Board resolution mailing (small LLCs and corporations)

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Most banks and counterparties will not accept a scanned PDF or a photo of a signed page as proof that your board or members actually adopted a resolution. They want a physical copy, sent through a channel that creates its own paper trail — so when a compliance officer asks "when did you receive this, and from whom," there is a dated answer that does not depend on anyone's memory or inbox.

This comes up more often than you would expect for a single-member LLC or a small corporation: a bank adds a new authorized signer and wants the resolution on file, a landlord or lender wants documentation that the person signing a lease or loan has the authority to bind the company, or a vendor's legal department wants a hard copy before updating who they take instructions from. It is a small, specific need, but it is a real one — and it is exactly the kind of letter that benefits from a delivery record rather than an email attachment.

Why Certified Mail instead of email or a courier

A Certified Mail receipt gives you a tracking number and a USPS-recorded delivery date, which is usually enough on its own to satisfy a bank's file. If the recipient specifically wants a signature back — some compliance teams do — add electronic Return Receipt so you also get a scan of who signed for it. Either way, you end up with something a counterparty's auditor can independently verify, rather than a "we sent it" on your word.

What to put in the letter

Keep it short and specific: the exact company name, the date the resolution was adopted, whether it came from the board of directors or the members, and a plain description of what was authorized — a named signer on a specific account, a defined transaction, or a delegated authority with any limits attached. Reference where the full, signed resolution is enclosed or attached, and give a phone number or email in case the recipient needs to follow up. Vague language here is the most common reason these letters get bounced back for clarification.

How it works

• Open the template and fill in the company name, resolution date, and what was authorized.
• Attach or paste the resolution text (or upload the signed PDF as-is).
• Pay $12.99 for Certified Mail — add electronic Return Receipt for $14.99 if you need a signature scan.
• We print and mail it the next business day; you get the tracking number right away and the delivery record once it arrives.

A note on formalities: this is a mailing tool, not legal advice. What counts as a validly adopted resolution — quorum, voting requirements, whether written consent needs to be unanimous — varies by state and by entity type (and by what your own operating agreement or bylaws require). Confirm your resolution is properly adopted before you send it; we just make sure the recipient gets a dated, trackable copy once it is.