The problem
Corporate lawyers regularly prepare written resolutions that every director or shareholder must sign: approving financial statements, appointing officers, issuing shares. Under laws such as the Canada Business Corporations Act, a written resolution signed by all directors entitled to vote is as valid as one passed at a meeting. Gathering those signatures from directors in different cities, and later proving who signed what and when, takes time that clients do not want to pay for.
How they set it up
- 01Prepare the resolutions
Draft the resolution and upload it as a document, or keep recurring ones, such as annual resolutions, as templates with variables for the corporation name, year and officers.
- 02Add every director
Add each director as a signer. Use All at once so they can sign in any order, or In order if your client prefers a set sequence. Add the client contact with the Gets a copy role.
- 03Use strong identity checks
Use an SMS code for every director. For high-value transactions, add an access code you share with each director by phone, or use photo ID with selfie on Enterprise.
- 04Correct without restarting
If a director spots an error, they can ask a question from the signing page. You can correct the document while it is out, and the change is recorded on the timeline.
- 05Deliver the evidence pack
When every director has signed, download the evidence pack: the signed PDF, the Certificate of Completion, the event log, the original upload, consent records and fingerprints. Deliver it to the client for the minute book.
- 06Apply retention and legal hold
Set a retention rule for corporate records, and place documents under legal hold if they relate to a dispute or transaction under review, so they cannot be deleted while the hold is in place.
- 07Let anyone verify
Auditors, banks or counterparties can check the signed PDF on the public Verify page without an eSora Sign account.
What changes
Directors sign from wherever they are, on any device, and the firm no longer chases wet signatures by courier. The client receives a complete, sealed evidence pack that shows exactly who signed, how each person was checked and when. Retention rules and legal hold keep records in place for as long as they are needed. Confirm the corporate statute and articles that apply to each client, since some corporations have their own requirements for resolutions.