Declaration of director’s interest in Existing Transaction

What is a declaration of director’s interest in existing transaction and when should you use it?

This letter declaration is a director’s declaration of interest in relation to an existing transaction or arrangement with the company.

The Companies Act 2014 places a requirement on directors to declare their interest (direct or indirect) in any existing transaction or arrangement that has been entered into by the company.

This declaration can be made in one of three ways:

• at a meeting of the directors, or
• by notice in writing , or
• by general notice .

The declaration must be made as soon as reasonably practicable and if a declaration proves to be, or becomes inaccurate or incomplete, a further declaration must be made.

Note that notice in writing is not required if and to the extent that the interest has been declared by general notice. 

This template covers the giving of the declaration notice in writing.

A declaration of an interest of which the director is not aware, is not required.

For this purpose a director is treated as being aware of matters of which he/she ought reasonably to be aware.

A director need not declare an interest in the following circumstances:

• if it cannot reasonably be regarded as likely to give rise to a conflict of interest;
• if the other directors are already aware of it (and for this purpose the other directors are treated as aware of anything of which they ought reasonably to be aware); or
• if it concerns terms of his/her service contract that have been or are to be considered by a meeting of the directors, or by a committee of the directors.

The director in question must send the notice to the other directors.

The notice may be sent in hard copy form or in electronic form (if agreed by the other directors).

The notice may be sent by hand or by post, or by electronic means (if agreed by the other directors).

The declaration will automatically form part of the proceedings at the next board meeting after the declaration is given.

To find out more about the process check out our guide on handling directors interests