Delegation of Authority & Decision-Making Mandate – Non-Profit Organization | Word/PDF/Excel

Delegation policy and decision-making authority for non-profit organizations. A digital document package for Swedish non-profit boards that need to define who may prepare matters, make certain internal decisions, carry out tasks, and report back. Includes five Swedish working documents, Swedish and English user guides, seven editable Word files, seven corresponding printable PDFs, and an Excel register with nine tabs.

Crucial distinction: An internal delegation policy does not automatically grant banking authority, signing authority, or external contracting authority. Always check the organization's bylaws, which level of decision-making is authorized, and actual minutes of decisions. The package is not designed for limited companies, housing cooperatives, or economic associations.

What do I get in the download?

Excel tool with nine tabs

Start, Mandate Register, Roles, Decisions, Follow-up, Deviations, Revocation, Overview, and Las_mig. The workbook has filters, manual status lists, and formula-driven overviews of registered mandates, documented decisions, deviations, and revocations. The status "Decision documented" is set by a person and does not determine legal authority; no external links or macros are required. The customer file is delivered without test persons.

How to establish the organization's delegation policy

1. Check bylaws and authorities. Determine which matters are decided by the annual meeting and which by the board.
2. Define each mandate. Describe the task, recipient, amount limits, exceptions, reporting, and period.
3. Make and document decisions. State the actual board or organizational decision with the minutes point.
4. Notify and follow up. Give the recipient instructions and use the register for control.
5. Change or revoke as needed. Also check external power of attorney, bank access, and actual system permissions separately.

When is another document more suitable?

For authority toward a bank, authority, or contracting party, you need to consider a separate signing decision and basis for banking authority. For minutes from a board or annual meeting, you can use organizational minutes. For unpaid volunteer assignments, there is a separate volunteer package.

Legal requirements

There is no comprehensive specific law with a general standard delegation for all non-profit organizations. The bylaws and correct organizational decisions must be read in each individual case. The Swedish Tax Agency's guidance on managing a non-profit organization describes the board's normal function and the representatives' authorities. Internal instructions are not always sufficient to limit the effects of a contract toward third parties.

If personal data is processed, for example in the Excel register, the organization must handle legal basis, data minimization, and appropriate access. See IMY's guidance for organizations and GDPR (EU) 2016/679.

Frequently asked questions

Is a delegation policy mandatory in a non-profit organization?

There is no general requirement for this specific template format for all non-profit organizations. Needs and decision-making order depend on bylaws, operations, and the organization's actual distribution of responsibilities.

Can the person listed in the mandate matrix sign contracts for the organization?

Not automatically. Internal authority, external representation rights, power of attorney, and bank terms must be assessed separately. The counterparty's good faith may also be relevant.

Can the board delegate its responsibility?

A task can be distributed within the organization when bylaws and an authorized decision allow it, but the board's responsibility does not automatically cease through an internal assignment. Control and follow-up may still be required.

Is it enough to fill in Excel?

No. Excel is an administrative register and does not replace correct minutes, bylaw assessment, actual notification, or signature when these are relevant.

Are the PDF files editable forms?

No. The Word files are editable; the PDF versions are searchable and printable but not interactive forms.

Has the package been legally reviewed?

No, no external legal review has been performed. The documents have undergone internal AI-assisted source control and technical functionality testing.

Sources and version

Version 1.0 · Source review October 24, 2026. Swedish Tax Agency Managing a non-profit organization, Forming a non-profit organization, IMY – organizations' processing of personal data, and GDPR. The authorities have not approved Mallbutikens documents.