When large organizations schedule an annual meeting, they need to send a meeting notice at least a couple of weeks before the scheduled date. Regardless of their staff strength, the organization will find it impossible to contact every shareholder to request him or her to attend the meeting. A better option will be to publicize a meeting notice which would be viewed by most people that intend to attend.
Corporates find it convenient to send out a meeting notice for members of their board especially when they need to have members of different departments meeting to sort out any issues which may have crept up. It is again a method to inform the members to prepare in advance and to provide answers to any questions which may be raised.
Meeting notices are generally formal invitations to members of the staff and in some cases even individuals from external sources. This is especially the case when large corporate’s are considering expansion or even reducing their presence in the corporate world.
Corporate’s that are considering holding a meeting with multiple individuals and need to send out meeting notices and can find templates for the meeting from online sources which will be easy to use. They need to download the template and customize it according to their requirements and send them to the recipients.
Creating a meeting notice is not a difficult task, and most corporate’s except new entrants will be aware of how they should be drafted. Suggestions are made to new entrants to incorporate the following information in a meeting notice if they are creating one for the first time.
Table of Contents
Key Features Of A Meeting Notice Which Must Be Incorporated
- The corporate must include information about the type of meeting which they propose to hold. They must specify whether it is an annual meeting, employee meeting, public meeting or a general meeting notice.
- While an annual meeting does not need to be addressed to any individual meetings of other types will definitely need to be addressed either to departments and other entities who may be invited.
- The meeting notice must always be in a formal language.
- The name of the individual calling for the meeting, the agenda, and any other information needs to be discussed should be provided in the meeting notice.
- The meeting notice should be prepared and dispatched at least 15 days prior to the meeting [date.]
Example of Meeting Notice 1
Name: [Name of Organization Sending the Meeting Notice]
Subject: Notice of Special Meeting Of the Board of Directors Of [Name of Organization]
Notice is hereby provided that the Board of Directors of [name of organization] will be holding a special meeting on [day, date and time of the meeting] at the [place of the meeting] in [the city of the meeting]. The purpose of the meeting is to consider the agenda for the special meeting and a copy of the same is attached to this letter.
This notice is provided on the order of [name of the individual calling for the meeting] chairperson of [name of the organization].
Dated: [the date on which the meeting notice was issued].
Notice of this special meeting has been posted and mailed on [date of the posting or mailing of the notice].
Example of Meeting Notice 2
From: The Management of [Name of Organization],
Subject: Notice of A Committee Meeting
The management of [name of organization] will hold a policy committee meeting on [day, date and time of meeting] in the conference room of our facility in [address, the name of city and state]. The management requests all concerned to attend the meeting and share views of the policies being implemented by the organization.
Notice issued by [signature of the secretary of the organization]
[name of the secretary of the organization]
To Review the board policies and the bylaws.
Example of Meeting Notice 3
From: [Name of Organization],
Subject: Notice of Annual General Meeting
Notice is hereby provided that the annual general meeting of shareholders of [name of organization] will be held at [name of the venue] on [day, date and time] of the meeting. The agenda for this meeting is as follows:
• This meeting is being held to receive and consider the annual report as well as the financial statements from the auditor’s report for the year ending [period].
• To elect or re-elect existing directors of the organization for another term.
• To pass a resolution on the remuneration of non-executive directors of the organization for the year ahead.
• To discuss any other business issues which may be proposed before or during the time of the meeting.
Shareholders are requested to attend this meeting to provide any or all views they have about the agenda mentioned above.