Sample of board meetings of a private limited company

Sample of Board Meeting of a Private Limited Company

A Board Meeting of a Private Limited Company is generally conducted as per the provisions of the Companies Act, 2013. Below is a basic sample format for reference.

BOARD MEETING – SAMPLE FORMAT

Company Name: ABC Private Limited
CIN: UXXXXXXXXXX
Registered Office: ___________

Minutes of the Board Meeting

The meeting of the Board of Directors of ABC Private Limited was held on [Date] at [Time] at the registered office of the company.

Directors Present:

1. Mr. __________ – Director

2. Mr. __________ – Director

Chairman:
Mr. __________ was elected as Chairman of the meeting.

Quorum:
The requisite quorum was present, and the meeting was called to order.

Agenda Item No. 1: To Grant Leave of Absence

The Board granted leave of absence to Mr. __________, who could not attend the meeting due to prior commitments.

Agenda Item No. 2: Confirmation of Minutes of Previous Meeting

The minutes of the previous Board Meeting were placed before the Board and were confirmed.

Agenda Item No. 3: Appointment of Auditor

The Board considered and approved the appointment of M/s __________, Chartered Accountants, as Statutory Auditors of the Company, subject to shareholders’ approval.

Agenda Item No. 4: Any Other Business

With the permission of the Chair, the meeting concluded with a vote of thanks.

For ABC Private Limited

Director

Date:
Place:

Note: The agenda items may vary depending on the purpose of the meeting.

Board Meeting 1 – April / May (Q1)

Purpose: Opening of Financial Year & Compliance Setup

Sample Agenda

1. Grant of leave of absence

2. Confirmation of minutes of previous meeting

3. Review of RBI compliance status

4. Adoption of:

   • Fair Practices Code

   • KYC/AML Policy

   • Credit Policy

5. Review of Asset-Liability Management (ALM)

6. Appointment / confirmation of:

   • Statutory Auditor (if applicable)

   • Internal Auditor

7. Any other business

Sample Resolution

“RESOLVED THAT the Fair Practices Code and KYC/AML Policy as placed before the Board be and are hereby approved pursuant to RBI Directions.”

Board Meeting 2 – July / August (Q2)

Purpose: Quarterly Performance Review

Sample Agenda

1. Review of minutes

2. Quarterly financial results (Q1)

3. Review of:

   • Loan portfolio

   • NPA position

   • Provisioning norms

4. Review of statutory dues and RBI returns

5. Risk Management Committee report

6. Any other business

Sample Resolution

“RESOLVED THAT the unaudited financial results for the quarter ended 30 June be noted and approved.”

Board Meeting 3 – October / November (Q3)

Purpose: Mid-year & Risk Review

Sample Agenda

1. Review of minutes

2. Half-yearly financial performance

3. Review of:

   • Internal Audit Report

   • Compliance Certificate

4. Review of ALM and liquidity risk

5. IT systems & data security review

6. Any other business

Sample Resolution

“RESOLVED THAT the Internal Audit Report along with management responses be taken on record.”

Board Meeting 4 – January / February (Q4)

Purpose: Year-end Planning & Accounts

Sample Agenda

1. Review of minutes

2. Provisional financials for FY

3. Review of:

   • NPA & provisioning

   • Capital adequacy

4. Approval of business plan for next FY

5. Authorization for finalization of accounts

6. Any other business

Sample Resolution

“RESOLVED THAT the Board approves the business plan and projections for the ensuing financial year.”

Thanks

Are these resolutions required to be passed every year. Like FPA kyc norms etc.

Also please confirm if detailed resolution is to adopted every time for FPA ETC

KAMAL PODDA

These are the bare minimum.... if you have any specific need please let me know

For an NBFC, board meetings should be planned around the company’s applicable RBI scale-based regulatory requirements, Companies Act requirements and its own business and risk profile; a sample set should not be treated as a fixed mandatory annual agenda. A practical annual calendar could cover quarterly financial and compliance reviews, annual accounts and audit matters, risk management, ALM/liquidity, asset classification and provisioning, recovery and fraud monitoring, customer grievances, outsourcing/IT and cybersecurity, and annual policy reviews. The exact agenda depends on the NBFC’s category, size, activities and applicable RBI directions.

You can prepare four quarterly agenda packs, adding any required half-yearly/annual reviews and keeping evidence of board consideration and action taken. For a useful sample, specify the NBFC’s RBI category (such as ICC, MFI, HFC or factor), whether it is deposit-taking, and its scale-based regulatory layer; those details affect which agenda items and review frequencies apply.

Building a board calendar also involves coordinating filings, compliance evidence and recurring review papers across the year. Manual practice work can make this repetitive and difficult; automation reduces routine effort while professional judgment remains in control. At Jir AI we provide 2,000+ AI agents and 650+ integrations to streamline your practice’s day-to-day workload. Message us on WhatsApp to explore the workflow: https://wa.me/message/3HVOZ7HIY4ESC1