Board Pack Preparation Checklist

When to use this

A countdown checklist starting four weeks before the board meeting. Each milestone has a clear owner and deliverable so the pack is finalised days — not hours — before circulation.

What’s included

• T-28 days
• T-14 days
• T-7 days
• T-5 days
• T-1 day
• On the day
• T+2 days

# Board Pack Preparation — T-minus Checklist

## T-28 days
- [ ] Confirm meeting date, location, and dial-in
- [ ] Confirm attendees and apologies
- [ ] Lock the agenda outline with the Chair
- [ ] Issue paper template to all contributors
- [ ] Issue deadlines for first drafts

## T-14 days
- [ ] First drafts received
- [ ] Drafts reviewed for format compliance
- [ ] Conflicts / themes flagged to the Chair

## T-7 days
- [ ] Final drafts received
- [ ] Cover page, contents, and page numbers added
- [ ] Single PDF compiled
- [ ] Internal proofread complete

## T-5 days
- [ ] Pack circulated to directors
- [ ] Read receipts / acknowledgements tracked
- [ ] Hard copies prepared if required

## T-1 day
- [ ] Room set, tech tested, name cards placed
- [ ] Catering confirmed
- [ ] Late papers tabled with a clear note

## On the day
- [ ] Spare packs on hand
- [ ] Note-taker briefed
- [ ] Actions log open

## T+2 days
- [ ] Draft minutes circulated
- [ ] Action tracker updated
- [ ] Next meeting date confirmed