The Nomination Acceptance Letter is a crucial corporate governance document used in Switzerland when appointing new board members or officers to a company. It serves as formal documentation of the nominee's acceptance and understanding of their role and responsibilities. This document is required for compliance with Swiss corporate law, particularly the Swiss Code of Obligations, and must include specific declarations regarding eligibility, conflicts of interest, and acceptance of duties. The letter typically accompanies submissions to the Swiss Commercial Registry and forms part of the company's official records. A well-drafted Nomination Acceptance Letter helps ensure smooth corporate transitions and proper documentation of board appointments, while also protecting both the company and the nominee by clearly outlining terms and acknowledgments.
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1. Letter Header: Full name and address of the nominee, date, and company details
2. Addressee Details: Name and address of the company or nomination committee
3. Reference Line: Clear reference to the nomination and position being accepted
4. Formal Acceptance: Express statement accepting the nomination to the specific position
5. Position Details: Specification of the role, including title and any specific committee appointments
6. Term of Office: Confirmation of the term duration and start date
7. Legal Declarations: Confirmations of eligibility under Swiss law, including no disqualifications or conflicts
8. Acknowledgment of Duties: Statement acknowledging understanding of responsibilities under Swiss law
9. Signature Block: Space for formal signature, printed name, and date
1. Regulatory Disclosures: Additional declarations required for regulated entities (e.g., financial institutions)
2. Committee Appointments: Acceptance of specific committee roles, if applicable
3. Compensation Acknowledgment: Confirmation of understanding of compensation arrangements, if required
4. Insurance Coverage: Acknowledgment of D&O insurance coverage, if provided
5. Contact Details: Nominee's preferred contact information for corporate communications
1. Personal Information Form: Standard form containing biographical and contact information for corporate registry
2. Declaration of Interests: List of other directorships and potential conflicts of interest
3. Qualification Certificates: Copies of relevant professional qualifications or certifications, if required
4. Identification Documents: Certified copies of identification documents for commercial registry purposes
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