What is a notice of shareholder meeting?
A shareholder meeting is only valid if it was properly called. That means sending every shareholder entitled to attend a notice that says when and where it will be held, what business will be dealt with and the exact resolutions they will vote on, and how they can appoint a proxy. In a small private company it also helps to know for certain who received the notice, and sometimes to get shareholders' agreement to hold the meeting sooner than the normal notice period allows.
This template covers the meeting type, date, time and time zone, whether it is in person, online or both, the agenda, numbered resolutions marked ordinary or special, an optional record date, documents available, and proxy instructions with a deadline and return address. Each shareholder signs to acknowledge receipt, to agree to short notice, or to waive notice, with a clear note that short notice and waivers only work where the law and the company's constitution allow.
- Best for
- Private companies, small corporations and member organisations calling an AGM or general meeting
- Signed by
- The company secretary or a director, and each shareholder
- Shareholder response
- Acknowledge receipt, agree to short notice, or waive notice
- Length
- 1-2 pages
When to use a notice of shareholder meeting
- Calling a private company's annual general meeting
- Calling a general meeting to adopt new articles or approve a share issue
- Holding an urgent meeting with all shareholders agreeing to short notice
- Running a hybrid meeting with some shareholders joining online
- Keeping signed proof that every shareholder received the notice
What you fill in
17 blanks, then the name and email of each person who signs: company, shareholder.
1 The company
- Date of the notice*
- Company*
- Company registration number
- Shareholder*
2 The meeting
- Meeting* annual general meeting · general meeting · special meeting of shareholders · class meeting of shareholders
- Meeting date*
- Start time (with time zone)*
- Held* in person · online only · in person, with the option to join online
- Place
- How to join online
3 Business of the meeting
- Agenda (business other than resolutions)
- Resolutions to be proposed*
4 Voting
- Record date
- Proxy appointments must be received by*
- Send proxy forms to*
- Documents available
5 Shareholder's response
- The shareholder is asked to* acknowledge receipt of this notice · agree to the meeting being held on shorter notice · waive notice of the meeting
6 Who signs
- Company signature and date, job title · The company secretary, or a director signing on the board's behalf.
- Shareholder signature and date · Send one copy to each shareholder. A corporate shareholder's authorised representative signs for it.
What the notice of shareholder meeting covers
- Business of the meeting
- Who may attend and vote
- Proxies
- Shareholder's response
Using the notice of shareholder meeting, step by step
1 Enter the company and shareholder
Add the company and its number, and the shareholder this copy is for. Prepare one copy for each shareholder.
2 Set the meeting details
Choose the meeting type, enter the date and time with the time zone, and say whether it is in person, online or both, with the place or joining details.
3 List the business
Add the agenda and number each resolution, marking it ordinary or special and quoting it in full. List any documents shareholders can see.
4 Explain voting and proxies
Add a record date if you use one, the proxy deadline and where proxy forms go.
5 Choose the response and send
Ask the shareholder to acknowledge receipt, agree to short notice or waive notice. Each signed copy is filed in your vault with the company's meeting records.
Tips before you send it
- Check the notice period in your company law and constitution before setting the date. Count clear days if your rules require it.
- Quote special resolutions word for word. Most rules do not let you change their substance at the meeting.
- Send a proxy form with the notice, so shareholders who can't attend can still vote.
- Short notice usually needs agreement from a set majority of shareholders, or all of them. Track who has signed before relying on it.
Sign it online in minutes
- Fill in the blanks. Names, dates and amounts go straight into the agreement — the preview shows exactly where.
- Name who signs. Tick “This is me” for your own part. FileIt builds the PDF with every signature, date box on the right line, and you can check or move anything before sending.
- Send it. Each signer gets a secure link and signs from any device — no account needed. The signed PDF, with an audit trail and a Certificate of Completion, is filed in your vault and emailed to everyone.
Notice of shareholder meeting: frequently asked questions
How much notice do shareholders need?
It depends on the country, the type of company and its constitution. Notice periods of 14 or 21 days are common for private companies, and public companies often need more. Check your rules; the template doesn't set a period.
What's the difference between agreeing to short notice and waiving notice?
Agreeing to short notice accepts a notice shorter than normal. Waiving notice gives up the right to notice altogether. Which one is available, and how many shareholders must agree, depends on your law and constitution.
Does signing the notice count as a vote?
No. The acknowledgement says signing only confirms receipt and does not record a vote or appoint a proxy. Shareholders vote at the meeting or by proxy.
Can shareholders sign online?
Yes. Each shareholder gets a link by email and signs in the browser. FileIt keeps an audit trail of when each one viewed and signed it.