Board Meeting Services

Convene and Document Board Meetings in Line With the Companies Act

Board meetings are where a company’s directors take key decisions, and the Companies Act, 2013 sets clear requirements for how often they must be held and how they must be conducted. A company’s first board meeting must be held within thirty days of incorporation, and thereafter a minimum number of board meetings must be held each year with the gap between two consecutive meetings not exceeding the prescribed limit. Proper notice, quorum, resolutions, and minutes are essential for valid decisions.

Our board meeting services handle scheduling, notice, agenda, conduct, resolutions, and minutes in line with the Act and secretarial standards. This service leads naturally into our certified board resolution services, complements our AGM services, and is supported by a company secretary.

Our Board Meeting Services

Board Meeting Scheduling

Planning the board meeting calendar to meet the minimum number and maximum gap requirements.

Notice & Agenda

Preparing and circulating the notice and agenda for the board meeting within the required time.

Quorum & Conduct

Ensuring the required quorum and supporting the proper conduct of the meeting.

Resolutions & Minutes

Drafting board resolutions and preparing accurate minutes of the proceedings.

Video Conferencing Support

Supporting board meetings held through video conferencing in line with the applicable rules.

Secretarial Standards

Ensuring the meeting complies with the applicable secretarial standards on board meetings.

Benefits of Well-Managed Board Meetings

Board meetings held at the required frequency
Correct notice, agenda, and quorum
Valid decisions through proper conduct
Well-drafted resolutions and accurate minutes
Compliant use of video conferencing
Adherence to secretarial standards

Frequently Asked Questions

How many board meetings must a company hold?

A company must hold its first board meeting within thirty days of incorporation and, thereafter, a minimum of four board meetings each year, with the gap between two consecutive meetings not exceeding one hundred and twenty days. Certain smaller companies have relaxed requirements.

What notice is required for a board meeting?

A board meeting is generally called by giving at least seven days’ notice to every director. A meeting may be called at shorter notice to transact urgent business, subject to the conditions prescribed under the Companies Act for such shorter-notice meetings.

What is the quorum for a board meeting?

The quorum for a board meeting is generally one-third of the total strength of the board or two directors, whichever is higher. The presence of the required quorum throughout the meeting is necessary for the board to validly transact business.

Can board meetings be held by video conference?

Yes. Board meetings may be held through video conferencing or other audio-visual means that are capable of recording and recognising the participation of the directors, subject to the conditions and procedure prescribed under the Companies Act and the applicable rules.

What are the rules for OPCs and small companies?

A one person company, a small company, and a dormant company are generally required to hold at least one board meeting in each half of the calendar year, with a gap of not less than ninety days between the two meetings, which is a relaxation from the standard requirement.

Run Compliant, Well-Documented Board Meetings

End-to-end board meeting services from notice to minutes and filings.