Making decisions quickly is essential for any nonprofit board. When you need to hold a vote outside of a formal meeting, email is an effective tool to keep progress from stalling.
Referring to a template for these votes ensures every communication is clear and professional, making the process simple for everyone involved.
Use a direct subject line
Make your subject line impossible to ignore. Include the action required, the topic of the vote, and the deadline. For example: "VOTE REQUIRED: Approval of Q3 Budget - EOD Friday." This clarity ensures the email gets the attention it needs right away.
One motion per email
To keep the process clean and your records straight, dedicate each email to a single motion. Bundling multiple votes into one message can cause confusion and makes it difficult to track decisions later. Stick to one topic for one vote.
Provide all necessary context
Don't make your board members hunt for information. Attach or link to all relevant documents—like proposals, financial reports, or previous meeting minutes—directly in the email. Briefly summarize the issue and why a vote is needed now.
Clearly state how to vote
Outline the exact procedure for casting a vote. Should they reply to you directly or "Reply All"? What wording should they use? Be explicit: "Please reply to this email with 'Yes,' 'No,' or 'Abstain' by 5 PM on Friday." This removes any guesswork.
<template>
Subject: VOTE REQUIRED: Approval of the [*Fiscal Year*] Budget
Dear Board Members,
This email is to formally request your vote on the proposed budget for the [*Fiscal Year*]. The finance committee has completed its review and recommends this budget for approval. It reflects our strategic priorities for the upcoming year and provides the resources needed to achieve our goals.
You can find all the necessary information linked below for your review:
The motion on the floor is: To approve the proposed budget for fiscal year [*Fiscal Year*] in the amount of [*Total Budget Amount*].
Please cast your vote by replying directly to this email with “Yes,” “No,” or “Abstain.” We ask that all votes be submitted by [*Date*] at [*Time*].
Your prompt consideration is appreciated as we finalize our financial plans.
Best regards,
[*Your Name*]
[*Your Position*]
[*Nonprofit Name*]
</template>
<template>
Subject: VOTE REQUIRED: Proposed Change to [*Policy Name*]
Dear Board Members,
This email requests your vote on a proposed revision to our [*Policy Name*]. The governance committee has reviewed and recommends adopting this updated policy to better align with our current operations and strategic direction.
The proposed changes are intended to [*briefly explain the reason for the change, e.g., improve efficiency, ensure compliance, etc.*]. We have attached the relevant documents for your review:
The motion is: To adopt the revised [*Policy Name*] as presented, effective [*Date*].
Please cast your vote by replying to this email with “Yes,” “No,” or “Abstain” by [*Date*] at [*Time*]. Your participation is crucial for maintaining our governance standards.
Thank you for your timely attention to this matter.
Best regards,
[*Your Name*]
[*Your Position*]
[*Nonprofit Name*]
</template>
<template>
Subject: VOTE REQUIRED: Election of [*Candidate's Name*] to the Board of Directors
Dear Board Members,
This email is to request your vote on the election of a new member to our Board of Directors. After a thorough search, the nominating committee has put forward [*Candidate's Name*] for your consideration.
[*Candidate's Name*] brings extensive experience in [*mention relevant field, e.g., finance, community outreach*] and has shown a strong commitment to our mission. We believe their perspective will be a valuable asset to the board.
For your review, we have provided their professional biography and a personal statement:
The motion is: To elect [*Candidate's Name*] to the Board of Directors for a term of [*Term Length, e.g., three years*], beginning [*Start Date*].
Please cast your vote by replying to this email with “Yes,” “No,” or “Abstain” by [*Date*] at [*Time*]. Your participation is essential as we work to strengthen our leadership.
Best regards,
[*Your Name*]
[*Your Position*]
[*Nonprofit Name*]
</template>
<template>
Subject: VOTE REQUIRED: Submission of Grant Proposal to [*Foundation Name*]
Dear Board Members,
This email requests your approval to submit a grant proposal to the [*Foundation Name*]. Securing this funding is a key step toward launching our [*Project/Initiative Name*], which directly supports our mission to [*briefly state relevant mission goal*].
The development team has prepared a comprehensive proposal outlining the project's objectives, budget, and expected impact. We have attached the following documents for your review:
The motion is: To approve the submission of the grant proposal to [*Foundation Name*] for the amount of [*Grant Amount*] to fund the [*Project/Initiative Name*].
Please cast your vote by replying to this email with “Yes,” “No,” or “Abstain” by [*Date*] at [*Time*]. Your timely approval is needed to meet the foundation's submission deadline.
Thank you for your consideration.
Best regards,
[*Your Name*]
[*Your Position*]
[*Nonprofit Name*]
</template>
<template>
Subject: VOTE REQUIRED: Approval of [*Meeting Date*] Meeting Minutes
Dear Board Members,
This email is to request your vote on the approval of the minutes from our meeting held on [*Date of Meeting*]. Keeping our records accurate and timely is essential for good governance.
The draft minutes are linked below for your review. Please check them for accuracy and completeness.
The motion is: To approve the minutes from the [*Date of Meeting*] meeting as presented.
Please cast your vote by replying to this email with “Yes,” “No,” or “Abstain” by [*Date*] at [*Time*]. Your prompt review helps keep our official records current.
Thank you for your attention to this important detail.
Best regards,
[*Your Name*]
[*Your Position*]
[*Nonprofit Name*]
</template>
While these templates are perfect for handling internal board votes, Flodesk is designed to manage all your external email communications. We provide intuitive email marketing tools for small businesses and nonprofits, helping you grow your email list and connect with your audience. Without needing any coding or design skills, you can create, send, and automate emails that effectively engage your supporters.
Our platform gives you everything you need for successful email marketing, minus the complexity. With a straightforward email builder, powerful automations, and well-designed forms, Flodesk empowers beginners and experts alike to send professional-looking emails. Join the many organizations that use Flodesk to simplify their email marketing and communicate with impact.
Using clear templates for board votes streamlines your internal decision-making, ensuring every member is informed and every action is recorded. This approach keeps your nonprofit moving forward without unnecessary delays.
When you're ready to manage your external communications with the same clarity, Flodesk provides the tools to connect with your audience. Sign up to start creating and sending emails that reflect your organization's mission.
Stunning email marketing and automation tools to bring your brand to life and scale your small business.
