Board Resolution Sample for Pag Ibig

CORPORATE SECRETARY’S CERTIFICATE AND BOARD RESOLUTION

Document ID: CORP-SEC-PAGIBIG-2024-001
Effective Date: [Date]
Version: 1.0
Governing Jurisdiction: Republic of the Philippines

LEGAL COMPLIANCE NOTICE

Disclaimer: This document is a template designed to meet standard corporate governance requirements for Philippine legal entities. It does not constitute specific legal advice. Users are responsible for ensuring compliance with the Home Development Mutual Fund (HDMF/Pag-IBIG) Law (Republic Act No. 9679) and the Revised Corporation Code of the Philippines. Consult with your corporate legal counsel to verify specific internal delegation of authority limits.

BOARD RESOLUTION NO. [Year-Number]

CERTIFIED EXTRACT OF THE MINUTES OF THE MEETING OF THE BOARD OF DIRECTORS OF [COMPANY FULL LEGAL NAME]

HELD ON: [Date]
AT: [Principal Office Address]

KNOW ALL MEN BY THESE PRESENTS:

I, [Secretary Name], of legal age, Filipino, and Corporate Secretary of [Company Full Legal Name] (the "Corporation"), a corporation duly organized and existing under Philippine laws, with principal office address at [Principal Office Address], after having been duly sworn in accordance with law, do hereby certify that at the special meeting of the Board of Directors held on [Date], where a quorum was present and acting throughout, the following resolution was unanimously approved and adopted:

"RESOLVED, AS IT IS HEREBY RESOLVED," that the Corporation is authorized to register with, enroll in, and transact business with the Home Development Mutual Fund (HDMF), otherwise known as the Pag-IBIG Fund, for the purpose of statutory compliance regarding employee membership, contribution remittances, and loan applications (the "Engagement");

"RESOLVED, FURTHER," that [Name of Authorized Representative], holding the position of [Title/Role], is hereby authorized, empowered, and directed, for and on behalf of the Corporation, to sign, execute, deliver, and perform all documents, forms, letters, and instruments as may be required by the Pag-IBIG Fund, including but not limited to the Employer’s Registration Form, authorization letters for Electronic Remittance System (ERS) usage, and any loan-related documentation for employee benefits;

"RESOLVED, FINALLY," that this Resolution shall remain in full force and effect until such time that the Corporation receives written notice of its revocation or modification by the Board of Directors.

MANDATORY CORPORATE REPRESENTATIONS & WARRANTIES

1. Authorization. The signatory representative(s) of the Corporation possess the full legal authority to bind the Corporation to the Pag-IBIG Fund’s terms and conditions.
2. Compliance. The Corporation represents that it is in compliance with all relevant Philippine labor laws and HDMF circulars regarding statutory contributions.
3. Accuracy of Data. All information submitted to the HDMF by the Corporation’s authorized representative shall be true, accurate, and complete to the best of the Corporation's knowledge.
4. Governing Law. This Resolution shall be construed in accordance with the laws of the Republic of the Philippines. Any disputes arising from this authority shall be resolved within the exclusive jurisdiction of the courts of [City/Municipality].

EXECUTION AND SIGNATURE BLOCKS

IN WITNESS WHEREOF, I have hereunto set my hand this [Date] at [City/Municipality], Philippines.

CERTIFIED BY:

Signature: _____________________________________
Printed Name: [Secretary Name]
Title: Corporate Secretary
Date: [Date]

ATTESTED BY:

Signature: _____________________________________
Printed Name: [Authorized Signatory Name/CEO/President]
Title: [Title / Role]
Company: [Company Legal Name]
Date: [Date]

STEP-BY-STEP EXECUTION AND FILING GUIDE

1. Verification of Authority: Ensure the individual named as the "Authorized Representative" in the resolution has the specific corporate power to act on behalf of the company under your existing By-Laws.
2. Drafting: Copy the text into your word processor. Replace all bracketed information (e.g., [Company Full Legal Name]) with actual entity data. Use a formal company letterhead.
3. Notarization: As this is an institutional document intended for government submission, this Certificate must be notarized. The Corporate Secretary must sign in the presence of a Notary Public.
4. Digital Signature (Optional): If submitting via Pag-IBIG’s online portals, ensure the document is converted to PDF/A format. If applying a digital signature (e.g., DocuSign or Adobe Sign), ensure it meets the requirements of the Electronic Commerce Act of the Philippines (RA 8792).
5. Record Retention:
   • Original Copy: File one original notarized copy in the corporate minute book.
   • Submission Copy: Provide a certified true copy (photocopy signed by the Secretary) to the local Pag-IBIG branch office or upload it to their digital portal.
   • Audit Trail: Maintain a scanned copy in the company’s secure cloud repository for future compliance audits.