Notice of Meeting
A clear written notice stating purpose, date, time, location or virtual access, and record date for voting eligibility.
A thorough Business Document EGM reduces legal risk, ensures votes are valid, and documents corporate action for regulators and auditors.
Corporations, LLCs, nonprofits, and their corporate secretaries or general counsel usually prepare the EGM package and manage distribution.
External advisers such as corporate counsel, transfer agents, and registered agents often review or deliver notice to ensure statutory compliance.
| Field | Configuration |
|---|---|
| Signer Authentication | Email token or SMS code; use stronger KBA for high-risk votes |
| Delivery Method | Email, postal, or RON session depending on bylaws/state law |
| Template Use | Standardize notice and proxy templates to reduce drafting errors |
| Record Retention | Export signed PDFs and audit trails to secure storage |
A clear written notice stating purpose, date, time, location or virtual access, and record date for voting eligibility.
A sequential list of matters for consideration with precise wording for each proposed resolution or amendment.
A proxy form or electronic proxy process allowing designated individuals to vote on a shareholder’s behalf.
Language documenting quorum requirements and how quorum will be established and recorded during the meeting.
Current, vetted register showing names, shares held, and contact information used to verify voters.
Templates for minutes and signed resolutions capturing motions, votes, and final corporate action.
Choose platforms that support secure delivery, signer authentication, and an auditable certificate of completion.
| signNow | DocuSign | Adobe Sign | PandaDoc | HelloSign | |
|---|---|---|---|---|---|
| Starting Price | $8/user/mo | $15/user/mo | $14/user/mo | $19/user/mo | $15/user/mo |
| Free Trial | 7-day free trial | Varies by plan | Varies by plan | Varies by plan | Varies by plan |
| Bulk Send | Yes (Business Premium) | Yes | Yes | Yes | Varies by plan |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes | Yes | Yes | No | No |
| Envelope Cap | No cap | 100 envelopes/user/year | Varies by plan | Varies by plan | Varies by plan |
Check bylaws and state law for required advance notice
Board-set date that establishes eligible voters
Time by which proxies must be received to be counted
State filings for charter amendments may have statutory windows
File adopted amendments or certified resolutions as required
Draft and approve final notice documents before distribution.
Deliver via required channels and document timestamps.
Verify quorum, conduct votes, and record minutes.
Store signed packets, audit trails, and minutes securely.
Optica standardized electronic notices for investor meetings to reduce turnaround.
Property management used e-sign workflows to collect owner consents remotely.
| Setting | Recommended value |
|---|---|
| Authentication Level | Email token or SMS for routine; KBA for higher assurance |
| Document Format | Export signed files as PDF/A with embedded audit trail |
| Delivery Tracking | Enable delivery receipts and read confirmations |
| Bulk Distribution | Enable bulk send for notices where permitted |