Letter of appointment for a company secretary

  • Quick and easy to complete
  • Protects confidential information
  • Clearly explains the secretarial duties required

This letter of appointment for a company secretary is suitable if you are appointing someone new as your company secretary (as opposed to someone who is an employee). Note that this letter of appointment does not make your new company secretary an employee of your business. The relationship is more akin to you hiring an outside consultant.

It is good practice to have the terms of your company secretary's appointment in writing, especially covering matters such as pay and notice period for ending the appointment.

This letter of appointment for a new company secretary ensures that your expectations are made clear to the appointee, and that information confidential to your business is kept that way. This is particularly important as a company secretary will be involved in board meetings and aware of all the high-level decision-making that goes on in your business.

Q&A

  • When should I use this document?

    Use this template letter of appointment when you are taking on someone outside your company to deal with company secretarial matters. It does not make them an employee. If you want to take someone on as a full employee, you can use Employment contract.

    Although most companies do not legally require a company secretary, as your business grows, you may find you need someone to help get your company records in shape. This can be especially important if you want to attract outside investment, or start dealing with larger businesses who carry out due diligence on you.

    Generate the letter of appointment and send it to your chosen secretary for signature.

  • What does this document cover?

    This letter of appointment for a company secretary includes the key terms between your company and your chosen candidate.

    It is designed to make the scope of the company secretary's regular duties clear, and to protect your company's interests. It includes:

    • a list of core secretarial duties;

    • the obligation to comply with all relevant company policies eg data protection, health and safety etc;

    • provisions to protect your company's confidential information; and

    • details of the annual fee and reasonable expenses you will pay for their services.

  • Why do I need this document?

    It is important to have some documentation covering the appointment of your company secretary. As with any service provision, it is important that both sides are clear on what is expected of them during the relationship, what payment will be and how the arrangement can be brought to an end.

    This letter of appoint for a company secretary also builds in some crucial protections for your business. Your company secretary will be party to a lot of sensitive information, so it is sensible to bind them with a clause about keeping your confidential information secret.

  • Where can I find out more?

    For guidance about choosing a company secretary and sorting out a contract, see Choosing and appointing a company secretary.

    There is a process you must follow to appoint a company secretary - it is not enough to simply have them sign a contract. For the details of that process, see How to appoint a new company secretary. You need to get board approval, lodge the right form with Companies House and update your company registers. For the documentation to get the necessary board approvals as part of that process, use one of:

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