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A company, whether it is a small business or a large corporation, is required to hold an Annual General Meeting (AGM) of shareholders. As the name suggests, an annual meeting of shareholders is held once a year.

Annual meeting is held by the board of directors or owners of a company or corporation to discuss different aspects of business such as new projects, strategies, joint business ventures and selection of members of board of directors for the next year. These annual meetings are participated in by shareholders and partners apart from the existing board of directors and company’s CEO.

With a view to conducting an effective annual meeting, the secretary of the meeting must send prior notice to the shareholders who should be given ample time to prepare themselves for the discussions that will take place in the meeting.

Description of Annual Meeting Notice

Though a company or business organization is run by its directors, EO and managers, importance of the shareholders and stockholders cannot be soft-pedaled. More than often every company requires advice and support of shareholders and stockholders at one point or another. Their opinions are also solicited by the board of directors when the latter hold annual meeting to elect new members of the board or develop new strategies to grow their business and increase their profits.

With a view to inviting the shareholders and stockholders to attend the upcoming general meeting, the secretary of the meeting sends them Annual Meeting Notices along with the particulars of the meeting including its agenda, venue, time and date.

Each shareholder must be informed about the occurrence of annual meeting. The Annual Meeting Notice must be in writing and should be given to the shareholders by hand or post. Notice can be sent to them electronically, i.e. via email, in many cases.

Key elements to include in the notice to shareholders of annual meeting:

• Name of the owner(s) and director(s) in the company
• Names of the shareholders who are invited in the meeting
• Details of the meeting along with venue, time, date, duration
• The general nature of business and distinct agenda of the meeting
• Name of the Director or CEO of the corporation who will lead the meeting
• Name of the Secretary of the meeting with contact number

Sample Shareholders Annual Meeting Notices

Download this Sample Notice from OpenOffice

Download this PDF Sample Notice from PDFTemplates.org

Uses of Shareholders of Annual Meeting Notice

Though shareholders may have the information about the annual general meetings months prior to the actual day, there is a possibility that they might forget about the meeting. Their non-participation in the meeting will not go down well with the directors. Here comes the role of the meeting’s secretary who is responsible for informing all the shareholders about the date, time, location and agenda of the meeting. This will help the shareholders save the date and arrange their schedules. Ideally the Annual Meeting Notice shall be sent to the shareholder between 10 and 60 days prior to the date of the meeting. This will allow the shareholder to make informed decision whether or not they should attend. At the same time they won’t run the risk of forgetting about the meeting

This Annual Meeting Notice is used by the companies and corporations as formal letter to notify the shareholders about annual meetings.