NOTICE

The first step in convening a meeting is sending a notice. A notice is a writing intimation of the date, time, place and the business to be transacted at the meeting to all persons who are entitled to get it. The notice is sent by the secretary of the association or company and it can be posted or inserted in the newspapers in the form of an advertisement.

The notice of a meeting must be sent a certain number of days before the meeting is held so as to enable the persons attending the meeting to have some time to think about the matters to be considered and decided at the meeting. Notices should therefore be sent at least two weeks in advance. Incase of company meetings the usual prescribed period is 21 days.

Points to be noted about issuance of notice:

The notice should be issued by a competent authority like the secretary after obtaining proper authority from the managing committee or board of directors.

It must be sent to all members, without exception, and also to others like auditors who are under the rules entitled to attend the meeting.

The place that is mentioned in the notices, where the meeting is to be held, should be one that is convenient for all to attend. The time should also be convenient for all.

 

Contents (Format) of the notice

The type of meeting – annual general, statutory or extraordinary meeting of the general body or meeting of the Board of Directors or managing committee or sub committee.

The date, time and place of the meeting.

The business to be transacted at the meeting.

A brief agenda.

Specific resolution if received by the secretary from members.

Other announcements, explanatory statements, etc.

 

Sample notice 1

Members of the Youth Movement are hereby informed that the Annual General Body Meeting of the Youth Movement will be held at The Backyard Hall, on 27^th February 2022, at 6 pm. All members are requested to attend.

Secretary. 

 

Sample Notice 2

Notice is hereby given that the 12^th Annual General Meeting of the A. C. Cement Company will be held on Friday, March 10^th 2022, at 5 pm at the Asiatic Society Hall, Mumbai.

Secretary.