Letter of appointment

Last updated: Thursday, 3 November 2022 | Rāpare, 03 Whiringa ā-rangi, 2022

The actual process of appointing a new director or trustee is likely to be set out in the constitution or trust deed. Once a new director/trustee is appointed or elected, the chair should send a formal letter of appointment setting out what is expected.

Key points to include are:

  • The term of appointment
  • The obligations of directors/trustees
  • Times of board meetings and the time commitment required in preparation and attendance
  • Fees, if any are to be paid to the director/trustee
  • Criteria and process for reimbursement of expenses
  • The evaluation process for directors/trustees
  • Ask to be informed of potential conflicts of interest in other activities or directorships
  • The induction process
  • The process for getting independent advice
  • Liability insurance — if this is relevant
  • Confidentiality
  • Acknowledgement of receipt of the letter