Governance request template

Board minutes approval signing request template

Board minutes approval confirms that the written record of a directors' meeting is accurate and adopted, typically signed off by the chair or directors.

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What is a board minutes approval?

Board minutes are the official record of what happened at a directors' meeting, including who attended, the matters discussed and the resolutions passed. Approving the minutes is the step where directors or the chair confirm the record is accurate before it becomes the company's settled account of the meeting.

Approved minutes carry real weight: under the Corporations Act, minutes signed by the chair (or the chair of the next meeting) are evidence of the proceedings they record. Getting minutes reviewed and approved promptly keeps governance records reliable and reduces disputes later about what was actually decided. A clear approval trail also helps auditors and advisers rely on the company's records.

When to use a board minutes approval

Adopting minutes of a recent board meeting before the next one
Having the chair sign minutes to make them evidence of proceedings
Circulating draft minutes to directors for confirmation of accuracy
Finalising minutes ahead of an audit or due diligence request

What to include in a board minutes approval

Meeting identity: company name, meeting date and type so the right minutes are approved.
Attendance: directors present, apologies and anyone else in attendance.
Resolutions and decisions: a clear record of each matter decided at the meeting.
Accuracy confirmation: wording approving the minutes as a true and correct record.
Approver sign-off: chair's or directors' signatures with the date approval is given.

Pros and cons of sending a board minutes approval as a signing request

Pros

Directors confirm accuracy via private links rather than scattered email replies
Tracking shows whether each approver has opened and signed the minutes
Reminders prompt the chair or directors before the approval deadline
A receipt records the approval date for your meeting register

Cons and things to watch

Cosign does not write the minutes; you provide the prepared record
Approving minutes does not fix errors in how a meeting was actually run
Your constitution may set who must sign and within what timeframe
Disputed minutes may need correction and a fresh approval round

How to send a board minutes approval with Cosign

Upload the prepared minutes PDF and preview to check attendance, resolutions and dates are right.
Add the chair or each director as a signer, each with a private approval link.
Set a 14-day expiry and turn on password protection for confidential matters.
Send, monitor who has approved, and save the completion receipt to your records once signed.

Board minutes approval request details

Email subject

Board minutes approval

Default message

Please review and approve these board minutes if they are accurate.

Signer setup

Chair or board members

Suggested expiry

14 days

Button label

Approve minutes

Best fit

Governance teams

Board minutes approval FAQs

Can board minutes be approved with an electronic signature in Australia?

Electronic signatures are generally recognised under Australian law, including for company documents in many cases. Whether minutes are validly approved also depends on your constitution and the Corporations Act, so check your company's requirements.

Who should sign to approve board minutes?

Minutes are commonly signed by the chair of the meeting or the chair of the next meeting, which under the Corporations Act makes them evidence of the proceedings. Your constitution may set out who must approve.

Are minutes sent through Cosign kept confidential?

Yes. Minutes are delivered by private link to the approvers you nominate and are not indexed by search engines. Password protection is available where minutes are sensitive.

How quickly should minutes be approved after a meeting?

Companies usually approve minutes within a reasonable period, often by the next meeting, and Australian law sets timeframes for recording minutes. Sending promptly with reminders helps keep records current.

Can I track who has reviewed the draft minutes?

Yes. Cosign shows opens, previews and approvals for each signer, so you can see who has confirmed the minutes and who is still outstanding before the expiry date.