How to Write a Resolution for a Non-Profit or Public Sector Organization

Resolutions are formal documents used to solidify and document votes on a decision made by Board members of a non-profit or public sector governmental organization. The decisions are normally in reference to financial matters, implementation of policy, or any adoption, authorization, or approval of actions being taken by the non-profit or governmental entity. Read on to learn how to write a resolution for a non-profit or public sector organization.

Difficulty: Moderate

Instructions

1. Format a resolution by placing the date of the resolution and a resolution or reference number at the top of the resolution form. If it is the first resolution being voted on the number may be 00001 and then every other resolution after the first will be numbered in sequence.

2. The name of the resolution should be titled by the subject matter. For example, a possible title could be "Approval of Budget for the Fiscal Year."

3. The language of the resolution should be formal language starting out with the first sentence referencing the responsibility of the Board. For example, "Where as it is the responsibility of the Board to approve all Budgets of the XYZ non profit organization."

4. The next sentence or following portion of the resolution should document facts or reasoning why the action is being taken. For example, "Whereas the Financial staff of XYZ non-profit organization developed the budget based on the projects, expenses and operational costs for the XYZ organization; and Whereas the accountant of XYZ has audited and reviewed all financial statements from the previous Fiscal Year; and Whereas the current budget consists of projected figures based on previous expenses and projected expenses and accounting statements.

5. The last statement on the resolution consists of the action being voted on such as "Now Therefore be it resolved to approve, adopt, and authorize the XYZ budget for for fiscal year." The next portion of the resolution lists the names of the Board members voting on the resolution and a space along with their vote of approval or disapproval. The resolution is approved if the majority of the board members vote yes and the resolution is not approved if the majority of the board members vote no. A signature of the President of the Board should be placed on the document along with the recording of the vote.

Tips & Warnings

• Proofread the resolution and include attachments or addendums to the resolution if necessary.
• Provide the resolution to the Board members prior to actually voting on it, so that the members all have a chance to review it and ask questions before making a vote.
• Do not include many different issues or topics to vote on, only include one specific matter on one resolution. If other topics arise create another separate resolution to address the other topic.

[crossroad]

on 7/21/2009 Please have three different resolutions with the title of each, and assign three different numbers in consecutive order. For instance 00001 Authorized signatories July 21, 00002 Applying for a loan from a bank July 21, and 00003 Change of Business Address July 21. Each resolution is voted on separately. Hope this helps

[mdeleon]

on 7/21/2009 How can I determine the reference number for the board resolution? What if there are 3 different resolutions that are independent to each other that were resolved in one date of a special meeting? For example, 1) authorized signatories of checks 2) applying for a loan from a bank 3) change of business addres