Notice of Board Meeting

What is the notice of directors meeting?

A notice of meeting of directors is a special type of formal letter used to call the annual, general or special meeting of directors for a company registered in the UK. This document is being used to give the directors clear and compliant notice in accordance with the Companies Act 2006 and the best corporate practices.

This template is being widely used to call an urgent meeting of directors or to schedule a meeting in advance. A standard board of directors meeting notice template includes details of a company, the proposed agenda of the meeting, and the planned date and time of the meeting.

A notice of a meeting template for a board of directors can be used by company secretaries, founders, and directors who need to call the meeting of directors for the company located in England and Wales, Scotland or Northern Ireland.

This document cannot be used to call the meeting of shareholders, therefore the other document should be used instead.

What should be included in this notice of a meeting template UK?

A standard letter template is usually a short document with a simple structure that usually includes the following section:

• Preambule. This is the part of the letter that shall include information about the company, such as its name, registered address and company’s registration number, according to the recent data from the Companies House.
• Sender’s details. In this section the letter should include information about the name of a director who is sending this letter. It is also possible that the articles of association of a specific company may authorise other officers to call the meeting, including the company secretary.
• Details of the meeting. The board of directors meeting notice sample must outline information about the scheduled date, time, place and agenda of the meeting. If the articles of association allow remote meeting, in such a case this should be clearly stated in the notice.
• Signature and Date. The notice of meeting for the board of directors must be signed by the person who calls the meeting. The date of signing should also be stated on the document, as it allows verification that the required notice period for calling the meeting is being adhered to.

Common mistakes to avoid when issuing a board meeting notice

If you are a company secretary, director or company’s office, you should be aware of the most common mistakes when drafting a board of directors meeting notice from scratch in the UK:

Mistake 1: Missing the minimum notice period

Before sending notice of meetings, check the articles of association for the required notice period. There is no statutory notice period for companies in the UK. The average notice period for calling the meeting of directors is between 5 and 30 days for an ordinary meeting and 1 to 5 for an extraordinary meeting.

Sending a notice of a general meeting of directors without complying with the minimum required notice period can have serious legal consequences. For example, the decisions adopted during such a meeting can be subsequently challenged by either of the directors or shareholders in court.

Mistake 2: Vague agenda

Whether your company is using model articles or tailored articles of association, the inclusion of the list of suggested questions in the agenda is a must. This does not only help to properly prepare for the meeting but also conducts the meeting efficiently and professionally. Sometimes, adoption of certain decisions may require the invitation of officers or key employees, especially when it comes to financial forecasting or accounting matters.

Mistake 3: Sending notice to the wrong address

A notice of a meeting template is considered to be sent appropriately only when it is being sent to the correct address of a recipient. The up-to-date information about the registered contact information of each director can be found here:

• in the Companies House;
• register of directors; or
• employment contract with the director.

Failure to send the notice to a correct address is equal to not sending the notice at all. That is the direct violation of the articles of association of a company, since all directors must be communicated with in a timely manner about the upcoming meeting.

How to customise this template with FasterDraft?

To get a fully customisable document template, follow a few easy steps below:

1. Click the “Create Document” button.
2. Answer simple questions in the form.
3. Select a template’s format – a notice of meeting sample PDF or Word.
4. E-sign the letter online for free.
5. Make a payment.

The notice of meeting for the board of directors UK is available for instant digital download immediately after the purchase.

Why use this board of directors meeting notice template​?

By customising a notice of a meeting template with FasterDraft, you get the document with the following benefits:

• a template that is suitable for calling a meeting of directors in a private limited company limited by shares, a public limited company;
• a template that aligns with the Companies Act 2006;
• a document that is created by qualified UK solicitors;
• a letter with clear structure and professional wording;
• a letter includes all mandatory provisions for a legally valid notice of meeting.
• a template that reduces the risk of a legal mistake by 97%;
• a template suitable for application throughout the UK.