Board Meeting Notice

Free Board Meeting Notice Template

Use this free template to give formal written notice of a board meeting of a company's directors. Notice requirements vary by jurisdiction and company constitution; check your articles of association for any minimum notice period and quorum rules. Copy and customise this template to suit your company and the meeting.

NOTICE OF BOARD MEETING

Company: [Full company name] Company number: [Companies registry number] Registered office: [Address]

Notice given on: [Date of notice]

To: [Each director — list names, or "All Directors of [Company name]"]

1. Meeting Details

• Date of meeting: [Date]
• Time of meeting: [Time, with time zone]
• Place of meeting: [Address / Video conference platform and joining link / Hybrid: address plus video link]
• Type of meeting: [Regular board meeting / Special board meeting / Adjourned meeting]
• Quorum required: [Number] directors, as set out in article [X] of the Company's articles of association

2. Notice Period

This notice is given [Number] [days / hours] before the meeting, in accordance with article [X] of the Company's articles of association (which requires a minimum of [Number] [days / hours] notice, or such shorter period as all directors agree).

If any director wishes to waive a notice period requirement, please confirm in writing (email is acceptable) before the meeting.

3. Agenda

The business to be considered at the meeting will be:

1. Apologies for absence
2. Quorum confirmation — confirmation that a quorum is present
3. Approval of the minutes of the previous board meeting held on [Date]
4. Matters arising from the previous minutes
5. Director declarations of interest in any item on the agenda
6. [Substantive item 1] — for [discussion / decision / approval]
7. [Substantive item 2] — for [discussion / decision / approval]
8. [Substantive item 3] — for [discussion / decision / approval]
9. Any other business notified to the Company Secretary at least [24] hours before the meeting
10. Date of next meeting — confirmation of the date and time of the next scheduled board meeting

Specific resolutions proposed for consideration are set out in Schedule [1] / attached.

4. Documents Circulated with this Notice

• Minutes of the previous board meeting ([Date])
• Management accounts for the period ending [Date]
• [Specific paper, e.g. proposal for [item], with supporting analysis]
• [Director declarations / forms to be returned]
• [Any other supporting documents]

Additional papers may be circulated by the Company Secretary up to [48] hours before the meeting. Directors are asked to read all materials in advance and come prepared.

5. Attendance

If you are unable to attend in person or by video link, please inform the Company Secretary at the earliest opportunity. Directors may appoint an alternate director where permitted by the Company's articles of association.

For video / hybrid meetings, the meeting is constituted under article [X] of the articles of association, which permits participation by electronic means provided all directors can hear and be heard, or otherwise communicate with each other in real time.

6. Written Resolutions

Where any business does not require discussion, directors may consider passing a written resolution under article [X], in lieu of, or supplementary to, the meeting. Drafts of any such proposed written resolutions are attached.

7. Conduct of the Meeting

• The meeting will be chaired by [Name of Chair], or in their absence by [a director appointed by those present at the meeting]
• Decisions will be taken by majority vote of directors present, unless the articles of association require a higher threshold for a specific matter
• The Chair has a casting vote in the event of a tied vote, where the articles so provide
• Minutes will be taken by [Company Secretary / nominated director / minute-taker] and circulated for approval at the next meeting

Issued by:

[Name of Company Secretary or Director issuing the notice] [Position] [Signature or formal electronic signature] Date: [Date]

This is a basic template provided for informational purposes. For a professionally generated and legally tailored document, use Bind's contract automation platform.