The minute book: what it is, where it is legalised and what happens if there isn't one

Yes, it exists and it is still compulsory: a minute book stamped by the land registry.

What it is

A book (bound or loose-leaf) that the registry seals before it is used, in which the minutes of every meeting are transcribed. It is the official proof of the resolutions before third parties and in court.

How it is legalised

You buy the book (specialist stationers or the registry itself), present it at the land registry covering the building with an application, and it comes back stamped. Low cost, a matter of days.

How to keep it properly

• The minutes are drafted and signed (chair plus secretary) and transcribed into the book.
• No blank pages in between and no unsigned crossings-out.
• Once a book is full, the next is stamped by presenting the previous one.

And if there never was one, or it was lost?

You legalise a new one: the application states that it is the first, or records the loss of the previous one (with a police report if appropriate). Better late than in the middle of a lawsuit.

Compatible with digital

The book is the formality; the day-to-day (drafting, sharing, consulting and filing minutes within everyone's reach) can and should live digitally. One gives legal proof; the other gives peace.