Draft an email asking neighbours to stand as directors, to go out before the AGM

One poster in the forum thread says a self-managed block should make sure it always has enough volunteer directors, with several elected and re-elected at each AGM, and calls it always difficult to find and keep enough. A short, honest, friendly email that says what the role involves, how much time it takes and what help there is gets more replies than a notice on the stairs. AI can draft that email and a one-page role description from your own facts. It cannot say how many directors your company needs or how they are appointed: that is in your articles, and the register of members and neighbours' addresses stay out of the tool.

A free AI chat tool, then your own email or messaging app

Steps

1. Read the part of your articles on the number of directors, how they are appointed and retire, and write the figures in your notes by hand.
2. Write down honestly what the role involves in your block: how many meetings a year, roughly how many hours a month, which tasks the managing agent or accountant does, what training or support is on offer, and whether directors' insurance is in place (ask your agent or broker if you are not sure).
3. Paste your facts and the AGM date into the prompt. Do not paste any member names, flat numbers, email addresses or the register of members.
4. Read the draft, delete any promise you cannot keep, and ask your managing agent or accountant to check the paragraph about directors' insurance and liability, or leave it out.
5. Send the email yourself, from your own email, to the members, with their addresses in the 'bcc' line so they cannot see each other's.
6. Ask your accountant or the Companies House guidance how and when to tell Companies House about any new or leaving director. A new director must verify their identity with Companies House before they can be appointed, and existing directors must do it by the company's next confirmation statement within the transition period (ends 17 Nov 2026). Diarise both.

The exact prompt

I am a volunteer director of a residents' management company or right to manage company for a block of flats in England or Wales. Using ONLY the facts below, draft a short, friendly email asking residents to consider standing as directors at the AGM, and a one-page role description.
You must NOT state how many directors the company needs, how they are appointed or removed, what legal duties or liability they have, or what insurance covers: use only what I give below, and put [CHECK] where I have not given a fact. Do not say there is no risk and do not pressure anyone. Do not use any names.
Our company: [text]. AGM date, time and place: [text].
How many directors our articles say we need and how they are appointed, copied by me: [text].
What the role involves in practice (meetings per year, hours per month, tasks the agent or accountant does): [text].
Support available (managing agent, training, a handover note, shadowing a current director): [text].
What I have been told about directors' insurance, from my agent or broker (or 'not yet confirmed'): [text].
Produce: (1) an email of no more than 200 words, warm and honest, with a clear way to say yes or ask questions and a date to reply by; (2) a one-page role description with headings: what the role is, time needed, what the agent and accountant do, support, how to put your name forward; (3) a list of every [CHECK] and anything in my facts that sounds like a legal claim, for me to check.