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Suggestion Box & Proposal Preparation – Non-profit Organization | Word/PDF/Excel
Suggestion Box & Proposal Preparation – Non-profit Organization | Word/PDF/Excel
- File format
- DOCX, PDF, XLSX
- Document language
- 6 Swedish documents including Swedish user guide + 1 English User Guide
- Number of files
- 7
Digital download. No physical product is shipped.
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About this template
Suggestion Box & Proposal Preparation for Non-Profit Organizations – an editable document package in Word, PDF, and Excel for ongoing improvement suggestions. Receive an idea, conduct a substantive review, submit a decision proposal to the appropriate body, and follow up on actually approved actions and feedback.
Important limitation: A submitted proposal does not automatically become an organizational decision. The package does not replace the organization's procedures for annual general meeting motions, whistleblowing, formal complaints, or the handling of sensitive member matters. Personal data must be handled in accordance with an actual GDPR assessment.
When is the suggestion box appropriate?
For a non-profit organization that wants to provide members and volunteers with a clear routine for everyday suggestions, such as improvements to premises, activities, or communication, without mixing the compilation of a member survey with individual proposal preparation. Decision-making and financial commitments are still made by the organization's authorized bodies.
01. Package Contents
Five separate working documents, a Swedish user guide, and an English User Guide, each in both editable Word and searchable, printable PDF formats. An Excel tool with nine tabs is also included. 7 DOCX + 7 PDF + 1 XLSX = 15 customer files. Word and PDF are two format versions of the same seven documents.
02. What the Files Contain
Proposal form, minutes for receipt and triage, preparation memorandum, decision-making document with minutes reference, action and feedback plan, guides in Swedish and English, and Excel for the proposal register, cases, decisions, actions, and controls.
File by File – What Do You Get?
| Document | Function | Language | Format |
|---|---|---|---|
| Proposal form | Voluntary improvement proposal and important receipt information | Swedish | DOCX + PDF |
| Receipt and triage minutes | Receipt, classification, protected handling, and transfer | Swedish | DOCX + PDF |
| Preparation memorandum | Options, cost estimate, risks, and recommendation | Swedish | DOCX + PDF |
| Decision-making document and minutes reference | Proposed decision compared with the actually decided matter | Swedish | DOCX + PDF |
| Action and feedback plan | Implementation, control, and actually communicated feedback | Swedish | DOCX + PDF |
| Swedish user guide | Workflow, mandate, GDPR, and Excel instructions | Swedish | DOCX + PDF |
| English User Guide | Instructions for Swedish documents and Swedish/EU conditions | English | DOCX + PDF |
| Excel – proposal and case register | Nine tabs and verifiable administrative compilations | Swedish | XLSX |
The Excel Tool – Nine Relevant Tabs
Overview, Proposals, Preparation, Decisions, Actions, Feedback, Checkpoints, Sources, and Read Me. The workbook counts the number of registered proposals, proposals in various statuses, decisions manually marked as approved/rejected, approved budget ranges, and actions marked as completed or separately verified. Includes up to 200 prepared case rows per register.
Limitations: Excel does not determine whether something is legal, whether a recommendation is a valid decision, whether a certain cost may be paid, or whether GDPR compliance is met. It also does not send messages or create reminders. A registered status must be checked against actual supporting documentation.
How to Use the Documents
- Check the bylaws, decision-making procedures, and who is authorized to receive and review proposals.
- Inform about relevant personal data processing before anyone submits identifying information.
- Receive the proposal and assign an ID without placing sensitive or unnecessary free-text in open registers.
- Assess the merits, consequences, risks, financial estimate, and alternatives.
- Submit the recommendation to the appropriate decision-making body. Document the actual decision only after checking the minutes reference.
- Follow up on the approved action, completed action, and results control separately.
- Record whether feedback has actually been sent, not just planned.
Legal Requirements
For non-profit organizations, the bylaws and the organization's actual decisions are central to the decision-making process. The Swedish Tax Agency's legal guidance describes the annual general meeting as the normal decision-making body and the board as the executive body. This does not give a proposal reviewer a general right to make decisions independently. Swedish Tax Agency – managing a non-profit organization.
If the information can be linked to an identifiable person, the organization must assess, among other things, the legal basis, purpose, data minimization, information, and appropriate security measures in accordance with GDPR. Free-text may also contain information requiring special protection. GDPR (EU) 2016/679, especially Articles 5, 6, 9, 13, and 32 and IMY on data protection for organizations.
Frequently Asked Questions
Does an improvement proposal automatically become a board decision?
No. Receipt and review are administrative steps. An actual decision must be made by the appropriate body within the organization and documented in accordance with the applicable decision-making procedures.
Can the suggestion box be anonymous?
It can be designed not to request a name, but anonymity must be assessed within the actual collection channel. Free-text, IP addresses, or other identifiers may make it possible to identify a person.
Can I handle complaints about other members here?
The package is not designed for sensitive personal matters or whistleblowing. Such matters require a separate protected and purpose-appropriate handling procedure.
How does Excel distinguish between proposals, decisions, and implementation?
Through separate tabs and status fields for review, minuted decisions, completed actions, and verified follow-up. None of these statuses in themselves create authority.
Are there interactive PDF forms?
No, the PDF files are searchable and printable; the Word versions are used for editing.
What does the English guide entail?
The English User Guide describes how the Swedish templates are used. It does not make the main documents English-language nor does it imply adaptation to foreign law.
Related Resources
- Member Survey and Results Report – for compiling a broader survey.
- Delegation of Authority and Decision-Making Mandate – for checking decision-making authority.
- Annual General Meeting Decisions and Implementation Register – for following up on actually made annual general meeting decisions.
Sources and Version
Swedish Tax Agency · GDPR · IMY. Product version 1.0. AI-assisted source check on November 2, 2026. No documented external legal review or regulatory approval. Future digital delivery is provided through Shopify Digital Products after manual file linking and publication.
