Use case
Dividend vouchers
Send a director the board minute declaring a dividend and a voucher for each shareholder, in one pack. The director signs on their own device, each shareholder can receive their own voucher, and you keep the signed paperwork with an evidence record.
A voucher for every dividend, signed and on file
Owner-managed companies often pay their directors and shareholders by dividend, sometimes several times a year. Each dividend usually comes with a board minute or written resolution declaring it and a voucher for each shareholder showing the amount paid.
The vouchers are easy to prepare and easy to leave unsigned. They are then hard to find when a shareholder needs the figures for their self assessment return, or when someone asks later how a payment was treated.
Sending the minute and vouchers as one pack means a director signs them close to the date the dividend was declared, each shareholder gets their copy, and everything is stored in one place.
Minute and vouchers together
The decision and a voucher for each shareholder in one pack
Per-shareholder access
Each shareholder sees their own voucher, not anyone else's
Kept with the client
Signed copies and the evidence record on the client record
A typical dividend workflow
Example: Interim dividend, Ashby & Rowe Ltd
4 documents · 1 signer · 2 view-only
- 01Board Minute, 14 September 2026.pdf1 pages
- 02Dividend Voucher, M Ashby.pdf1 pages
- 03Dividend Voucher, K Rowe.pdf1 pages
- 04Management Accounts to 31 August.pdf6 pages
Recipients
- Mark Ashby (Director)Signed
- Kate Rowe (Shareholder, view only)Awaiting
- 01
Prepare the paperwork
Draft the minute or resolution declaring the dividend, a voucher for each shareholder, and attach the figures the directors relied on. Save the set as a template if the client pays dividends regularly.
- 02
Add the director and shareholders
Add the director who signs for the company. Add shareholders as view-only recipients and give each one access to their own voucher only.
- 03
Place fields and send
Add signature and date fields to the minute and to each voucher. If more than one director signs the minute, send everyone at once or in order.
- 04
File the signed pack
When the pack completes, download the signed minute, vouchers and evidence record and keep them with the company's records.
Check the articles: how dividends are declared and recorded depends on the company's articles of association and the Companies Act 2006, and making sure there are enough distributable profits is the directors' responsibility. PractiSign provides simple electronic signatures with an audit trail. It does not give tax or legal advice or check whether a dividend was validly declared.
Dividend voucher questions
Who signs a dividend voucher?
Usually a director, or the company secretary where there is one, signs on behalf of the company. Check the company's articles and its own procedures, and add whoever needs to sign as a recipient.
Can I send vouchers to several shareholders in one pack?
Yes. Prepare a voucher for each shareholder and include them all in the pack. The director signs every voucher, and each shareholder can be added as a view-only recipient who sees their own voucher only.
Should the vouchers be kept with the board minute?
Many practices keep the minute or resolution declaring the dividend, the vouchers and the figures the directors relied on together. Sending them as one pack means they are signed and stored together, with one evidence record.
Why do shareholders need a copy of their voucher?
A voucher records the dividend paid to that shareholder, and shareholders often use it when completing their self assessment tax return. Each shareholder can download their copy once the pack is signed.
Does PractiSign check that the dividend can be paid?
No. Whether a company has enough distributable profits to pay a dividend is a matter for its directors, who may want to take advice. PractiSign records who signed what, and when. It does not give tax or legal advice.