Notice of meeting template
A notice of meeting is the formal document that calls a meeting. It tells the people entitled to attend when and where the meeting will be held, how they can take part, and what business will be considered. A clear notice protects the validity of the decisions taken, because a meeting convened without proper notice can be open to challenge.
What the notice does
The notice serves two purposes. It convenes the meeting, and it informs those entitled to attend of the business so they can prepare and decide whether to participate. For a members meeting, the notice must give members enough information to decide how to vote, which is why the exact wording of any special resolution is set out in full. For a board meeting, the notice is usually shorter and accompanied by the agenda and board pack.
Members meetings and special resolutions
A members meeting calls for particular care. Where a resolution is to be proposed as a special resolution, the notice sets out an intention to propose it as a special resolution and states the resolution in full. The notice period and the manner of giving notice depend on the company type and its constitution. Setting out the business precisely means members are not asked to decide something they were not told about.
Key fields in the template
- Company or organisation name - Meeting type (board, members, or annual general meeting) - Date, time, and place or method of attendance - Who the notice is given to - The items of business in order - The full wording of any special resolution - Proxy information for a members meeting where proxies are allowed - The date of the notice and who gave it
A sample structure
Notice is given that a meeting of [the directors / the members] of [Organisation] will be held on [date] at [time] at [place or method].
Business:
1. [Item] 2. [Item] 3. Special resolution: "That [exact wording]."
Dated [date]. By order of the board, [name], company secretary.
Good practice
Give notice in the manner and within the period required by the company type and the constitution. State the business clearly and completely, and set out special resolutions word for word. Keep a record of when and how the notice was given, because that record supports the validity of the meeting. Where proxies are allowed, include the proxy form and the deadline for lodging it.
Generate this in Quorum
Quorum builds the notice from the meeting record, lists the items of business, carries through special resolution wording, and records when and how the notice was given. It supports your obligations by keeping the notice, the agenda, the board pack, and the minutes together for the same meeting. This helps you comply and never miss a notice deadline. The organisation remains responsible for compliance.
Part of the Cohiva platform
Quorum is part of the Cohiva platform. Learn more at [www.cohiva.com](https://www.cohiva.com). When a resolution carried at the meeting needs signing, [Cohiva Sign](https://www.cohiva.com) provides e-signatures on board resolutions.