If you’ve ever been part of a group, whether it’s a club, a school project, or even a small business, you might have heard about a "resolution." Basically, a resolution is a formal way to make a decision or agreement within a group. To make sure everyone’s on the same page, these resolutions are often written down, and that’s where a Sample Letter Of Resolution Letter comes in handy. This essay will guide you through what these letters are, why they’re important, and how to use them.
What is a Letter of Resolution and Why Does it Matter?
A letter of resolution is a written document that officially records a decision made by a group, like a board of directors, a committee, or even a homeowner’s association. It clearly states what was decided, who made the decision, and sometimes why the decision was made.
Here’s why a letter of resolution is important:
- It provides a clear record of the decision. Without it, there could be disagreements or misunderstandings later.
- It demonstrates that a group has followed proper procedures when making a decision.
- It can be used as evidence if there’s ever a legal dispute about the decision.
So, you see, the Sample Letter Of Resolution Letter is a pretty crucial tool for any group that wants to make sure things are done legally and smoothly.
Here are some key elements you’ll usually find in a Sample Letter Of Resolution Letter:
- The name of the organization or group
- The date of the meeting
- A clear statement of the resolution itself
- Who made the motion to pass the resolution
- Who seconded the motion
- The outcome of the vote (e.g., Passed, Failed)
- Signatures of the relevant people (e.g., the secretary, the chairperson)
Often, these letters will also follow a specific format. Here’s a basic idea:
- Heading: The name of the organization, and the words “Letter of Resolution”
- Briefly state the purpose of the resolution.
- Resolution: The exact wording of the decision.
- Voting Details: How the vote went down.
- Closing: Signatures and titles of those involved.
Email Example: Approving a Budget
Subject: Resolution to Approve the Annual Budget – [Organization Name]
Dear [Recipient Name/Board Members],
Please find below the official resolution passed by the Board of Directors of [Organization Name] on [Date of Meeting] regarding the approval of the annual budget for the fiscal year [Year].
Resolution:
“BE IT RESOLVED, that the Board of Directors of [Organization Name] approves the annual budget for the fiscal year [Year], as presented.”
Voting Details:
Motion made by: [Name]
Seconded by: [Name]
Vote: [Number] in favor, [Number] opposed, [Number] abstained.
The resolution was therefore PASSED.
Sincerely,
[Secretary Name]
[Title]
Letter Example: Electing New Officers
[Your Organization’s Letterhead]
[Date]
[Recipient Name/Board Members]
[Recipient Address]
Dear [Recipient Name/Board Members],
RE: Letter of Resolution – Election of Officers
This letter serves as official documentation of the resolution passed by the members of [Organization Name] during the meeting held on [Date of Meeting]. The purpose of the meeting was to elect new officers for the upcoming term.
Resolution:
“BE IT RESOLVED, that the following individuals have been duly elected as officers of [Organization Name] for the term beginning [Start Date] and ending [End Date]:
- President: [Name]
- Vice President: [Name]
- Secretary: [Name]
- Treasurer: [Name]
Voting Details:
A motion to nominate the slate of officers was made by [Name] and seconded by [Name]. The vote was unanimous in favor.
The resolution was therefore PASSED.
Sincerely,
[Secretary Name]
[Title]
Email Example: Authorizing a Bank Account
Subject: Resolution to Open a Bank Account – [Organization Name]
Dear [Recipient Name/Board Members],
This email confirms the resolution passed by the board of directors of [Organization Name] on [Date of Meeting], authorizing the opening of a bank account.
Resolution:
“BE IT RESOLVED, that [Organization Name] is authorized to open a bank account at [Bank Name] with account number [Account Number, if applicable]. The following individuals are authorized to sign checks and conduct other banking transactions on behalf of the organization: [List of Authorized Signatories].”
Voting Details:
Motion made by: [Name]
Seconded by: [Name]
Vote: [Number] in favor, [Number] opposed, [Number] abstained.
The resolution was therefore PASSED.
Sincerely,
[Secretary Name]
[Title]
Letter Example: Appointing a Committee
[Your Organization’s Letterhead]
[Date]
[Recipient Name/Board Members]
[Recipient Address]
Dear [Recipient Name/Board Members],
RE: Letter of Resolution – Appointment of [Committee Name] Committee
This letter serves as official documentation of the resolution passed by the [Group/Board Name] during the meeting held on [Date of Meeting]. The purpose of the meeting was to appoint a committee.
Resolution:
“BE IT RESOLVED, that the [Committee Name] Committee is hereby established, with the following members appointed: [List of Committee Members].”
Voting Details:
A motion to approve the establishment of the committee and appoint its members was made by [Name] and seconded by [Name]. The vote was [Number] in favor, [Number] opposed, [Number] abstained.
The resolution was therefore PASSED.
Sincerely,
[Secretary Name]
[Title]
Email Example: Approving a Contract
Subject: Resolution to Approve Contract with [Vendor Name] – [Organization Name]
Dear [Recipient Name/Board Members],
This email confirms the resolution passed by the board of directors of [Organization Name] on [Date of Meeting], authorizing the approval of a contract.
Resolution:
“BE IT RESOLVED, that the Board of Directors of [Organization Name] approves the contract with [Vendor Name] for [Services/Goods Provided], as presented and attached to this resolution.”
Voting Details:
Motion made by: [Name]
Seconded by: [Name]
Vote: [Number] in favor, [Number] opposed, [Number] abstained.
The resolution was therefore PASSED.
Please see attached a copy of the contract.
Sincerely,
[Secretary Name]
[Title]
Letter Example: Amending Bylaws
[Your Organization’s Letterhead]
[Date]
[Recipient Name/Board Members]
[Recipient Address]
Dear [Recipient Name/Board Members],
RE: Letter of Resolution – Amendment of Bylaws
This letter serves as official documentation of the resolution passed by the members of [Organization Name] during the meeting held on [Date of Meeting] regarding the amendment of the bylaws.
Resolution:
“BE IT RESOLVED, that Article [Article Number] of the bylaws of [Organization Name] shall be amended to read as follows: [Insert New Wording of Article]. (Alternatively, you can attach a separate document with the full updated bylaws.)”
Voting Details:
A motion to amend the bylaws as specified was made by [Name] and seconded by [Name]. The vote was [Number] in favor, [Number] opposed, [Number] abstained.
The resolution was therefore PASSED.
Sincerely,
[Secretary Name]
[Title]
In conclusion, understanding and using a Sample Letter Of Resolution Letter is essential for any organized group. These letters aren’t just about following rules; they help keep things clear, organized, and prevent misunderstandings. By using these letters, you’re helping your group run more efficiently and professionally, which can benefit everyone involved!