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A Notice of Meeting is a document that notifies members or directors of a company about a meeting during the COVID-19 pandemic. Under the law, for a company meeting to be valid, a notice of the meeting must be circulated to all the participants of the meeting. Before the COVID-19 pandemic, organizations held their business meetings in person and at physical locations. However, due to the pandemic, some companies convene virtual meetings to limit the spread of the virus.
There are two categories of company meeting namely:
During these challenging times, it is important to maintain social distancing and avoid large gatherings as people are now encouraged to hold meetings online. Some online platforms to hold formal business meetings are Zoom, Skype, Google Hangout, and other online spaces. Therefore, this document is vital during the coronavirus crisis to limit physical contact. It also provides a convenient way to hold meetings in the comfort of homes and other conducive environments.
Under the law, general meetings must be held in Nigeria. However, it does not prescribe the means by which the meeting must hold. Therefore, if the Articles of Association of the company allow virtual meetings, the company can convene meetings by video conferencing. The usual practice is for one or more directors to be physically present at the location stated in the notice and other attendees calling in from various parts of Nigeria.
This document should be used to issue notice of an online board meeting or general meeting of a company. However, to cancel or postpone a company meeting, the Notice to Cancel or Postpone Meeting should be used instead.
How to use this document
This document is suitable for companies that wish to convene their company meetings online. However, if the company meeting will be held at a physical location and not virtually, the Notice of Meeting is more suitable for this purpose.
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 a shorter notice has been requested and agreed upon.
Note that this document may be sent to all the participants of the meeting either by letter or email.
The Companies and Allied Matters Act, 2020 applies to this document.
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