Affidavit of Mailing of Notice of Special Board of Directors Meeting - Corporate Resolutions
What this document covers
The Affidavit of Mailing of Notice of Special Board of Directors Meeting is a legal document that serves as proof that the secretary of a corporation has mailed the notice of a special meeting to all relevant parties. This form is essential as it documents the compliance with legal requirements for notifying directors about important corporate actions, setting it apart from other corporate meeting notices.
What’s included in this form
- Name and address of the corporation.
- Date the notice was mailed.
- Details confirming the mailing method (stamped and sealed copies).
- List of recipients with their names and addresses.
- Signature of the secretary and notary public certification.
When this form is needed
This form should be used when a corporation is required to hold a special board of directors meeting and must provide proof that all required parties have been notified. Situations that might call for this include discussing urgent corporate matters, making key resolutions, or addressing compliance issues.
Who this form is for
- Corporate secretaries tasked with notifying board members.
- Corporation officers who need to provide formal notice to directors.
- Legal teams ensuring compliance with notification requirements.
How to complete this form
- Identify the name and address of the corporation.
- Enter the date on which the notice was mailed.
- List the names and addresses of all individuals who received the notice.
- Sign the form as the secretary of the corporation.
- Have the form notarized by a licensed notary public.
Notarization guidance
Yes, this form must be notarized to be legally valid. This ensures that the statements made within the affidavit are confirmed by a notary public, adding an additional layer of authenticity. US Legal Forms offers integrated online notarization services that are available 24/7 through secure video calls, ensuring a convenient process without the need to travel.
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If this form requires notarization, complete it online through a secure video call—no need to meet a notary in person or wait for an appointment.
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Make edits, fill in missing information, and update formatting in US Legal Forms—just like you would in MS Word.
Download a copy, print it, send it by email, or mail it via USPS—whatever works best for your next step.
Sign and collect signatures with our SignNow integration. Send to multiple recipients, set reminders, and more. Go Premium to unlock E-Sign.
If this form requires notarization, complete it online through a secure video call—no need to meet a notary in person or wait for an appointment.
We protect your documents and personal data by following strict security and privacy standards.
Avoid these common issues
- Failing to list all required recipients.
- Not including the correct date of mailing.
- Omitting the secretary's signature or notary's verification.
Why complete this form online
- Conveniently accessible and downloadable from any device.
- Easily editable to suit specific corporate requirements.
- Reliable templates created by licensed attorneys to ensure compliance.
Key takeaways
- The affidavit verifies that the notice of a special meeting was mailed to relevant parties.
- Accurate completion and notarization are essential for legal validity.
- This form helps uphold corporate governance and communication standards.
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FAQ
There is no length requirement for resolutions, and they can be as long or as short as needed.Like every legal document, resolutions need to be signed and dated by the members of the board as they would do with minutes of meetings.
Elements of a Certified Board Resolution A designation of the party for whom the resolution is being prepared for and its address. Explanation of the action being taken by the board of directors and the reason for doing so. Name of the secretary. Legal name of the corporation and state of incorporation.
Format the resolution by putting the date and resolution number at the top. Form a title of the resolution that speaks to the issue that you want to document. Use formal language in the body of the resolution, beginning each new paragraph with the word, whereas.
No need to notarize a corporate resolution.
Meeting type (e.g. regular, annual, special, or other) Meeting participants (e.g. shareholders, board of directors, members, board of managers, or others) Meeting date and time. Location. Any dial-in telephone number for attendance.
Notice to Shareholders The notice should contain the date, time and location of the meeting as well as an agenda or explanation of the topics to be discussed. Include these procedures in your bylaws to ensure they are followed consistently for all shareholder meetings.
No need to notarize a corporate resolution.
Signatures of officers designated to sign corporate resolutionsusually the board chairperson or the corporate secretary. Title the document with its purpose. For example, "Resolution to Accept Bank Depository." A phrase stating that the resolution has the consent and agreement of the board members.
Board meetings are held more regularly than the annual shareholders' meeting - perhaps once a month, or however frequently the board deems necessary. Board meetings are also generally closed to all but the board, their legal counsel, accountants, and the managing agent or agents.
