Template · Starting up
Formation document folder checklist
A printable checklist of the documents every new charity should keep in one safe folder, from articles and bylaws to IRS letters, policies and insurance.
The Word file opens in Microsoft Word, Google Docs, Pages and LibreOffice. Reviewed October 21, 2026.
A new charity collects important papers fast: state filings, IRS letters, board minutes, bank forms. They're easy to lose when they sit in different inboxes. This checklist lists what to keep in one document folder, paper or digital, so the board can find anything in minutes.
Some of these documents must be shown on request. The IRS says a charity must make its exemption application (Form 1023 or 1023-EZ, with supporting documents and any IRS letters about it) and its annual returns available for public inspection. Keeping them together makes that easy.
How to adapt it
- Keep two copies. One digital folder the board can reach, and one paper or offline copy.
- Name files clearly, such as "2026-03-14 Articles of incorporation, filed.pdf", so the date and status are obvious.
- Keep the filed version. For state documents, keep the copy stamped or confirmed by the state, not your draft.
- Never put passwords in this folder. Keep the list of logins separately in a password manager or another secure place, and share access only with the people who need it. See cybersecurity basics.
- Review it once a year, at the same meeting where you go through your yearly duties on the Staying compliant step.
Preview
Formation document folder: [ORGANIZATION NAME]
Folder keeper: [NAME] Backup: [NAME]
Digital folder location: [LINK OR LOCATION]
Paper copy location: [LOCATION]
Last reviewed: [DATE]
State formation
Governing documents
IRS
State registrations and tax
Banking and money
Insurance and contracts
Kept separately and securely (not in this folder)
Reviewed by: [NAME], [TITLE] Date: [DATE]
General information. Not legal, tax or financial advice. Rules change and every situation is different, so check the official sources and talk to a qualified professional before you act. More about this.
Keep going
- GuideArticles of incorporation for a charityWhat your articles of incorporation are, the purpose and dissolution clauses the IRS looks for, what your state asks for, and how to change them later.
- GuideFiscal sponsorship: running your project under another charityWho it suits, the two common models, what it costs, how to choose a sponsor, what the agreement should cover and how to move on to your own 501(c)(3).
- Founder pathwayShould you start a charity?An honest check before you begin: who already does this work, whether a fiscal sponsor fits better, and the time, people and money you'll need.
- Founder toolShould I start a charity?Ten honest questions and a suggested first step.
Sources
Checked on October 21, 2026. Rules and fees change, so follow the links for the current version.
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