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This document is a Notice of Annual General Meeting ( AGM ) to Members / Shareholders. This must be sent at least 21 clear days (depending on the jurisdiction) for an annual general meeting unless all of the members agree to a shorter notice.
Companies should hold an annual general meeting every year to approve the reports of the company and the election of directors and office holders. This is in addition to other company meetings held. Private companies, companies with a sole member, or where all the members agree, may opt out of an annual general meeting and approve the relevant matters through a written resolution instead.
This notice of AGM should be sent to all members at least 21 clear days for a special resolution unless all the members agree to a shorter period.
The notice should also contain a proxy form and instructions to appoint a proxy to vote in case the recipient cannot attend the meeting.
The copy of the resolution must be accompanied by an explanatory statement informing the members of the reason for the resolution.
The Company Secretary should sign the notice by the order of the board.