent to Execute Grant Documents (Name and Title)

Resolved: That the organization is authorized to accept the grant from the above-named grantor and to enter into all agreements and execute all instruments necessary or convenient to receive and administer the grant, including but not limited to award documents, subrecipient agreements, payment requests, reports, and amendments.

Scope of Work

Payment Terms

Total Grant Amount: Payment Schedule / Disbursement Terms:

Late Payment Fee or Interest

Term and Termination

Grant Term Commencement Date: Term Expiration Date:

Notice of Termination Required: days prior written notice is required to terminate the grant agreement except where immediate termination is permitted for cause.

Confidentiality

The organization agrees to maintain as confidential all non-public information and materials identified by the grantor as confidential that are obtained in connection with the grant, to use such information solely for the purposes of performing the grant obligations, and to restrict disclosure except as required by law, court order, or as necessary to comply with the terms of the grant and applicable audit requirements.

Compliance and Certifications

The authorized agent and the organization certify that the organization will comply with all applicable federal, state, and local laws and regulations governing the expenditure of grant funds, will maintain required records, and will permit inspections and audits in accordance with grant terms.

Governing Law; Entire Agreement

This resolution and any grant agreement executed pursuant hereto shall be governed by and construed in accordance with the laws of the state in which the organization is incorporated. This resolution constitutes the entire board authorization relating to the grant and supersedes all prior board actions and communications regarding the grant.

Board Action and Certification

The undersigned hereby certifies that the foregoing resolution was duly adopted by the Board of Directors of the organization at a meeting held on , that a quorum was present, and that the resolution was adopted by the following vote:

Votes in Favor: Votes Opposed: Abstentions:

The Secretary or other authorized officer is directed to prepare and maintain a copy of this resolution in the official records of the organization and to deliver copies to the authorized agent and the grantor as necessary.

Additional Provisions

Bank Account or Fiscal Agent for Receipt of Funds Special Conditions or Restrictions

Organization Representative (Printed Name):

By (Signature):

Date:

Board Officer (Printed Name):

By (Signature):

Date:

What the Organizational Grant Resolution Form Is

An Organizational Grant Resolution Form records a governing body's formal decision to authorize an entity to apply for, accept, or administer grant funds on the organization’s behalf. It typically identifies the approving board or committee, names authorized signatories, states the scope of authorization, and sets any conditions or effective dates. Many funders require a signed resolution with applications or disbursements to verify corporate authority and internal controls. The form is used by nonprofits, governmental units, educational institutions, and corporations when formal authorization is required.

Why a Resolution Matters for Grant Compliance

An explicit board resolution creates a documented chain of authority, clarifies who may sign grant agreements and accept funds, and reduces internal control gaps.

Who Typically Prepares and Signs This Form

Organizations that pursue external funding or need formal internal authorization prepare resolutions to meet funder and audit requirements.

Board members and corporate officers who must approve funding actions and delegate signing authority.
Grants managers and finance directors who need official authorization to submit applications or accept awards.
Legal counsel or compliance officers who verify wording for liability, reporting, and performance obligations.

Use this form to document authority, delegation limits, and any special conditions before submitting applications or executing grant agreements.

Essential Sections to Include in a Professional Resolution

A complete resolution contains standardized language and fields so funders, auditors, and internal reviewers can confirm authority quickly.

Caption

Identify the organization by full legal name, jurisdiction of formation, and a short title for the resolution to avoid ambiguity in recordkeeping.

Recitals

Brief factual background describing the grant opportunity, funding source, and reasons the organization seeks authorization to ensure context for later review.

Authority Grant

Explicitly name the individual(s) authorized to sign applications, contracts, and financial documents, and state any dollar or term limits that apply.

Effective Date

State the effective date and, if applicable, an expiration or review date to control how long the delegation remains valid.

Conditions

List prerequisites such as board reporting obligations, matching fund requirements, or insurance and compliance conditions tied to the grant.

Certification

Include a signature block for the corporate secretary or authorized officer to attest to the resolution’s adoption and accuracy.

Required Information and Mandatory Fields

Organization Name: Full legal entity name

Governing Body: Board or committee name

Authorized Person: Name and title

Scope of Authority: Specific powers

Effective Date: MM/DD/YYYY

Signatures: Officer and attestation

Step-by-Step: How to Complete the Resolution

Follow these sequential steps to prepare a clear, enforceable Organizational Grant Resolution Form before presenting it to the board or signing officers.

01

Draft: Populate organization details and background.
02

Specify Authority: Name signatories and set limits.
03

Review: Legal and finance approval.
04

Adopt: Record board vote and obtain signatures.

Where to File or Send the Signed Resolution

After adoption and signature, route copies to internal records, the grants office, and the funder according to grant application instructions.

Internal Records: Store original signed resolution in corporate minute book or secure records.
Grants Office: Provide a certified copy to the grants administrator for application packets.
Funder Submission: Attach the signed resolution to the grant application per funder requirements.
Auditor Access: Make a certified copy available for audits and compliance reviews.

Digital Submission and Platform Considerations

Many organizations use secure e-signature platforms and document management systems to circulate and preserve resolutions.

File Formats: PDF, DOCX supported
Integrations: Works with CRM and cloud
Security: Encryption in transit/rest

How to Configure an Online Resolution Workflow

A clear workflow speeds approval and creates an auditable record; set fields, signer order, and authentication before sending.

Field	Configuration
Signers	Order signer sequence and roles
Authentication	Email link or SMS code
Attachments	Include bylaws or minutes as exhibits
Retention	Enable automatic archival

Common Timing and Deadlines to Watch

Some grant programs require resolutions dated within a certain window or signed before application submission; track funder deadlines carefully.

Application Deadline:

Resolution must exist before application submission

Award Acceptance:

Signed resolution often required to accept funds

Reporting Periods:

Board must authorize reporting responsibilities and timelines

Audit Requests:

Keep certified copy available for audits within retention period

Renewal or Extension:

Update or reaffirm resolution when grant terms change

Common Preparation Errors to Avoid

Using an informal or unsigned minutes excerpt instead of a formal resolution can lead funders to reject the application or delay processing.
Failing to state specific authority limits or dollar caps can expose the organization to unauthorized commitments and audit findings.
Entering inconsistent names or titles (for example, abbreviated legal name) may create verification problems with banks and grantors.
Neglecting to capture the board vote or lack of attestation by the corporate secretary reduces the document’s evidentiary weight.

Risks and Consequences of an Incorrect Resolution

Application Rejection: Funder may deny application

Delayed Funding: Payments may be postponed

Audit Findings: Internal control deficiencies noted

Repayment Risk: Funds could be clawed back

Liability Exposure: Officers may face personal risk

Legal Challenge: Contract enforceability questioned

eSignature Vendor Pricing and Feature Comparison

Basic pricing and feature availability across common eSignature providers; signNow is listed first for comparison consistency.

	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 plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/yr	Varies by plan	Varies by plan	Varies by plan

FAQs and Troubleshooting for Resolutions

Answers to frequent questions about adoption, signatures, electronic execution, and record retention to reduce processing errors and funder rejections.

Need help? Contact support

Can an electronic signature validate the resolution?
Yes, if the e-signature meets ESIGN and applicable state law requirements: demonstrate signer intent, obtain consent to transact electronically, attribute the signature to the signer, and retain an accurate record for later reproduction (15 U.S.C. §7001).
Does the resolution need notarization?
Generally no for internal corporate authority, but some funders or state-specific processes may require notarization or a certified copy; check funder instructions and state rules before submission.
Who should sign the resolution?
Typically the corporate officer with authority (chair, president, or CEO) and a certifying officer such as the corporate secretary sign and date to attest to adoption.
What if the authorized person changes?
Adopt a new resolution or amendment recording the change; ensure funders and banks receive updated authorization to avoid transaction delays or rejected claims.
How should I store signed resolutions?
Store the original or certified copy in the corporate minute book and keep a secure electronic copy with an audit trail and immutable retention controls for the required period.
Can the resolution be revoked?
Yes; the governing body should adopt a revocation or superseding resolution that is signed and distributed to funders, finance, and legal to terminate prior authorizations.

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