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Here's what you need to turn your dream into reality.
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Legal Health Check: Intake & Records List
Please complete the following information to the best of your ability. Part 1 is basic information; Part 2 asks only whether each record exists. We check your public filings. We’ll ask more in-depth questions on the call, so for now, basic information is great. Thank you!
Part 1. Your organization
Legal name, exactly as it appears on your Articles of Incorporation
Any other names you use (Assumed names, DBAs, program names)
State of Incorporation
Alabama
Alaska
American Samoa
Arizona
Arkansas
California
Colorado
Connecticut
Delaware
District of Columbia
Florida
Georgia
Guam
Hawaii
Idaho
Illinois
Indiana
Iowa
Kansas
Kentucky
Louisiana
Maine
Maryland
Massachusetts
Michigan
Minnesota
Mississippi
Missouri
Montana
Nebraska
Nevada
New Hampshire
New Jersey
New Mexico
New York
North Carolina
North Dakota
Northern Mariana Islands
Ohio
Oklahoma
Oregon
Pennsylvania
Puerto Rico
Rhode Island
South Carolina
South Dakota
Tennessee
Texas
Utah
U.S. Virgin Islands
Vermont
Virginia
Washington
West Virginia
Wisconsin
Wyoming
Armed Forces Americas
Armed Forces Europe
Armed Forces Pacific
Year of Incorporation
EIN
Fiscal Year End
January
February
March
April
May
June
July
August
September
October
November
December
Approximate Revenue Last Year
Under $50,000
$50,000-$250,000
$250,000-$1,000,000
$1,000,000-$5,000,000
$5,000,000+
How many employees?
How many independent contractors?
How many recurring volunteers?
How many board members?
Do you have any related entities (subsidiary, an LLC, affiliated chapters, projects you fiscally sponsor)?
Yes
No
Please list your related entities (subsidiaries, LLC, affiliated chapters, fiscally sponsored projects, etc)
Do your programs involve direct contact with children, elderly persons, or others who depend on you for care or supervision?
Yes
No
Besides your state of incorporation, are there states where you have staff, hold events, or own property?
Yes
No
Unsure
Do you fundraise/ask for donations via direct request, mailings, fundraising events, a donation button on your website, etc.?
Yes
No
Unsure
List the states where you registered for charitable solicitation/fundraising
If yes, list the states you have registered.
Primary Contact
First
Last
Primary Contact Email
Primary Contact Phone
Please list other contacts we should speak to in order to get the most accurate, complete information possible. It’s usually helpful if we can speak with your executive director, board chair and/or the person handling your accounting or bookkeeping.
Add
Remove
What made you decide to do this now? Anything in particular you want us to look at — or anything you would rather we not spend time on?
Is there anything active right now — a lawsuit, a demand letter, a complaint filed with an agency, an audit, or an investigation?
Yes
No
Unsure
Please let your attorney know directly about the situation rather than writing in this form so it can be handled quickly and appropriately. Thank you!
Section Break
Part 2. Records Do not gather everything before sending this back. Just let us know which documents your organization currently has available by checking the box next to that document. We will sort out the rest on the call. If you're unsure, keeping the box blank is a good answer. We will look up any annual reports, registrations, exemption status, and/or trademark filings that are publicly available during the process.
Governance Records
Articles of incorporation, including every amendment
Bylaws currently in effect, including every amendment
Board meeting minutes, last three years
Board Agendas (Last 3 Years)
Current board roster with terms and officer positions
Conflict of interest policy
Signed conflict of interest disclosures from board members
Whistleblower policy
Document retention and destruction policy
Gift acceptance policy
Expense reimbursement policy
Records showing how executive compensation was set
Membership records, if you have voting members
List of Board and/or Advisory Committees
Operating Agreement(s)
Partnership Agreement(s)
Organizational or Partner Actions
Trust Instruments or Agreements
Financial & Tax
IRS determination letter
Form 1023 application as filed
Three most recent annual returns — 990, 990-EZ, or 990-N
Form 990-T, if you have ever filed one
Form 5768 lobbying election, if filed
Audited or reviewed financial statements, last three years, including any management letter from the auditor
Financial statements or budgets, last three years
Written accounting or financial control procedures
Investment policy
Grant agreements for restricted or major gifts
Employment & Operations
Employee handbook
Job descriptions
Independent contractor agreements
Payroll tax filings, last three years
Volunteer handbook or written volunteer policies
Background check policy, and records of checks run
Intellectual Property
Written agreements with whoever created your logo, website, or program materials
Licenses or permissions for photos, music, fonts, or video you did not create
Agreements allowing anyone else to use your name or logo
Photo and media release forms
Risk
Insurance policies (not certificates of insurance)
Waivers, releases, or participation agreements people sign
Risk management, safety, or child protection policies
Incident reports, last three years
Is there anything you think we should see that is not on this list?
Thank you for submitting this information. Once we have reviewed this and checked the public filings, we will set up a call. Thank you for providing the most up-to-date information so we can best serve your nonprofit.
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