Corporate Resolutions: Why Your Orlando Business Needs a Notary

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You’ve just concluded a pivotal meeting with your board of directors. The decision is made: your Orlando-based company is taking out a loan to expand into a new downtown office space. It’s an exciting step, and the decision is recorded in a document called a corporate resolution. Everyone signs it, and you file it away. But is a simple signature enough to protect this critical business move? In a world of legal complexities and high-stakes transactions, adding one more layer of verification can make all the difference. This is where a notary public becomes one of the most valuable partners for your business.

💡 Key Takeaways

• What a Corporate Resolution Is: It is the official written record of a major decision made by a company's board of directors or shareholders.

• Notarization Isn't Always Required by Law, But is a Business Necessity: While Florida law may not mandate notarization for all resolutions, third parties like banks, lenders, and government agencies often require it to proceed with transactions.

• It Deters Fraud and Verifies Identity: A notary acts as an impartial witness, formally verifying the identity of the signers and confirming they signed willingly. This provides a powerful defense against forgery or future disputes.

• It Provides Stronger Legal Proof: In the event of a legal challenge or audit, a notarized document carries significantly more weight and credibility than a non-notarized one, demonstrating a high level of due diligence.

What is a Corporate Resolution? A Quick Refresher

Before we dive into the "why" of notarization, let's quickly clarify what a corporate resolution is. Think of it as the official, written record of a significant decision made by your company's board of directors or shareholders. It’s the formal documentation that says, "We, the leadership, have agreed to this course of action."

Common actions that require a corporate resolution include:

• Opening or closing a corporate bank account

• Appointing new corporate officers or directors

• Buying, selling, or leasing real estate

• Applying for a business loan or line of credit

• Selling company shares or changing ownership structure

• Amending the company's bylaws

This document becomes a permanent part of your corporate records, providing a clear and authoritative history of major decisions.

The "Why": The Powerful Role of a Notary

Here’s a crucial point: Florida law does not always require a corporate resolution to be notarized to be legally binding among the signers themselves. So, why do we so strongly recommend it for Orlando businesses?

Because the purpose of a resolution isn't just for your internal records—it's to prove the legitimacy of your actions to the outside world. Notarization is a small step that adds immense credibility and legal weight. Here’s how.

1. It Adds an Unshakable Layer of Authenticity

A notary public serves as an impartial, state-commissioned witness to the signing of documents. When we notarize your corporate resolution, we are officially verifying the identity of each signer through government-issued ID.

What this means for you: This process prevents fraud and future disputes. A notarized signature makes it incredibly difficult for someone to later claim, "That wasn't my signature," or "I was forced to sign this." The notary's seal is a powerful declaration that the person who signed the document is exactly who they claim to be and that they signed it willingly.

2. It Enhances Your Legal Standing

Imagine a scenario where a business deal goes sour, or there's an internal dispute among shareholders. If the matter ends up in court, which document do you think carries more weight: a simple signed paper or one bearing the official seal of a notary public?

According to legal experts, a resolution passed by a Board of Directors provides assurance to other parties that a transaction was properly authorized. Notarization elevates this assurance. It demonstrates due diligence and formality, making the document a much stronger piece of evidence in any legal proceeding or audit. A notarized resolution is a document that is ready for scrutiny.

3. It Satisfies Crucial Third-Party Requirements

This is perhaps the most immediate, practical benefit for your Orlando business. Many external organizations will not accept a simple corporate resolution. They require a notarized document to protect their own interests and to ensure they are dealing with a properly authorized representative of your company.

Institutions that frequently require notarized resolutions include:

• Banks and Credit Unions: Try opening a new business bank account or applying for a loan. They will almost certainly ask for a notarized resolution authorizing that action.

• Title Companies: When buying or selling commercial property in Orange County, the title company will need irrefutable proof that the corporation has authorized the transaction.

• Government Agencies: Whether you're applying for specific licenses or entering into government contracts, a notarized document proves the decision has the full backing of your company's leadership.

The Notarization Process in Orlando: Simple and Secure

Getting your corporate resolutions notarized is a straightforward process. We ensure it's simple, swift, and secure, so you can get back to running your business.

1. Prepare Your Document: Have the final corporate resolution printed and ready, but do not sign it beforehand. All signatures must be witnessed by the notary.

2. Gather the Signers: All individuals signing the document must be physically present.

3. Present Valid ID: Each signer must provide a valid, unexpired government-issued photo ID (like a driver's license or passport).

   
   

For your convenience, many professional notaries in Orlando offer mobile services, meeting you at your office or another location of your choice to make the process as seamless as possible.

While a simple signature on a resolution is good for internal records, it often isn't enough to protect and empower your business in the real world. Notarization is a small, low-cost investment that transforms a simple document into a powerful legal instrument. It provides peace of mind, deters fraud, and opens doors with financial institutions and other key partners.

❗ Don't leave the validity of your company's most important decisions to chance.

Ensure your Orlando company's important decisions are properly documented and notarized. Contact us today to schedule a professional, convenient notary service for your business needs.

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• https://www.sgarcialaw.com/resolutions-and-their-importance/

• http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&URL=0100-0199/0117/0117.html