Cancellation of Company or Board of Directors Meeting Due to the COVID-19 or Coronavirus Pandemic

The Letter is used to cancel or postpone a company or board meeting due to the coronavirus outbreak. It states that the scheduled meeting will not hold as planned and specifies the new date, time, and place of the meeting. This document should be sent if a Notice of the Meeting has been sent to the members or directors of the company, and the meeting will not take place on the scheduled date.

Due to the coronavirus outbreak, the activities of many persons have been disrupted as businesses have shut down, and the gathering of more than 20 persons, prohibited to limit the spread of the virus. Consequently, company meetings will be cancelled or postponed.

There are two categories of meeting namely:

• Meeting of the board of directors: This is the meeting the board of directors hold to discuss certain issues relating to the running and management of the company.
• Meeting of the members of the company: This is the meeting the members of a company usually hold. 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. Under this category, there are three types of meeting, 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 the meeting that can be convened at anytime where 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 a period of 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.

How to use this document

In this document, the full names and addresses of the company that is cancelling or postponing the meeting, the date the meeting was scheduled to hold, the new date, time, and place of the meeting will be required.

After completing the document, it should be printed and signed by the company secretary. After this, the company secretary should send one signed copy to the recipient either by letter or email and keep one copy for record purposes.

Applicable law

This document complies with the provision of the new Companies and Allied Matters Act 2020.

How to modify the template

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