Every organization holds meetings. While the daily meetings don't require a formal written notification, others do. Those require a Notice of Meeting.
There are rules about how you should use a Notice of Meeting. It will help a corporation or organization get all the intended attendees to turn up at the meeting.
A corporation uses a Notice of Meeting to hold an annual general meeting where the shareholders or directors meet to make decisions and discuss future activities.
In most cases, statutory laws or the company's by-laws require an annual meeting. Among them, public companies must hold statutory meetings every six months and use a Notice of Meeting to announce a meeting.
Companies often choose to schedule these meetings in advance, so the attendees have prior knowledge. In practice, the Notice of Meeting is more commonly used in the event of an extraordinary or unique meeting.
These meetings are usually scheduled when there is a need to pass a special resolution or hold an urgent vote, such as electing a new member of the board of directors.
Depending on your state, a Notice of Meeting may also be known as:
Notice of a General Meeting
Notification of Meeting
Public and private companies may need a Notice of Meeting from time to time. Some meetings may be too important or formal to rely on email or verbal notifications.
To this end, the Notice of Meeting has a particular outline to better inform all relevant parties about the meeting.
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Your Notice of Meeting must be clear and accurate. By just submitting a few details, you can rely on 360 Legal Forms to generate an effective Notice of Meeting that meets all requirements.
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To create your document, please provide:
Company name: The legal name of the company and the state where it was established.
Type of meeting: Specify if it's an annual meeting, special meeting, or something else.
Time and location: The address, date, and time of the meeting.
List of participants: The group of individuals to be notified about the meeting. For example, shareholders and the board of directors.
Purpose of the meeting: The agenda of what will be discussed at the meeting.
Notice date: The date of the Notice of Meeting.
Sender signature: The company's representative who will be signing and sending the notice.
Shareholders: Individuals or entities owning shares in the company
Board of Directors: Those hired by the shareholders to act on their behalf
Meeting Minutes: A record of everything happening in an official meeting
Revenue: A company's annual receipts
Corporate by-laws: The internal rules adopted by a company
Motion: A proposed action during a meeting
A designated company representative prepares and signs the Notice of Meeting. Beyond that, there's no need to authenticate the document further. Notarization is not required.
After the Notice of Meeting is signed, copies of it will be distributed to the meeting participants. As a rule, they should receive the Notice of Meeting at least 21 days before the meeting's date. Furthermore, the notice is to be sent with recipient confirmations.
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