Notice of General Meeting

What is a Notice of General Meeting?

A Notice of General Meeting is a formal notice to convene a meeting of the shareholders of a company.

A Notice of General Meeting must be sent at least 21 days ahead of the meeting for an annual general meeting, or at least 14 days for other meetings (unless the company’s Articles of Association provides otherwise).

A Notice of General Meeting must be sent to every shareholder and every director of the company.

How to write a Notice of General Meeting?

A Notice of general meeting starts with a salutation followed by the date and time of the general meeting. The agenda of the meeting should be clearly written in order to know the purpose of the meeting.

How to write the minutes of a meeting?

A minute is basically a set of records and agendas of the meeting. It acts as a source of information for those participants who were unable to attend the meeting. The important things to consider while writing a meeting minute are:

Date, time, and place of the meeting: It is very important to write clearly about the date, time, and venue of the meeting. This will help the meeting participants to prepare in advance and avoid misconfusion.

List of participants: While drafting a meeting minute, a list of all participants who are going to attend the meeting should be clearly written.

Agenda of the meeting: A well-written agenda or purpose in the meeting minute can help participants prepare better for the meeting which will also help to increase the overall productivity of the meeting.

Actions plans: For each agenda, well-written action plans and steps should be clearly written.

Next meeting information: information about subsequent meetings should be mentioned in the meeting minute to let participants know about the next meeting in advance.

What is the difference between a general meeting and an annual general meeting?

An Annual General Meeting (AGM) is a scheduled meeting that is conducted annually to discuss the overall growth of an organization, opportunities, and other routine tasks. The purpose of an AGM is to give company members the opportunity to ask questions, receive information, and meet with the directors. The date of the annual general meeting is fixed in advance whereas a general meeting is called to discuss urgent matters that need swift resolution. These kinds of meetings are called according to the situation and can take place a number of times throughout the year.

Conclusion

A Notice of General Meeting is given to shareholders to let them know about the reason for calling the meeting in advance. A general meeting is conducted normally to discuss urgent issues that need quick resolution and can take place according to the business situation and environment.

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