A Board Meeting Notice is a formal document used to inform members of a company’s board of directors about an upcoming meeting. It ensures that directors are aware of the time, place, agenda, and expectations of the meeting, enabling them to prepare and participate meaningfully.

This article explains what a board meeting notice is, when and why it is required, how to create one easily with Bind, and includes a free sample you can adapt.

What is a Board Meeting Notice?

A Board Meeting Notice is a written notice sent to all board members of a company in advance of an official meeting. The notice includes essential meeting details such as the date, time, location, and meeting type (e.g. regular, special, or annual meeting). It may also include an agenda overview, outlining the topics to be discussed.

Board meeting notices are not only a best practice—they are often required under corporate governance rules.

Why is a board meeting notice important?

Sending a formal board meeting notice provides several key benefits. It ensures compliance with company bylaws or legal requirements, particularly around notice periods and quorum. It also gives board members time to review materials, consider agenda topics, and prepare thoughtful input.

By documenting communications in advance, it promotes transparency and good governance. Most importantly, a proper notice helps ensure that decisions made during the meeting are valid, legally binding, and not subject to challenge due to inadequate notice.

How to create a Board Meeting Notice easily with Bind

With Bind, you can create a professional board meeting notice in just a few steps:

1. Select Board Meeting Notice on Bind.
2. Answer a few simple questions about the company and the meeting
3. Bind automatically generates the notice, clearly structured and ready to send.
4. Edit the document if needed and distribute it through Bind.

Create your Board Meeting Notice in minutes with Bind

What should a Board Meeting Notice include?

To ensure clarity and validity, a board meeting notice should include:

• Company name
• Meeting date and time
• Location of the meeting
• Meeting type (Specify if it's a regular board meeting, annual meeting, or a special meeting convened for a specific purpose.)
• Agenda
• RSVP request

Common questions about Board Meeting Notices

1. How far in advance should I send a board meeting notice?

It depends on your company bylaws, but typically notices are sent 7–14 days before the meeting.

The UK Companies Act 2006 does not set a fixed notice period for board meetings. However, Section 248(1) requires that directors be given reasonable notice, generally understood as at least 7 days, unless the company’s articles of association specify otherwise.

For companies using the Model Articles, Section 9(2) simply states that notice must be given to each director—no specific timeframe is required, but it must allow reasonable time to prepare. Notices can be delivered in person, by post, or electronically.

2. Can board meetings be held virtually?

Yes. Many companies now use platforms like Zoom or Microsoft Teams for virtual board meetings. The meeting notice must clearly state that the meeting is virtual and include the access details.

3. Is it necessary to include an agenda?

While not always legally required, including an agenda helps members prepare and contributes to a more efficient and focused meeting.

4. What happens if a board meeting notice is not sent?

Failing to send a proper notice can result in decisions made at the meeting being declared invalid or unenforceable. It can also create tension within the board, reduce transparency, and potentially expose the company to legal or regulatory risk.

Board Meeting Notice – free template

Here’s a professional sample you can customise:

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Company Name
Address
Email
Phone

Date

Subject: Notice of [Type of Meeting]

Dear Board Member,

You are hereby notified that a [Type of Meeting] of the Board of Directors of [Company Name] will be held as follows:

Date:
Time:
Location:
Meeting Type:

Agenda Overview:

1. Approval of Minutes from Previous Meeting
2. …
3. …
4. …

Kindly confirm your attendance by [date] to ensure quorum, in accordance with standard procedure.

Best regards, 
Name
Position
Email

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Keep your board aligned with Bind

With Bind, creating and sending board meeting notices is fast, professional, and accurate. Avoid confusion, ensure compliance, and maintain strong corporate governance with a clear, customisable template.

Create your Board Meeting Notice with Bind today