Notice of Special Meeting of Board of Directors - Corporate Resolutions
What this document covers
The Notice of Special Meeting of Board of Directors is a formal document used by corporate secretaries to inform board members and necessary parties about the details of a special meeting. This form is essential for ensuring that all required individuals are notified of the meeting's date, time, and location, thus facilitating proper corporate governance. Unlike regular meeting notices, this notice specifically addresses special meetings that may require immediate and distinct attention from board directors.
Main sections of this form
- Name and address of the recipient(s)
- Date and time of the special meeting
- Location of the meeting
- Signature of the corporate secretary
- Company seal, if applicable
When to use this form
This form should be used when the board of directors needs to hold a special meeting that is not scheduled during the regular meeting cycle. Situations may include pressing matters requiring immediate decisions, such as major financial transactions, changes in corporate governance, or other critical issues needing the board's attention.
Intended users of this form
- Corporate secretaries responsible for organizing board meetings
- Members of the board of directors needing to be informed about special meetings
- Corporate executives involved in managerial decisions
Completing this form step by step
- Identify the recipient(s) by entering their name and address of record.
- Specify the date and time of the meeting in the designated fields.
- Provide the meeting location, including complete address details.
- Include the date of the notice and the signature of the corporate secretary.
- If required, attach the company seal to the document.
Does this form need to be notarized?
In most cases, this form does not require notarization. However, some jurisdictions or signing circumstances might. US Legal Forms offers online notarization powered by Notarize, accessible 24/7 for a quick, remote process.
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Make edits, fill in missing information, and update formatting in US Legal Forms—just like you would in MS Word.
Download a copy, print it, send it by email, or mail it via USPS—whatever works best for your next step.
Sign and collect signatures with our SignNow integration. Send to multiple recipients, set reminders, and more. Go Premium to unlock E-Sign.
If this form requires notarization, complete it online through a secure video call—no need to meet a notary in person or wait for an appointment.
We protect your documents and personal data by following strict security and privacy standards.
Common mistakes
- Failing to include the full name and address of all recipients.
- Not providing a clear date and time for the meeting.
- Omitting the meeting location, which can lead to confusion.
- Not signing the form, which may render it invalid.
Benefits of using this form online
- Convenient download and storage for easy access.
- Editability to tailor the form to specific meeting details.
- Reliability as the forms are drafted by licensed attorneys to ensure legal compliance.
What to keep in mind
- The Notice of Special Meeting is crucial for notifying board members of urgent meetings.
- Ensure that all details are correct to maintain compliance with corporate governance.
- Using this form online offers convenience and peace of mind with reliable templates.
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FAQ
If the special meeting is an executive or emergency meeting, notice requirements are different. Calling the Meeting. Unless otherwise provided in the articles or bylaws, board meetings may be called by the president or any vice president or the secretary or any two directors.
An AGM for a public company requires 21 clear days' notice; all other meetings a private company AGM (if held) and all other general meetings only need 14 clear days.
At a special meeting, members can discuss only the business that was stated in the notification (which is referred to as the call to the meeting). If some emergency business is transacted for which no notice was given, the organization must ratify that business at a regular meeting or at another special meeting.
Format the resolution by putting the date and resolution number at the top. Form a title of the resolution that speaks to the issue that you want to document. Use formal language in the body of the resolution, beginning each new paragraph with the word, whereas.
The bylaws typically state who can call a board meeting; this is usually the board chair or board president. About a week before the meeting, the board secretary should ask board members for any items that they want added to the agenda.
Special meetings are unscheduled meetings called from time to time by the Board for a specific purpose. Special meetings usually address issues that need immediate attention or that need more time and discussion than can be handled in routine Board or annual meetings.
Board resolutions should be written on the organization's letterhead. The wording simply describes the action that the board agreed to take. It also shows the date of the action and it names the parties to the resolution.
It should be under proper authority. It should state the name of the organisation. It should state the day, date, time, and place. It should be well in advance. It should state the purpose and, if possible, the agenda. It should carry the date of circulation and convener's/secretary's signature.
The purpose of board meetings is for the directors to talk about any issues that the company is facing, review the company's performance and discuss new policies to be enacted.
