Every successful board meeting begins with a well-crafted meeting notice. Whether you’re organizing a regular board session, a special meeting of directors, or a homeowner association (HOA) gathering, a clear and legally compliant notice ensures that all stakeholders are informed, prepared, and aligned.
Download our free Board Meeting Notice PDF, which includes six customizable templates for various meeting types — and a quick guide with 8 expert tips.
Included in this board meeting notice template PDF
Inside the downloadable PDF, you’ll find:
- Notice of board meeting template
A formal template suitable for recurring board meetings. Clear, concise, and fully editable. - HOA meeting notice template
Designed for homeowner associations to notify residents of general board meetings. - HOA annual meeting notice template
Ideal for year-end planning, budget discussions, or membership updates. - Board meeting postponement notice template
Let stakeholders know when a scheduled meeting has been delayed or rescheduled. - Notice of joint board meeting template
Used when two or more boards hold a collaborative session. - Notice of special meeting of directors
For urgent matters that require convening the board outside of the regular schedule.
What is a board meeting notice?
A board meeting notice is a formal communication sent to board members informing them of an upcoming meeting. It outlines the meeting’s date, time, location, and agenda. This document serves as a legal requirement for many organizations and ensures transparency and preparation across the board.
Types of notices:
- Regular meeting notices
- Special meeting notices
- Annual board meeting notices
When and why you should send a board meeting notice
Board meeting notices should typically be sent several days in advance—often 7 to 10 business days—depending on your organization’s bylaws. Sending a timely notice:
- Meets legal and compliance standards
- Helps directors prepare and review relevant materials
- Reduces the risk of miscommunication
Board meeting notice format [explained]
A professional board meeting notice includes:
- Title: Notice of board meeting
- Date and time
- Location / Link to virtual meeting
- Purpose of the meeting
- Meeting agenda (attached or listed)
- RSVP or confirmation details
Following this format ensures clarity and professionalism.
Download the full template pack
Our downloadable PDF includes all six templates and expert guidance. Available in print-ready and editable formats.
- 6 editable templates
- Bonus writing tips
- Designed for compliance and clarity
Download your Board Meeting Notice Template Pack now and make your next board meeting clear, compliant, and professional.