Well crafted board packs for board meetings (also called a board packet) is essential for effective nonprofit governance. Far from just a pile of documents, it’s a strategic tool that helps board members prepare, participate, and make mission-aligned decisions. Whether you’re planning your next regular board meeting, a special session, or your Annual General Meeting (AGM), using a well-structured board pack increases transparency, accountability, and board engagement.
This guide covers what to include in a board pack, how to tailor it for different meeting types, and best practices for both digital and in-person formats. You’ll also find downloadable templates and tools to simplify the process.
Board Pack Contents: What to Include
An effective board pack ensures every board member is equipped with the information needed to lead confidently. Here’s what a typical nonprofit board pack should contain:
1. Meeting Agenda
A clear, time-boxed agenda structures the meeting. Include:
- Call to order
- Approval of minutes
- Executive Director/CEO report
- Committee updates
- Financial overview
- Strategic discussions
- Action/voting items
- Adjournment
Boardable Pro Tip: Collaborate on the agenda in advance, assign presenters, and track time allocations directly in the platform.
2. Minutes from the Previous Meeting
Attach either the draft or approved minutes so board members can follow up on action items and past decisions.
3. Executive Summary
Offer a 1-2 page briefing that captures key decisions, milestones, and concerns. This helps board members quickly understand what deserves their attention.
4. Financial Reports
Even non-financial board members need visibility here. Include:
- Income statement
- Balance sheet
- Budget vs. actual report
- Cash flow projections
- Fundraising updates
5. Program Updates
Brief updates on major initiatives, KPIs, and outcomes. Consider using dashboards or infographics for data visualization.
6. Committee Reports
Include summaries or full reports from:
- Finance Committee
- Governance Committee
- Development/Fundraising Committee
- Other task forces or ad hoc groups
7. Strategic or Risk Items
Use this section for big-picture topics like:
- Strategic Planning
- Risk Assessments
- DEI Initiatives
- Major Organizational Shifts
8. Supporting Documents
Attach contracts, legal memos, RFPs, or any contextual reading that supports agenda items.
Boardable Bonus: Tag and link supporting documents to their respective agenda items, allowing board members to seamlessly jump between materials.
Adapting Your Board Pack by Meeting Type
Different meetings require different board package templates.
Regular Board Meetings
Use the standard format focused on updates, decisions, and follow-ups.
Annual General Meetings (AGMs)
Include:
- Audited financials
- Annual report
- Board election details
- Year-in-review summary
Special Meetings
Keep it narrow: e.g., ED search, crisis response, budget emergency.
Committee Meetings
Use focused packets relevant to the committee. For example: only include financial data for the Finance Committee).
Considerations by Meeting Format
Online Meetings
- Use landscape layout and readable fonts
- Embed hyperlinks and internal bookmarks
- Add clear video call links (Boardable Video, Microsoft Teams, Zoom)
Boardable Tip: Centralize your video call, agenda, and documents in one platform to reduce context-switching.
Hybrid Meetings
- Distribute digital packets in advance
- Provide logistics for both remote and in-person attendees
- Designate a tech lead to handle connectivity issues
In-Person Meetings
- Prepare print-friendly versions (portrait layout, no hyperlinks)
- Consider color-coded tabs or pre-loaded tablets
Board Pack Best Practices
Follow these best practices to boost engagement and reduce confusion:
- Distribute board packets 5-7 days in advance
- Include a table of contents and page numbers
- Separate discussion vs. decision items
- Maintain consistent formatting
- Add a quick-reference sheet or dashboard of KPIs
With Boardable, you can automate reminders, track packet views, and collect e-signatures when approvals are needed.
Why a Good Board Pack Matters
Your board pack for board meetings is more than a formality. It’s a key to unlocking strategic leadership and effective governance. A thoughtfully prepared board pack helps nonprofit boards stay focused, make timely decisions, and feel confident in their responsibilities.
Whether you’re building your next board pack for a nonprofit or creating a repeatable board package template, start with the essentials, tailor by context, and use smart tools to deliver everying in one place.
Ready to level up your board meetings? See how Boardable creates dynamic board packets and simplifies your entire meeting cycle.
