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Notice of Meeting of a Company Fill out the template

Notice of Meeting of a Company

Last revision
Last revision 03/08/2019
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Formats Word and PDF
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Size 1 page
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Last revision: 03/08/2019

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Notice of Meeting of a Company

A Notice of Meeting of a Company is a document informing the members or directors of a company about an upcoming meeting. This document specifies the date, time and place of the meeting and the general nature of the business to be transacted at the meeting. 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.

The notice of meeting 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.


How to use this document

This document can be used by a company whose members or directors intend to hold a meeting. After filling this form, the company secretary must 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. 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, 2004 is the applicable law.


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