First and foremost, you need to name your non-profit with something unique and unlike any other business entity registered with the state. There are a number of other naming rules, so be sure to bookmark the Business Name Availability Guidelines document through the Tennessee Sec. of State, Division of Business Services for specifics.
Also, be sure to conduct a Name Availability Search to check for naming conflicts. If needed, you have the option of filing an Application for Reservation of Corporate Name that protects the name until you can file Articles of Incorporation in Step 5.
Filing Fee: $20
Every non-profit organization in the state must have a Registered Agent to officially receive and help to handle/process legal paperwork like all state filings & important business forms, legal notices, etc. Basic requirements are:
A couple options are to hire a 3rd party professional and shell out up to $160/yr, or when you incorporate with IncFile or BizFilings you can get a qualified registered agent to perform “process of service” for free for your first year.
The state of Tennessee requires your non-profit have one declared incorporator who will be responsible for assembling the initial foundation and filing Articles of Incorporation with the state/public record. Then, if your non-profit will be run by directors (vs members), you’ll need to select or recruit them to oversee the non-profit until official directors can be voted in during your initial meeting in Step 7.
Resource: Bookmark the free 2016 “What Every Board Member Should Know” guidebook from the state.
Because of the potentially complex legal/tax nature of these entities, it’s highly suggested you work with a legal professional if possible. A good alternative that’s less expensive are modern incorporation providers who can help you understand the ins and outs.
Incorporated non-profits must have officially declared bylaws, or in other words, rules and regulations that form the basis of your organization. For beginners, or those with no business training they can be confusing, but general topics should include:
If you want some direction and structure to follow, check out this savvy Corporate Bylaws Template that you can use to customize around the particulars of your non-profit.
Once you and your team decide it’s time to form the initial corporation before the law and in the public record, either use Tennessee’s Online Portal to file your non-profit Articles of Incorporation ($100 Filing Fee) or submit them via mail to the Sec. of State. Some data includes:
To get more details on your charter bookmark TCA §48-52-102. of the Tennessee code. Make sure to complete all the entries so your application won’t be rejected. Also, for tax exemption requirements set forth by the IRS, check IRS Publication 557 on the IRS website. The state and federal tax exemption language should be included in the articles you create.
While not mandatory, having physical records books is very common practice among corporations/non-profits along with cloud-based storage/computers because of the nature of these business entities. They make it possible to put all pertinent paperwork in one place to handle disputes, audits, the transition of power, and so on.
As the name of the book implies, it’s a record holder of your registration, licenses and permits, minutes of meetings, and other important documents. Grab one at a nearby office supply store, order online through Amazon, or get a professional Corporate Kit which let you brand the book/slip case, provide blank certificates, and more for as little as $99.
For your first meeting assemble incorporators/directors and get ready to establish the foundation of your non-profit. Be sure to record “minutes” of the meeting and all attendees and have it signed by directors for your records book. Topics you’ll cover will vary but should include:
If you found the bylaws template useful, check out a similar Corporate Minutes Template you can also customize and use to provide initial structure until you and your board get the hang of things should it be necessary.
An EIN is a federal “Employer” Identification Number but your non-profit is required to have one even if you don’t plan on hiring any official employees. The 9-digit number, similar to a social security number, is used to track your non-profits financial activity once you use it to set up a bank account in Step 10.
Because it’s needed by every legal business entity in America, they’re not hard to get. The quickest and easiest way is by submitting a request directly through the IRS Website.
Now’s the point to ensure your non-profit is 100% compliant in terms of not only licenses/permits, but state and federal taxes. You should be able to apply for tax exempt status now that the corporation is established.
Two other important resources would be the Nashville district office of the Small Business Administration and the state’s Business Enterprise Resources page because they’re going to have tons of valuable information and connections to get you off the ground.
Once you have your EIN and have discussed it with your members/board, setup a dedicated bank account at a great banking institution/credit union. Don’t be hasty here! If you have a professional account or CFO handling it, that’s one thing. If not, do some shopping around to see which institutions have the most to offer in terms of overall services, lowered fees, etc.
Another important point is to ensure that no other accounts (business or personal) mix with your non-profits account. It should be completely separate for appropriate record keeping, getting through tax season, and then synced with your accounting software of choice.
Unlike other types of businesses, non-profits tend to need funding pretty early on which is why “funding-ready” plans are much more prevalent. What this means is that the basics are clearly refined and set down in a nice presentable plan ready to show investors, VCs, lending institutions, volunteers, donators, potential partner organizations, etc.
From marketing and budgeting, to competitive analysis and financial forecasts, these folks want to be able to quickly assess the core fundamentals of your platform. To build a solid plan, we are huge fans of LivePlan which will walk you through the entire process. Plus they offer our readers a special discount.
In our (humble) opinion every non-profit needs to make digital marketing part of their growth strategy and put emphasis into building a digital presence for a large variety of reasons. They begin with, a) social media properties connected to, b) your core web page, landing page, store, or agency-style site.
There’s a lot of options to get running smoothly if you don’t have an in-house designer, for example Wix or Weebly. Both are extremely easy to use and cost effective so you can build a professional website while saving money to make a more positive impact.
Note that this article on how to start a non-profit organization in Tennessee isn’t a legal document or legal advice. It’s for informational purposes and the information above is subject to change. For specific legal questions regarding how to start a non-profit organization in Tennessee or business in general, please consult with a non-profit/corporate lawyer or other accredited professional.