How to Write a Board Resolution Letter
Writing a board resolution letter is an essential task for any organization’s board of directors. A board resolution letter is a formal document that outlines the decisions made by the board during a meeting. It serves as a legal record and ensures that all members are aware of the actions taken. Whether you are a new board member or a seasoned professional, understanding how to write a board resolution letter is crucial. In this article, we will provide you with a step-by-step guide on how to draft an effective board resolution letter.
Step 1: Introduction
Start your letter with a clear and concise introduction. Begin by stating the purpose of the letter, which is to communicate the decisions made during the board meeting. Mention the date of the meeting and the board members present. For example:
“I am writing to inform you of the decisions made during our board meeting held on January 15, 2023, at 10:00 AM. The following members were present: John Smith, Jane Doe, and Mark Johnson.”
Step 2: State the Resolution
In the body of the letter, outline each resolution made during the meeting. Start with a brief statement explaining the resolution, followed by the details of the decision. Use clear and straightforward language to ensure that all recipients understand the resolutions. For instance:
“Resolution 1: Approve the annual budget for fiscal year 2023. The board has approved the budget with a total allocation of $500,000 for operating expenses and $100,000 for capital expenditures.”
Step 3: Provide Context
Include any relevant context or background information that supports the resolutions. This may include previous discussions, research, or data that influenced the board’s decision. For example:
“Resolution 2: Hire a new marketing manager. After a thorough review of the current marketing strategy and performance, the board has decided to hire a new marketing manager to improve our marketing efforts and increase brand awareness.”
Step 4: Outline Next Steps
In the letter, specify the next steps or actions that will be taken following the board’s decisions. This ensures that all members are aware of their responsibilities and the timeline for implementation. For example:
“Resolution 3: Implement a new employee wellness program. The board has approved the implementation of a new employee wellness program to promote a healthy work environment and improve employee morale. The program is expected to be rolled out by the end of Q2 2023.”
Step 5: Closing and Distribution
Conclude the letter by thanking the recipients for their participation and commitment to the organization. Include any relevant contact information for further inquiries. Finally, distribute the letter to all board members and other relevant stakeholders. For example:
“We appreciate your dedication and commitment to our organization. If you have any questions or require additional information, please do not hesitate to contact me at [email address] or [phone number].
Sincerely,
[Your Name]
[Your Title]
[Your Organization]
