Board Resolution Typing for Tender Authorization: AI PDF to DOCX

A board resolution is the formal record of a company’s decision to bid for a tender. It identifies authorising signatories, sets the scope of authority, and establishes the corporate commitment a buyer or project owner demands. When that resolution exists only as a scanned PDF or a photo of meeting minutes, Lekhak’s AI-powered typing service converts it into an editable DOCX in minutes. The resulting typed copy gives you a clean, searchable base document you can use directly in pre‑bid preparations or take further for certification if the tender rules require it.

What a Board Resolution for Tender Authorization Contains

A tender‑authorising board resolution usually records the meeting details, the resolution text, the specific persons empowered, and the chain of signatures that make it binding. Understanding these elements helps you check your typed copy for completeness.

Element	Typical Content
Meeting details	[DATE OF MEETING], time, place (registered office)
Resolution number	[RESOLUTION NO] passed unanimously / by majority
Tender identification	[TENDER REFERENCE], [PROJECT DESCRIPTION], owner body
Authorised persons	Name, designation of each authorised signatory; scope of powers (bid submission, price negotiation, contract signing)
Joint venture / consortium authorisation	If a consortium bid, the resolution cites the JV agreement and partner firms
Signatures	Chairperson, director(s), company secretary, sometimes an extract signed “Certified True Copy”

Corporate secretarial practice in India requires resolutions to be drawn under the Companies Act, 2013 and entered in the statutory minutes book. The typed document you get from Lekhak mirrors that structure so you can cross‑check it against the governing statute.

Why Companies Get a Board Resolution Typed for Tenders

From our experience processing corporate documents, companies type a resolution for a tender because the original minute extract is handwritten, signed on plain paper, or buried in a thick minute book that cannot be submitted digitally. In international bids, for example a 225 kV transmission line contract in Mauritania, a clean, typed resolution (in English) is often the first document a foreign employer requests. Even in domestic Indian tenders, uploading a typed DOCX meets online submission formats that reject blurry scans.

A typed copy helps internal reviewers, legal teams, and financing banks verify the authority of signatories quickly. Many bidders also find that having a searchable word‑processor file lets them re‑use the resolution template for multiple tenders by updating the tender reference and project details, saving substantial drafting time.

AI-Powered Typing vs Manual Retyping: When Each Makes Sense

Manual retyping, where a typist reads a scanned resolution and keys the entire text, typically takes hours or a day and introduces human error. Lekhak’s AI typing parses the same scanned image in minutes. The service reads typed, printed, and clear handwritten text from PDFs, photos, or scans, and delivers an editable DOCX. That speed is valuable when a tender corrigendum arrives late or a last‑minute technical clarification demands an updated copy.

The AI typing is a DIY step: you upload the file, the system processes it, and the DOCX appears while you stay online. For most pre‑bid internal reviews and draft submissions, that instant output is sufficient. If you later require a certified true copy, signed by a director, company secretary, or notary, the typed DOCX becomes the starting point you present to the certifier. Lekhak’s instant AI service does not itself issue a certified true copy.

How Lekhak’s Typing Service Converts a Scanned Resolution into a DOCX

The AI pipeline detects text blocks, tables, and signature areas. It preserves the content of tables, columns showing authorised persons, tender references, and meeting details, replicating them as editable Word tables. Handwritten signatures and company stamps are captured as embedded images placed in the approximate position they occupy on the original scan, so the layout remains recognisable.

What the AI cannot reproduce perfectly is an embossed seal or a watermarked letterhead; a heavily textured background or a very low‑resolution photo may require you to tweak a few characters. The output is a typed, searchable document that you can open in Microsoft Word or any compatible editor. You review it, correct any rare misinterpretations, and it is ready for onward use. From files we have processed, the typed copy holds the structure well enough that most customers spend only a few minutes of post‑check editing.

Certified True Copy of a Board Resolution: What It Is and How to Get One

A certified true copy of a board resolution is a physical or digitally signed copy that a company officer or a notary public attests as a faithful extract from the minutes. Many tenders, particularly those requiring a bid bond or bank guarantee, ask for a certified copy rather than a plain typed version.

The typing step Lekhak provides gives you the clean base document. You then have the resolution certified, typically by the company secretary, a director, or a notary, who signs and stamps the typed copy and often adds words such as “Certified True Extract of the Minutes.” Certification is a separate legal act; Lekhak’s self‑serve platform does not perform it. Once certified, the document can be used for bid submission, bank guarantee issuance, or further attestation.

Notarisation, Apostille, and Embassy Attestation for a Board Resolution

When a tender is awarded by a foreign government or a multilateral agency, the employer may demand notarisation, an apostille, or full embassy attestation of the resolution. For example, a contract for a substation project in Mauritania may require that the Indian bidder’s board resolution be authenticated by the Ministry of External Affairs Apostille under the Hague Apostille Convention before the employing authority accepts it.

The starting point for any of these chains, notarisation, apostille, embassy attestation, is a correctly typed resolution. Lekhak’s AI typing delivers that clean document; from there you arrange the notarisation or government attestation independently. Lekhak does not itself perform notarisation, apostille, or embassy attestation. Those steps lie with the notary public, the state authorities, and the Ministry of External Affairs (and, where required, the foreign embassy).

Key Statutes and Legal Context for Tender-Authorising Resolutions

An Indian company’s board resolution for tender participation draws its binding force from the Companies Act, 2013, which mandates that certain powers, such as authorising a person to sign contracts, are exercised by a board resolution. The Electricity Act, 2003 often frames tenders for transmission line projects, including the 225 kV substation contracts referenced in past job data. Further, the Indian Contract Act, 1872 defines the legal relationship between the authorising company and the signatory, ensuring that a bid signed under a valid resolution is enforceable. These statutes collectively mean that a resolution is not merely a formality; it vests actual authority, and the employer’s bid evaluation examines whether the resolution is properly passed and correctly recorded. A typed version that faithfully reproduces the original minutes helps bidders meet that evidentiary expectation without delay.

Frequently Asked Questions

Is a typed board resolution accepted for an international tender like a 225 kV substation project in Mauritania?

Many international tenders first ask for a typed copy as part of the pre‑qualification or bid package. A clean English DOCX produced from a scanned resolution meets that step. If the employer later requires a certified true copy or attestation, you use the typed base document for those processes.

What’s the difference between a board resolution and a power of attorney for tender submission?

A board resolution records the company’s decision and authorises specific individuals to act. A power of attorney is the formal instrument executed in favour of those individuals, relying on the resolution for its authority. Often both documents are submitted together for a tender.

Do I need a certified true copy of the resolution for a bid bond or bank guarantee?

Banks generally require a certified true copy of the board resolution before issuing a bid bond or guarantee. The bank wants assurance that the signatory has been properly authorised. You can have Lekhak type the resolution first, then obtain certification from the company secretary or a director.

How long does Lekhak’s AI typing take compared with manual retyping?

AI typing typically delivers the DOCX in a few minutes after upload. Manual retyping, even for a one‑page resolution, often takes hours or a working day. The instant output is ideal when a tender deadline is imminent.

Does Lekhak provide a certified true copy or notarise the board resolution?

The self‑serve typing service produces an uncertified typed DOCX. For a certified true copy, you present that output to a director, company secretary, or notary public. Lekhak does not give certification or notarisation as part of the instant typing flow.

What file formats can I upload for typing, will a photograph of a meeting minute work?

Lekhak accepts PDF, DOCX, DOC, JPG, PNG, WebP, and TXT. A clear photograph of a meeting minute, taken on a phone, is processed the same way as a scanned file. Blurry or heavily shadowed images may reduce accuracy somewhat, but the AI is trained on real‑world submissions.

Does the typed DOCX keep the company stamp, logos, and handwritten signatures from the original scan?

Yes. Stamps, logos, and signatures are treated as image elements and placed near their original positions. Tables, text, and layout are reconstructed as editable content. The result is a document that looks recognisably like the original while being fully searchable and editable.

Can I edit the typed DOCX before submitting it for a tender?

Absolutely. The output is a standard Word document. You can correct any rare OCR misreads, insert the tender reference, or adjust formatting to match a specific submission template. The file is yours to handle as needed.

Does the typing service preserve tables listing authorised persons and their designations?

Yes, the AI detects table structures and rebuilds them as editable Word tables. Columns showing names, designations, and powers remain intact. A quick review is still recommended to verify cell boundaries, especially if the original scan was skewed.

Is an electronic typed copy enough for a pre‑bid meeting, or do I need a certified version at that stage?

Most pre‑bid meetings accept a clean electronic copy. Certification requirements typically apply only at the final bid submission stage. Using Lekhak’s instant typing early in the process lets you circulate the document and finalise bid strategy without waiting for manual typing.