Board Meeting
Board meetings are where day-to-day governance decisions get formal approval — and the Companies Act sets specific rules on how often they're held and how they're documented.
Every company must hold a minimum of four board meetings each year, with no more than 120 days between two consecutive meetings — smaller companies and OPCs have relaxed requirements. Directors are given at least seven days' notice, which can be shortened for urgent business subject to conditions, and a quorum of one-third of total directors or two directors, whichever is higher, must be present. Minutes recording the discussion and resolutions are prepared within 30 days and entered into the minutes book.
What this service covers
The full cycle of convening and documenting board meetings.
- Calculating the board meeting calendar for the year
- Drafting notice and agenda for each meeting
- Confirming quorum requirements before the meeting
- Drafting resolutions for board approval
- Preparing and circulating minutes within the statutory timeline
- Advising on matters that need board versus shareholder approval
Key components
What every properly convened board meeting needs.
Meeting Frequency
A minimum of four meetings a year, with no more than 120 days between two consecutive meetings.
Notice
At least seven days' notice to every director, with provisions for shorter notice in urgent cases.
Minutes
A written record of proceedings and resolutions, finalised within 30 days of the meeting.
Our process
From initial consultation to completion.
Plan the Calendar
Map out board meeting dates across the year to meet the 120-day gap requirement.
Issue Notice & Agenda
Circulate notice to all directors with sufficient time before each meeting.
Conduct the Meeting
Confirm quorum, discuss agenda items, and pass resolutions as needed.
Finalise Minutes
Draft, circulate and enter minutes into the statutory minutes book.
Why board procedure gets scrutinised
What sets our approach apart.
The 120-day rule is strictly enforced
Even with four meetings held in a year, exceeding the 120-day gap between any two of them is itself a compliance lapse.
Some decisions can't be made by circular resolution
Certain matters are specifically required to be approved only at a physical or video-conference board meeting, not by circulation — we flag which ones apply.
Minutes are evidence, not just record-keeping
Well-drafted minutes protect the company and its directors if a decision is later questioned by auditors, regulators or in a dispute.
Board Meeting questions answered
What people ask before engaging us.
Need help staying on top of board meetings?
We'll plan your calendar, issue notices and prepare compliant minutes.
