Most ROC penalties are not the result of wrongdoing — they come from dates that nobody owned. A simple board calendar, fixed at the start of the year, removes almost all of that risk.

Start with the AGM

For a company with a 31 March year-end, the AGM must be held by 30 September. Most annual filings run from the AGM date — ADT-1 within 15 days, AOC-4 within 30 days and MGT-7 within 60 days — so fixing the AGM date first lets you plan everything else backwards.

Space the board meetings

Most companies need at least four board meetings a year, with no more than 120 days between two meetings. Linking them to quarters makes this easy:

  • Q1 (Apr–Jun): director disclosures (MBP-1, DIR-8); approve DPT-3.
  • Q2 (Jul–Sep): approve accounts and the directors' report; convene the AGM.
  • Q3 (Oct–Dec): review filings made after the AGM; half-yearly review.
  • Q4 (Jan–Mar): plan the next year's calendar and budget.

Give every date an owner

A calendar only works if each item has someone responsible for it and a reminder well before the due date. Share it with directors so meetings are planned, not squeezed in.

Review it every quarter

Changes — a new director, a fresh share allotment, a change of office — create event-based filings with their own deadlines, usually 30 days. A quarterly review catches them before they become late.

We set up and run this calendar for our clients. Talk to us if you'd like one for your company.

This article is general information, not legal advice. Rules and due dates change — please confirm the current position before acting, or ask us.