Board decision per capsule – Non-profit organization | Word/PDF/Excel

Board decisions per capsulam for non-profit organizations – Word, PDF and Excel document templates for boards that need to prepare and document a written decision without a meeting, when the organization's own rules actually permit the procedure. The templates help you keep decision proposals, individual statements, a documented decision and subsequent implementation separate.

Important before purchase and use: A non-profit organization does not have a general right to use per capsulam for every matter. Always check the current bylaws, decision mandate, board composition, opportunity for discussion and any requirements for participation, signature and meeting. In case of uncertainty or objections: use a proper meeting or let a qualified advisor review the matter. The templates do not automatically create a valid decision.

When are written board decisions appropriate?

For a limited board matter where the same decision proposal can be communicated to all eligible members and where the organization's bylaws or other relevant decision-making rules actually allow written processing. The package is not designed to replace an annual general meeting, a properly convened meeting or special formal requirements, nor to bypass a member's request for deliberation.

All files and what they are used for

The Excel tool – nine working tabs

Overview, Matters, Members, Statements, Decisions, Actions, Deviations, Checks and Read me. The tool counts registered matters, statements, objections/request for a meeting and administrative actions. Statuses such as preparation, no decision, completed and verified are kept separate.

Excel does not check if the organization's bylaws permit written decisions, if the required majority or signature is present, if there is a conflict of interest or if a decision is legally binding. Such an assessment is only recorded after actual human review. The workbook is prepared for 200 matters and 300 statements.

How the organization uses the package

1. Check the latest adopted bylaws, minutes of the board election and decision mandate.
2. Test if this particular matter can be decided in writing without a meeting.
3. Create an unambiguous, version-marked decision proposal with the same attachments for everyone who is to participate.
4. Receive separate, verifiable answers and register the request for discussion, objections and any conflict of interest.
5. If a requirement cannot be verified, document no decision and switch to a proper meeting procedure.
6. Only after actual review: complete and adjust/sign the minutes according to the organization's applicable rules.
7. Follow the decided tasks in the action plan and check the implementation separately.

Legal prerequisites

The Swedish Tax Agency's guidance describes that a non-profit organization is based on adopted bylaws and an elected board and that the bylaws should regulate how decisions are made and how the board works. It is therefore not correct to borrow the per capsulam routines of a company meeting or a limited company board without an independent review of the organization's prerequisites. Swedish Tax Agency: manage a non-profit organization · MUCF: start and run a non-profit organization.

Personal data in board materials and minutes must be handled according to applicable GDPR rules. Particularly sensitive data should not be distributed in open Excel registers. IMY: organizations and personal data.

Frequently asked questions

Can a non-profit organization decide per capsulam?

It depends on the organization's actual bylaws, authority and decision-making method. There is no general rule that makes all written board decisions valid. Check the prerequisites before using the template.

Is an email with "yes" from a member automatically a vote?

No, the meaning of the email must be assessed against the decided procedure, the correct version of the proposal and who has the right to participate. Silence and conditional answers are not treated as unconditional approval.

What happens if someone requests discussion?

The organization should not continue as if there were consensus. Check the bylaws and handle the matter in a proper meeting or through another correct decision-making procedure.

Are signatures required?

It depends on the procedure and the organization's actual rules. The package contains space for checking approval and signature but does not guarantee that a particular e-signature method is sufficient.

Can the decision be used with the bank?

Not always. Bank authority, signing authority and external powers of attorney must be verified separately. An internal decision protocol does not automatically replace other documents.

Is there an English main template?

No. Six working documents including a Swedish user guide are in Swedish and a special English User Guide provides explanations. It does not adapt the documents to foreign law.

Related products and guidance

• Organization minutes for annual general meeting and board meeting – for an actual meeting.
• Signing authority decision and bank authority for non-profit organization – when external representative authority is to be documented.
• Guide: minutes for board meeting and annual general meeting – compare documentation at a meeting with written decisions without a meeting.

Sources and version information

Swedish Tax Agency – form a non-profit organization · Swedish Tax Agency – manage a non-profit organization · IMY – organizations' personal data · GDPR (EU) 2016/679.

Version 1.0 · AI-assisted source check on November 1, 2026. No external legal review, authority review or general legal validity guarantee is claimed. Delivered as a digital ZIP download after the product is later manually linked to Shopify Digital Products and published by the store.