Notice of Board Meeting

What is a notice of board meeting?

A notice of board meeting is a formal written communication issued to inform members of a board of directors about an upcoming meeting. It provides key information such as the date, time, location, and agenda.

A meeting of a board of directors cannot be held without sending a prior written notice. This requirement is stipulated in all state laws across the United States. Despite the organization’s type, corporate bylaws or articles of incorporation provide detailed regulation on how and when such a notice should be sent.

This notice is suitable for various types of organizations, including

• corporations (c-corps, s-corps);
• non-profit organizations;
• LLCs;
• associations and foundations; and
• start-ups or private companies.

A notice for meeting of board of directors shall not be confused with a notice for a shareholders meeting. A shareholder meeting is a meeting of the company’s participants. A board of directors is a managerial body of every organization that deals with its daily management.

How to draft a notice of meeting of board of directors?

A valid notice of a board meeting should include the following mandatory elements:

• Name of Organization;
• Document’s title (i.e., Notice of Meeting or similar);
• Date of Notice;
• Meeting date and time;
• Location of the meeting (e.g., specific address or online);
• type of meeting (e.g., annual, regular);
• detailed list of agenda;
• RSVP (i.e., the date by which the director’s attendance should be confirmed).

The notice of board of directors meeting may also include other additional information. For instance, the directors might be required to read certain documentation prior to the meeting.

Once the notice is ready, it should be signed by the sender. A sender of a notice is usually a corporate secretary or another person performing their duties.

How to give notice of a board meeting?

The delivery process of the notice for a board meeting is very important. Failure to deliver the notice in a proper way may result in a meeting being cancelled. An organization’s corporate documents, like bylaws or articles of incorporation, usually define how the notice should be sent.

According to the general rule, a notice of board of directors meeting could be sent:

• via email (in that case only registered emails of directors should be used);
• via corporate portal (in this situation a notice is communicated digitally via the organization’s corporate software);
• in person;
• certified mail or courier.

Another important legal requirement is that notice should be sent in advance of the meeting. The notice period varies depending on the organization and could be between 14 days and 60 days. The exact length depends on the variety of agenda as well as attached documentation that should be reviewed prior to the meeting date.

How to customize a notice board meeting at Faster Draft?

In order to get your personalized document, follow a few easy steps below:

1. Click on the button “Create Document.”
2. Answer simple questions in the questionnaire.
3. Select a document’s format—PDF or Word.
4. Make a payment.
5. Download your customized document.