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Annual meetings are required by law for registered corporations but not for limited liability companies (LLCs). Even so, as an LLC owner, you might still want to hold an annual meeting to make sure your fellow owners are all on the same page and to get many aspects of your business in order.
The notice of meeting should include a clear reference to shareholders' rights to appoint a proxy, or where the constitution so provides, to cast a direct vote. Voting forms should be drafted to ensure shareholders clearly understand how the chairperson of the meeting intends to vote undirected proxies.
A waiver of notice is a written acknowledgment from people eligible to attend a company meeting stating that they are giving up their right to receive formal notice of the meeting.
Corporations that don't consistently hold annual meetings may need to hold one without notice. The waiver of notice form is needed in order to document that all stockholders agree to the actions taken during the meeting, even though they may not have been present during it.
However, if the corporation is a regulated management company, a meeting of shareholders shall be held as required by the Federal Investment Company Act of 1940 ( 15 U.S.C. Sec. 80a-1, et seq.). Any other proper business may be transacted at the annual meeting.
A notice of meeting letter is a document that informs a group of people when and where their company is holding an assembly. These letters effectively communicate the meeting's information so that the recipients know when the meeting occurs.
Even though the corporation is legally required to notify shareholders of the annual meeting, stockholders may opt out of receiving notification of the meeting by signing a waiver of notice form. Essentially, shareholders are telling the corporation that they no longer wish to be notified of future annual meetings.