Business Paperwork Glossary

A quiet guide to the documents that keep a business running smoothly. These definitions are simple, steady, and meant to help you understand what each piece of paperwork does in the real world. None of this is legal advice, just practical clarity.

Business Formation Documents

Articles of Organization
The foundational document that officially creates your LLC with the state. It is your business’s birth certificate.

Operating Agreement
A private document that explains how your LLC operates. It covers ownership, responsibilities, decision-making, money, and what happens if someone leaves.

Business Resolution
A written record of an official decision your business made. It documents what was decided, who approved it, and when.

EIN Confirmation Letter (CP 575)
The letter you receive from the IRS confirming your Employer Identification Number. It is proof your EIN is valid and assigned to your business.

Letter of Good Standing
A state-issued letter showing your business is up to date on filings and in good standing.

Financial & Banking Documents

Business Bank Resolution
A form banks use to verify who is allowed to open accounts or make financial decisions for the business.

Invoice
A bill listing what was provided and how much is owed. It is the official request for payment.

Purchase Order (PO)
A buyer’s written request for products or services. It outlines what is being ordered and at what price.

Profit & Loss Statement (P&L)
A financial report showing your revenue and expenses over a set time period. It reveals whether your business is profitable.

Balance Sheet
A snapshot of what your business owns, owes, and is worth at a specific moment in time.

Client & Project Documents

Client Intake Form
A document that gathers the key information you need before beginning work with a new client.

Scope of Work (SOW)
A clear outline of what work will be done, by whom, by when, and for what price. It keeps everyone aligned and helps avoid misunderstandings.

Service Agreement
A document that sets the terms of a working relationship. It covers expectations, timelines, payments, and responsibilities.

Independent Contractor Agreement
A contract used when hiring someone who is not an employee. It defines the work, responsibilities, and payment arrangements.

Release of Liability
A document where someone agrees not to hold your business responsible for specific risks or outcomes.

Receipt of Delivery
A signed confirmation that an item, package, or service was delivered and received in good condition.

Legal & Confidentiality Documents

Non-Disclosure Agreement (NDA)
A document that protects private information. It explains what must remain confidential and what happens if it is shared.

Tax & Compliance Documents

W-9 Form
A tax form that provides your taxpayer information to clients or companies so they can properly report payments made to you.

1099-NEC
A tax form businesses use to report payments made to contractors during the year.

Compliance Checklist
A simple list of state or industry requirements your business must meet, such as licenses and renewals.

Internal Operations Documents

Standard Operating Procedures (SOPs)
Step-by-step instructions for how tasks should be completed. They keep your business running smoothly and consistently.

Business Plan
A written roadmap that explains what your business is, how it works, who it serves, and how it will make money.

Branding & Marketing Documents

Marketing Brief
A short guide outlining goals, audiences, timelines, and needs for a marketing campaign or project.

Brand Style Guide
A reference sheet that outlines your brand’s colors, fonts, tone, and visual rules. It keeps everything consistent across your business.