What is the Notice of Meeting?

A notice of meeting refers to the official communication, written or electronic, that informs members and individuals of a company about an upcoming meeting. It serves as an invitation detailing the date, place, and agenda items of the meeting, ensuring that the participants are aware of the meeting and can prepare beforehand.  The notice of meeting may be legally required for formal circumstances like shareholder meetings, annual general meetings, or extraordinary general meetings.

The primary purpose of such notice is to set meeting expectations and encourage participation from members while fostering transparency and accountability with clear and specific information at hand.

Types of Meeting Notice

There are different types of meeting notices mandated for formal meetings, including:

• Annual General Meetings Notice – One of the most crucial meetings for companies, annual general meetings need to be communicated to shareholders in advance. The notice of AGM has to be sent as early as 21 to 30 days before the meeting date, depending on jurisdictions.
• Shareholder Meetings Notice – Similarly, any other shareholder meetings require a notice of at least 24 days before the actual meeting. This is due to the involvement of large groups of stakeholders with voting rights in making a decision.
• Board Meetings Notice – Meeting notices for board meetings detail strategic agenda on various business aspects, and are to be given a week before.

What is the format of a notice of meeting?

Every notice of meeting follows a basic structure, ensuring its effectiveness. The main components of a meeting notice are:

1. Title or Heading – It should display a clear title like “Board aMeeting Notice” or “Notice of Annual General Meeting”.
2. Date and Time of the Meeting – The notice must specify the exact date and time of the meeting to prevent ambiguities and schedule conflicts.
3. Venue – It must include the physical location of the meeting or platform used for virtual meetings.
4. Purpose of the Meeting – The notice should provide a brief description of the meeting’s objectives.
5. Agenda of the Meeting – This section should list the specific topics, resolutions, or any other business matters to be discussed in the meeting.

Notice of Meeting Sample

Provided the elements of the notice listed above, here’s a sample of a meeting notice.

How to write a good notice for a meeting?

Aside from using a template, below are some tips for formulating an effective meeting notice.

• Be clear and concise – Include only the essential information in the meeting notice. Avoid overly complex sentences and vague instructions.
• Be consistent with your brand – Consider aligning the format of your notice with your company’s brand guidelines.
• Use technology – For faster crafting and sending out, consider using tools like AGM software to create templated meeting notices and ensure timely distribution to members and shareholders.