Proof of Dispatch of Notice & Circulation of Draft Minutes (SS-1)
A ready format evidencing that the notice of a board meeting was dispatched at least 7 days in advance, and that the draft minutes were circulated within 15 days — with the date of circulation, date of receipt and signature of each director. A record under Secretarial Standard SS-1. Editable Word and ready-to-use PDF.
What it records
- Part A — Proof of Dispatch of Notice: each director, the date the notice / agenda was circulated, the date of receipt and signature.
- Part B — Proof of Circulation of Draft Minutes: the same columns for the draft minutes sent after the meeting.
Why it matters
The notice, agenda and notes on agenda must be sent at least 7 days before the meeting (add 2 days if by post), and draft minutes must be circulated to all directors within 15 days of the meeting under SS-1. Retain this proof for at least 3 years.
Related templates & tools
Proof of Dispatch & Circulation – FAQs
Why keep proof of dispatch of the board-meeting notice?
SS-1 requires the notice to be sent at least 7 days in advance; the proof evidences timely dispatch and is retained for at least 3 years.
When must draft minutes be circulated?
Draft minutes must be circulated to all directors within 15 days of the board meeting for their comments (SS-1).
Is this filed with the Registrar?
No. It is a statutory record kept with the minutes book, produced on inspection.
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Format current as of July 2026. General information only, not legal advice.