What is the Notice of Meeting?


A notice of meeting refers to the official communication, written or electronic, that informs members and individuals of a company about an upcoming meeting. It serves as an invitation detailing the date, place, and agenda items of the meeting, ensuring that the participants are aware of the meeting and can prepare beforehand.  The notice of meeting may be legally required for formal circumstances like shareholder meetings, annual general meetings, or extraordinary general meetings.

The primary purpose of such notice is to set meeting expectations and encourage participation from members while fostering transparency and accountability with clear and specific information at hand.

Types of Meeting Notice

There are different types of meeting notices mandated for formal meetings, including:

What is the format of a notice of meeting?

Every notice of meeting follows a basic structure, ensuring its effectiveness. The main components of a meeting notice are:

  1. Title or Heading – It should display a clear title like “Board aMeeting Notice” or “Notice of Annual General Meeting”.
  2. Date and Time of the Meeting – The notice must specify the exact date and time of the meeting to prevent ambiguities and schedule conflicts.
  3. Venue – It must include the physical location of the meeting or platform used for virtual meetings.
  4. Purpose of the Meeting – The notice should provide a brief description of the meeting’s objectives.
  5. Agenda of the Meeting – This section should list the specific topics, resolutions, or any other business matters to be discussed in the meeting.

Notice of Meeting Sample

Provided the elements of the notice listed above, here’s a sample of a meeting notice.

Notice of Annual General Meeting

Date: 31 July 2025 |  11:00 AM

Location: Main Conference Room, 123 Corporate Plaza, New York (or via ConveneAGM – link to be provided)

RSVP: Confirm your attendance by 17 July 2025

Agenda:

  1. Opening Remarks
  2. Approval of Minutes
  3. Financial Reports
  4. Election of Directors
  5. Appointment of Auditors
  6. Other Business
  7. Closing Remarks

Please ensure that any proposed agenda items or questions for discussion are submitted by 10 July 2025. We look forward to your participation.

 

By Order of the Board,

Ben Smith

Corporate Secretary

ABC Corporation

How to write a good notice for a meeting?

Aside from using a template, below are some tips for formulating an effective meeting notice.

Got questions?

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