Notice of Board Meeting — Format (Section 173(3), SS-1)
A ready notice of board meeting under Section 173(3) of the Companies Act, 2013 and Secretarial Standard SS-1, with the agenda and notes on agenda. Not less than seven days’ notice to every director. Download the editable Word file or the fillable PDF.
How much notice is required?
Under Section 173(3), a board meeting requires not less than seven days’ notice in writing to every director at their address registered with the company, sent by hand delivery, post or electronic means. Where the notice is sent by post, allow an additional two days. Under Secretarial Standard SS-1 the notice must carry the meeting’s serial number, the day, date, time and full venue (and the mode where the meeting is held through video conferencing), and be accompanied by the Agenda and Notes on Agenda.
Shorter notice
A board meeting may be called at shorter notice to transact urgent business, provided at least one independent director (if the company has one) is present. If no independent director is present, the decisions taken are circulated to all directors and become final only on ratification by at least one independent director, where the company has one.
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Notice of Board Meeting – FAQs
How many days’ notice for a board meeting?
Not less than seven days in writing to every director, under Section 173(3). Add two days if the notice is sent by post.
What must the notice contain?
The serial number, day, date, time and venue (and the mode if held through video conferencing), along with the Agenda and Notes on Agenda, as required by Secretarial Standard SS-1.
Can a board meeting be held at shorter notice?
Yes, for urgent business if at least one independent director (where the company has one) is present; otherwise the decisions are circulated and ratified by an independent director.
How long is the proof of notice kept?
Proof of sending the notice, agenda and notes on agenda is kept for at least three years from the date of the meeting.
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Format current as of July 2026. General information only, not legal advice.