A Board Resolution For Rent Agreement is a crucial corporate governance document required when a company in Hong Kong intends to lease property. This document demonstrates compliance with both corporate governance requirements under the Companies Ordinance and real estate regulations. It should be used whenever a company plans to enter into a significant rental agreement that requires board-level approval. The resolution typically includes meeting details, attendance records, deliberations on the rental terms, and specific authorizations granted to execute the agreement. It serves as official evidence that the decision to enter into the lease was properly considered and approved at the board level, protecting both the company's interests and providing assurance to the landlord that the transaction has proper corporate authorization.
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1. Meeting Details: Specifies the date, time, location of the board meeting, and confirmation of quorum
2. Attendance: Lists all directors present at the meeting and those absent, including whether any directors attended virtually
3. Chairperson: Identifies the chairperson of the meeting
4. Background: Explains the context and business need for entering into the rental agreement
5. Key Terms of Rental Agreement: Summarizes the essential terms of the proposed rental agreement including property details, rental amount, tenure, and key obligations
6. Declarations of Interest: Records any declarations of interest made by directors in relation to the rental agreement
7. Board Considerations: Documents the board's deliberation of the rental agreement terms and commercial justification
8. Resolutions: Lists the specific resolutions passed, including approval of the rental agreement and authorization of specific persons to execute documents
9. Closure: Formal closing of the meeting and signature of the chairperson
1. Special Conditions: Include when there are unique terms or conditions in the rental agreement requiring specific board approval
2. Additional Authorizations: Include when specific additional powers need to be granted beyond standard rental agreement execution
3. Property Improvements: Include when the board needs to approve specific improvements or modifications to the rental property
4. Related Party Transactions: Include when the landlord is a related party requiring specific disclosure and approval
5. Financing Arrangements: Include when specific financing or payment arrangements need board approval
1. Draft Rental Agreement: Copy of the proposed rental agreement to be approved
2. Property Details: Detailed description of the property including address, floor plans, and photographs
3. Financial Analysis: Summary of rental costs, deposits, and financial implications
4. Company Secretary Certificate: Certificate confirming the resolution was properly passed
5. Powers of Attorney: If required, documents delegating authority to execute the rental agreement
Authors
Relevant legal definitions
Clauses
Relevant Industries
Real Estate
Retail
Financial Services
Technology
Manufacturing
Professional Services
Healthcare
Education
Hospitality
Logistics
Media and Entertainment
Construction
Relevant Teams
Legal
Corporate Secretariat
Finance
Compliance
Operations
Facilities Management
Administration
Real Estate
Risk Management
Relevant Roles
Chief Executive Officer
Company Secretary
Chief Financial Officer
Legal Counsel
Corporate Governance Officer
Facilities Manager
Real Estate Manager
Operations Director
Board Director
Managing Director
Compliance Officer
Administrative Director
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