What is the board resolution request form template?
Board approvals have a habit of arriving at the last minute. A contract needs signing on Friday, the bank wants a mandate, a new director needs appointing — and the company secretary is left piecing together the background, the right entity, who has to approve and whether anyone has a conflict.
This three-page form asks the requester for it all up front. They name the exact legal entity, who needs to approve (board, committee, shareholders or both) and how it should be passed: at the next meeting, a special meeting or by written resolution. The matter page covers the type of matter, a short title, background, draft wording, the amount and other party, and whether any director has a personal interest.
The last page takes supporting papers, who will sign, documents to be signed if approved, any registry filing, the deadline and why, the sponsor, legal review and confidentiality. Each request is saved as a PDF in your FileIt vault.
- Best for
- Company secretaries, general counsel and governance teams
- Filled in by
- Executives, finance, legal and department heads
- Time to complete
- About 10 minutes
- Includes
- Approving body, method, matter type, draft wording, conflicts, papers, deadline
Who uses a board resolution request form?
- Approving a change of bank signatories
- Getting board sign-off on a large contract or lease
- Appointing a new director or officer
- Approving an option grant or share issue
- Declaring a dividend by written resolution
- A group's subsidiaries needing the same resolution passed
Questions on this board resolution request form
25 questions over 3 pages · includes file upload, conditional questions, multiple pages.
1 Request
- Requested by*
- Email*
- Role or department*
- Company or entity*
- Who needs to approve it?* Board of directors · A board committee · Shareholders or members · Board and shareholders · Not sure
- Which committee?* asked only when it applies
- How should it be passed?* At the next meeting · At a special meeting · By written resolution or unanimous consent · Company secretary to advise
2 The matter
- Type of matter* Bank account or signatories · Approve a contract or transaction · Appoint or remove a director or officer · Issue or transfer shares or options · Declare a dividend · Approve accounts or auditors · Borrowing, guarantee or security · Adopt a policy · Form, dissolve or restructure a subsidiary · Other
- Short title*
- Background*
- Proposed resolution wording
- Amount involved, if any
- Other party, if any
- Does any director have a personal interest in this matter?*
- Who, and what interest?* asked only when it applies
3 Papers & timing
- Supporting papers
- Who will need to sign the resolution or documents?
- Documents to be signed if approved
- Will a filing with a registry or regulator be needed?
- Which filing, and with whom? asked only when it applies
- Needed by*
- Why that date?
- Executive or director sponsoring it
- Has legal reviewed it?
- Is this matter confidential or price-sensitive?
The board resolution request form, page by page
1 Request
The requester gives their name, Email, Role or department and the exact legal name of the company. Who needs to approve it? offers the board, a board committee (asking which one), shareholders, both, or not sure. How should it be passed? offers the next meeting, a special meeting, written resolution or unanimous consent, or advice from the company secretary.
2 The matter
Type of matter lists bank accounts, contracts, officer appointments, shares and options, dividends, accounts and auditors, borrowing and guarantees, policies, subsidiaries and other. Short title and Background are required; proposed wording, the amount and other party are optional. A required conflict question asks for details if any director has a personal interest.
3 Papers & timing
The requester uploads supporting papers, lists who will need to sign, the documents to be signed if approved, and whether a registry or regulator filing is needed, and if so which. Needed by is required, with space to say why. The sponsoring executive, legal review and confidentiality questions finish the request.
Make the template yours
- Turn Company into a dropdown of your group's entities
- Add your board meeting dates and paper deadlines in a paragraph
- Add your own matter types, such as capital expenditure above a threshold
- Notify the general counsel as well as the company secretary
- Add a delegated authority question so only matters above limits come to the board
- Restrict access by sending personal links to people allowed to request resolutions
Tips for a better board resolution request form
- Check the exact legal name of the entity; it matters on the resolution
- Allow time for papers to go out before the meeting
- Declare conflicts early so the company secretary can plan quorum
- Draft wording helps, but let the company secretary finalise it
- Keep signed resolutions with the minutes and statutory registers
Every response becomes a PDF in your vault
Each request is saved as a PDF in the vault folder you choose, with its supporting papers. The company secretary is emailed, and the requester can get a copy.
The company secretary prepares the resolution and arranges approval. The Responses table gives a pipeline of matters by deadline, and signed resolutions can be filed in the same folder.
- Start from this template. It opens in the FileIt Forms designer — change any question, add pages, set the rules for when questions appear.
- Share it. Turn on a public link, or send it to people by email, each with their own link. They don’t need a FileIt account.
- Get the answers as PDFs. Each response is saved as a PDF in the vault folder you choose, with uploaded files attached — and listed in a Responses table you can export to CSV.
Board resolution request form: frequently asked questions
Is this board resolution request template free?
Yes. It's a starter template in the FileIt Forms app on every account.
Does the form create the resolution?
No. It collects the request. The company secretary drafts the resolution, and it can then be signed using FileIt eSignature or your usual process.
Can shareholders' resolutions be requested too?
Yes. Choose shareholders or both under Who needs to approve it?
What if the requester doesn't know how it should be passed?
They can pick Company secretary to advise; the right method depends on the company's articles or bylaws.
Is the information kept confidential?
Responses are visible only to people with access to the form, and papers go to the vault folder you choose.
Can we use it for multiple companies?
Yes. The requester names the entity each time, or you can turn it into a dropdown of your entities.