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Property Conveyance Resolution

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PROPERTY CONVEYANCE RESOLUTION

This Property Conveyance Resolution (the "Resolution") is made as of Effective Date: by and between Grantor Name: , an entity organized as a under the laws of (hereinafter "Grantor"), and Grantee Name: , an entity organized as a under the laws of (hereinafter "Grantee").

RECITALS

WHEREAS, Grantor is the legal and equitable owner of certain real property commonly known as and legally described as:

WHEREAS, Grantor desires to convey and transfer all right, title and interest in and to the Property to Grantee, and Grantee desires to accept such conveyance upon the terms and conditions set forth herein; and

WHEREAS, the board of directors or other governing body of Grantor has determined that the conveyance of the Property is in the best interests of Grantor and its stakeholders and has duly authorized the conveyance in accordance with Grantor's governing documents and applicable law.

NOW, THEREFORE

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, Grantor and Grantee hereby adopt the following resolutions and agree as follows:

1. AUTHORIZATION TO CONVEY

The Board of Directors or governing body of Grantor hereby authorizes and approves the conveyance, sale, transfer and assignment of the Property on the terms set forth in this Resolution. Grantor authorizes its officers, employees and agents to take all actions necessary to effectuate the conveyance, including execution and delivery of deeds, instruments of transfer, closing statements and related documents in substantially the form approved by counsel to Grantor.

2. DESCRIPTION OF PROPERTY AND CONSIDERATION

The Property subject to this conveyance consists of the real property described above and all rights, easements, privileges and appurtenances thereto. The consideration to be paid by Grantee for the Property shall be in the amount of $ payable as set forth in the purchase agreement between the parties.

3. CLOSING; DELIVERY OF DEED

The conveyance shall be consummated at a closing to occur on Closing Date: , or such other date as the parties may mutually agree in writing. At the closing, Grantor shall execute, acknowledge and deliver to Grantee a good and sufficient deed conveying the Property free and clear of liens and encumbrances except those specifically approved in writing by Grantee.

4. TITLE; TAXES; TRANSFER COSTS

Grantor shall, at or prior to closing, deliver to Grantee evidence of title reasonably satisfactory to Grantee, including a current title commitment and copies of recorded instruments affecting the Property. Transfer taxes, recording fees and escrow charges shall be allocated as specified in the purchase agreement; absent such specification, Grantor shall pay costs attributable to curing defects in title and Grantee shall pay standard recording fees for issuance of new title.

5. REPRESENTATIONS AND WARRANTIES

Grantor represents and warrants to Grantee that (a) Grantor is the lawful owner of the Property with full right and authority to convey the same; (b) there are no outstanding judgments, liens or other encumbrances on the Property except those disclosed in writing to Grantee; and (c) the execution and delivery of the conveyance documents have been duly authorized by all required corporate or other organizational action. These representations survive closing and shall be enforceable by Grantee for the benefit of Grantee and its successors and assigns.

6. INDEMNIFICATION

Grantor agrees to indemnify, defend and hold harmless Grantee from and against any and all claims, losses, damages, liabilities, costs and expenses (including reasonable attorneys' fees) arising out of or related to any breach of Grantor's representations or warranties or any undisclosed lien, defect in title, environmental condition or other matter existing prior to the closing.

7. FURTHER ASSURANCES

Following closing, each party shall execute and deliver such further instruments and take such further actions as may be reasonably required to consummate the conveyance and to fully effectuate the intent of this Resolution, including curative documents and filings necessary to perfect the title transferred hereunder.

8. CONDITIONS PRECEDENT

The obligations of the parties to close the conveyance contemplated by this Resolution are subject to the satisfaction or waiver in writing of customary conditions precedent, including but not limited to: delivery of title evidence, receipt of any required consents and approvals, absence of material adverse changes affecting the Property, and the execution of all required conveyance documents.

9. NOTICES

Grantor Notice Address

Grantee Notice Address

All notices required or permitted under this Resolution shall be in writing and delivered to the addresses set forth above by hand delivery, nationally recognized overnight courier, or certified mail, return receipt requested, and shall be effective upon receipt.

10. GOVERNING LAW

This Resolution and the rights of the parties hereunder shall be governed by and construed in accordance with the laws of the State of without regard to conflict of laws principles.

11. ENTIRE AGREEMENT

This Resolution, together with the purchase agreement and the instruments referenced herein, constitutes the entire agreement between the parties with respect to the conveyance of the Property and supersedes all prior negotiations, understandings and agreements between the parties relating thereto.

12. SEVERABILITY

If any provision of this Resolution is held to be invalid, illegal or unenforceable by a court of competent jurisdiction, such provision shall be severed and the remainder of this Resolution shall remain in full force and effect.

13. AMENDMENTS; WAIVER; COUNTERPARTS

This Resolution may be amended only by a written instrument signed by both parties. No waiver of any provision hereof shall be deemed a waiver of any other provision. This Resolution may be executed in counterparts, each of which shall be deemed an original but all of which together shall constitute one and the same instrument.

14. AUTHORIZING ACTION; CERTIFICATION

The officers of Grantor are authorized and directed to execute and deliver any and all documents, instruments and certificates necessary to carry out the intent of this Resolution. The undersigned certify that this Resolution has been duly adopted in accordance with Grantor's organizational documents and applicable law and is in full force and effect.

Certified By (printed name)

Certifier Title

Certification Date

Grantor:

By:

Date:

Grantee:

By:

Date:

Enter text✕

What a Property Conveyance Resolution Is and When it’s Used

A Property Conveyance Resolution is a formal, written action adopted by an entity with authority — commonly a municipal council, board of trustees, homeowners association, or corporate board — that authorizes the transfer, sale, lease, or other disposition of real property. The resolution records the decision, identifies the property and parties, sets essential terms (price, consideration, restrictions), and designates an authorized signer or officer to execute deeds, easements, or related instruments. In many jurisdictions a recorded deed or deed of conveyance completes the transfer; the resolution itself provides the internal authority needed for lawful conveyance and for title companies, county recorders, and legal counsel to proceed.

Why a Clear Resolution Matters for Conveyances

A properly drafted Property Conveyance Resolution documents legal authority, clarifies transaction terms, and reduces risk for title, escrow, and recording processes. It provides the chain-of-authority required by closing agents and prevents disputes over who may sign or approve the transfer.

Why a Clear Resolution Matters for Conveyances

Who Typically Prepares and Approves These Resolutions

Coordination among these stakeholders speeds closing and reduces title/recording delays.

  • Municipal councils and planning boards responsible for municipal or public property transfers and land-use approvals.
  • Corporate boards, LLC managers, and association boards authorizing sales, leases, easements, or conveyances of business-owned real property.
  • Title companies, escrow officers, and outside counsel that rely on resolutions to confirm internal authorization before recording deeds.

Core Elements to Include in a Professional Resolution

A complete Property Conveyance Resolution contains identifiable parties, a legal description of the property, explicit authority language, material terms, signer delegation, and recording instructions to ensure enforceability and clear title transfer.

Identifying Parties

Full legal names of grantor and grantee, including entity type (e.g., corporation, municipality, HOA) and state of formation where applicable.

Legal Description

Exact metes and bounds or recorded lot/block reference matching the county recorder’s records to avoid ambiguity in the deed.

Authority Clause

Statement authorizing the transaction and naming the body or vote that approved the conveyance so third parties can rely on corporate or municipal authority.

Material Terms

Consideration amount, payment terms, encumbrance status, easements reserved or granted, and any closing conditions or contingencies.

Authorized Signer

Name and title of the person authorized to execute conveyance documents and complete recording; may include alternate signer or notary authorization.

Recording Instructions

Direction to record the deed or instrument at a specified county recorder’s office and to return the recorded instrument to a named party or address.

Required Data Points for a Valid Resolution

Resolution Date: Date signed
Approving Body: Entity name
Vote Record: Vote result
Property Description: Legal description
Consideration: Sale price
Authorized Signer: Name and title

Stepwise Process to Prepare and Adopt the Resolution

Follow these sequential steps from draft to recording to ensure the conveyance is authorized and executed correctly.

  • 01
    Draft Resolution: Prepare text with parties, property, terms, and authorization language.
  • 02
    Review Legal: Obtain counsel or title review for legal description and encumbrance checks.
  • 03
    Adopt by Vote: Hold meeting, record motion, and document vote in minutes.
  • 04
    Execute and Record: Authorized signer signs deed; record instrument with county recorder.

How to Configure an Online Workflow for This Resolution

Configure your digital workflow to mirror the offline approvals and preserve an auditable trail for closing.

Field Configuration
Draft Template Create reusable template with locked legal description field.
Approval Order Set role-based signing order for board chair, clerk, and authorized signer.
Authentication Enable email + SMS code or higher for the authorized signer.
Record Export Auto-generate PDF with audit trail attached after final signature.

Typical Routing and Submission Flow for the Conveyance Package

A clear routing path ensures the resolution accompanies the deed and is accepted by recording authorities.

  • Draft and Legal Review: Prepare resolution and deed; counsel reviews title and encumbrances.
  • Board Approval: Vote recorded and resolution executed by authorized officer.
  • Deed Execution: Authorized signer signs deed in required notarized form.
  • Recording: Submit deed and recording cover letter to county recorder with any required transfer tax forms.

Digital Signing and Technical Requirements

Ensure the chosen platform can produce a tamper-evident PDF with a detailed certificate of completion for title and recorder review.

  • File Formats: PDF | DOCX supported
  • Integrations: Salesforce | NetSuite | Google Workspace
  • Security: TLS 1.2/1.3 and AES-256 encryption

Risks and Consequences of an Incorrect or Incomplete Resolution

Rejected Recording: Recording refused
Title Defect: Clouded title risk
Contract Dispute: Invalid conveyance claim
Financial Liability: Transfer tax penalties
Regulatory Noncompliance: Local ordinance fines
Delay in Closing: Extended escrow timeline

Common Preparation Mistakes to Avoid

  • Using an informal or shorthand property description that does not match county records.
  • Failing to document the board vote or minutes that authorized the resolution.
  • Listing an unauthorized signer or omitting the required notary or witness blocks.
  • Neglecting to confirm county recorder fee schedules and submission requirements.

Practical Examples of How Resolutions Are Used

Real-world scenarios illustrate how a resolution supports conveyance and closing activities.

Municipal Land Sale

A city council adopted a conveyance resolution to authorize sale of surplus land for affordable housing

  • The resolution named the city manager to sign closing documents
  • The recorded deed referenced the resolution, enabling title issuance and release of escrow without further council action.

HOA Easement Grant

A homeowners association passed a resolution granting a pedestrian easement across common area

  • The board designated its president to execute the easement instrument
  • The recorded easement cited the resolution, simplifying enforcement and maintenance responsibilities.

Time-Sensitive Actions and Typical Deadlines

Key timing items relate to meeting notices, recording windows, and tax or transfer filings that may accompany the conveyance.

Notice and Meeting:

Provide required public or member notice per bylaws prior to vote

Execution Date:

Sign deed and resolution on or after approval date

Recording:

Record deed as soon as possible to protect priority

Transfer Tax Filing:

File transfer tax forms per county requirements

Document Retention:

Keep executed resolution and recorded deed permanently in corporate records

Key Milestones from Approval to Recorded Conveyance

Milestones below track the sequence that leads from internal approval to a recorded instrument accepted by the county recorder.

01

Prepare Draft Resolution

Draft resolution and accompanying deed with full legal description and terms.

02

Board Meeting and Vote

Hold public or regular meeting; record motion and vote in minutes.

03

Execution and Notarization

Authorized signer executes deed and resolution; obtain required notarization and witness acknowledgments.

04

Recording and Notice

Submit deed and any transfer tax forms to county recorder and retain recorded copy for records.

Practical Tips to Ensure Smooth Conveyance and Recording

Adopt these practices to minimize delays and legal exposure when preparing a Property Conveyance Resolution.

Use Verified Legal Descriptions
Pull the exact legal description from the county recorder or current title report to prevent recording rejections.
Document Approval
Attach meeting minutes or a signed affidavit of the vote to demonstrate authority for signing and avoid title disputes.
Confirm Signatory Authority
Verify corporate or board bylaws to ensure the named signer has the delegated power to convey property.
Include Recording Details
Add explicit recording instructions and return address so the recorder can return the recorded instrument promptly.

Comparing eSignature Providers for Executing Property Conveyance Documents

Platforms vary by price model, envelope limits, and compliance features; signNow appears first for direct comparison of core pricing and limits.

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 Varies
Audit Trail Yes Yes Yes Yes Yes
Envelope Cap No cap 100 envelopes/user/year Varies Varies Varies

Common Questions and Practical Answers About Conveyance Resolutions

Answers to frequent issues encountered when drafting, approving, or recording a Property Conveyance Resolution.


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