Last revision: 03/03/2023
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A Notice of Meeting is a document used to notify certain persons of a scheduled meeting. It can be used for regular (annual) or special meetings of the stockholders or board of directors of a stock corporation or the members or board of trustees of a non-stock corporation.
A Notice of Meeting informs the recipient of the date, time, and place of the meeting. If the meeting is for the stockholders or members of the corporation, the meeting should be held in the city or municipality where the principal office of the corporation is located. If practicable, it should be held in the principal office of the corporation. If the meeting is for the board of directors or the board of trustees, the meeting may be held anywhere in or outside of the Philippines, unless the by-laws of the corporation provides otherwise.
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The user should enter all the information required to complete the document.
Once the document is completed, it should be printed and signed by the person indicated as the signatory. A paper with the company logo can be used. Once signed, the notice should be sent to all person entitled to be notified under the by-laws of the corporation.
Under the Revised Corporation Code, the written notice for regular meetings of stockholders or members should be sent at least twenty-one (21) days prior to the meeting, unless a different period is required by the by-laws, law, or regulation, while the written notice for special meetings should be sent at least one (1) week prior to said meeting. If the meeting is for the board of directors or board of trustees of the corporation, the written notice should be sent at least two (2) days prior to the scheduled meeting, regardless of whether the meeting is regular or special, unless otherwise provided for in the bylaws.
The notice should be sent to all stockholders or members of record by electronic mail or such other manner as the Securities and Exchange Commission may allow under its guidelines.
The Revised Corporation Code of the Philippines, among other laws, provides the general rules for notices for meetings of corporations. However, the by-laws of the corporation may also provide rules specific to the corporation. Opinions from the Securities and Exchange Commission may also be referenced for the interpretation on the application of the rules provided by the different applicable laws.
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Other names for the document: Notice of Meeting for Stockholders, Notice of Meeting for Stockholders of a Stock Corporation, Notice of Meeting for Board of Directors of a Stock Corporation, Notice of Meeting for Members of a Non-Stock Corporation, Notice of Meeting for Board of Trustees of a Non-Stock Corporation