How to create a Proxy Notice

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What is a Proxy Notice?

If you are a shareholder and you cannot attend an Annual General Meeting of the company in person, you may authorise someone else to attend and vote at that meeting on your behalf. To do this, you will require a Proxy Notice.

A Proxy Notice should give the proxy instructions on how to vote at the AGM, i.e. whether to vote in favour of or against each proposed resolution to be decided at the Annual General Meeting or, in default of instructions, to exercise the proxy’s discretion in respect of each resolution.

The Proxy Notice must be received by the company prior to the Annual General Meeting. You should check the Articles of Association of the company to determine when the Proxy Notice should be received by the company

Key points included

When drafting a Proxy Notice, it is important to focus on a number of key clauses, in particular:

  • Details of the shareholder;
  • Details of the company holding the AGM;
  • Details of the AGM;
  • Details of the proxy; and
  • Whether the shareholder will give the proxy specific instructions on how to vote at the AGM or will give the proxy general discretion.