Notice of Meeting of a Company

A Notice of Meeting of a Company is a document informing the members of a company about an upcoming meeting. This document specifies the date, time and place of the meeting, and the agenda of the meeting. The persons entitled to attend this meeting include every member, director, company secretary, auditors of the company and holders of shares that have been transferred or transmitted. Generally, there are three types of members' meetings, namely:

• Annual General Meeting: Every company is required to hold its first annual general meeting within 18 months of incorporation and also hold subsequent meetings at least once every year.

• Extraordinary General Meeting: This is a meeting that can be convened at any time when the members or directors deem it necessary. Any member of the company can convene this meeting, provided that such member or members hold at least one-tenth of the paid-up capital or one-tenth voting rights of the company. Also, any director can convene this meeting.

• Statutory Meeting: Every public company is mandated by law to hold a statutory meeting within 6 (six) months after incorporation. The importance of this meeting is to consider the statutory report. Note that only public companies are mandated by law to hold this meeting.

The notice of all general meetings must be issued by the company secretary 21 (twenty-one) days before the meeting, except a shorter notice has been requested and agreed upon by the member or members holding at least 95 percent value of shares or voting rights in the company. The Meeting Minutes and Company Resolution are also available for download.

Note that this document conforms with the provisions of the new Companies and Allied Matters Act, 2020.

How to use this document

This document can be used by a company whose members intend to hold a meeting. After completing this document, the company secretary should sign this document and circulate this document to all the persons entitled to receive the notice. Note that this notice must be circulated 21 (twenty-one) days before the meeting, except if a shorter notice has been requested and agreed upon. Where the members of the company accept a shorter notice, a Waiver Letter must be signed by them.

Applicable law

The Companies and Allied Matters Act, 2020 applies to this document.

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