Formation document folder checklist
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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

- [ ] Articles of incorporation (or certificate of incorporation or formation), as filed and confirmed by the state. Date filed: [DATE]
- [ ] Any amendments to the articles, as filed
- [ ] State confirmation or certificate of filing
- [ ] Name of the registered agent and their address: [NAME, ADDRESS]

Governing documents

- [ ] Bylaws, current version, with the date the board adopted them: [DATE]
- [ ] Earlier versions of the bylaws, marked as replaced
- [ ] Minutes of the first (organizational) board meeting. Date: [DATE]
- [ ] Minutes of every board meeting since, approved and signed
- [ ] Conflict of interest policy and each director's signed annual disclosure
- [ ] Other adopted policies: [WHISTLEBLOWER, DOCUMENT RETENTION, GIFT ACCEPTANCE, OTHERS]

IRS

- [ ] EIN confirmation letter or notice from the IRS. EIN: [NUMBER]
- [ ] Copy of the Form 1023 or 1023-EZ exactly as filed, with all attachments
- [ ] IRS determination letter. Date: [DATE]
- [ ] Any other letters from the IRS about the application
- [ ] Copies of each annual return (Form 990, 990-EZ or 990-N confirmation)

State registrations and tax

- [ ] Charitable solicitation registration in each state, with renewal dates: [STATES AND DATES]
- [ ] State tax exemption letters or certificates: [LIST]
- [ ] Annual or periodic reports filed with the secretary of state

Banking and money

- [ ] Board resolution opening the bank account and naming who can sign
- [ ] Current list of authorized signers: [NAMES]
- [ ] Bank account agreement and contact details
- [ ] Payment processor or online giving platform agreements

Insurance and contracts

- [ ] Insurance policies (general liability, directors and officers, others), with renewal dates: [DATES]
- [ ] Lease or space-use agreement, if any
- [ ] Key contracts and grant agreements

Kept separately and securely (not in this folder)

- [ ] List of logins for bank, IRS, state, website, email and social media accounts, in a password manager. Who has access: [NAMES]

Reviewed by: [NAME], [TITLE] Date: [DATE]