Can I use an electronic signature?

Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and state UETA laws when intent, consent, attribution, and retention are satisfied. Verify any statutory exceptions and ensure corporate bylaws permit electronic execution.

Is notarization required for the authority?

Not usually. Notarization is typically unnecessary unless corporate bylaws or state law demand it for a specific delegation. When notarization is needed, remote online notarization (RON) is an option where state law permits; confirm requirements with the state notary authority.

Who can be authorized to call an EGM?

A named director, officer, committee, or designated agent may be authorized consistent with bylaws and shareholder agreements. Use exact legal names and titles to match corporate records and consider an acceptance clause for delegated parties.

How do I revoke a delegated authority?

Revoke by executing a written revocation, recording it in board minutes, and delivering notice per the original authority's notice method. Retain proof of revocation and any communications for the required retention period.

What records should I keep after the EGM?

Retain the signed authority, board resolution, notices, proofs of delivery, and meeting minutes for the term plus federal retention minimums. Follow IRS retention rules (IRC §6501(a)) and any industry-specific requirements such as HIPAA where applicable.

What if bylaws and the authority conflict?

Internal governing documents generally control. If the authority conflicts with bylaws or shareholder agreements, reconcile by amending bylaws or obtaining a shareholder resolution. Legal review is recommended to avoid invalidation or challenges.

Electronic Signature
Templates
Miscellaneous
Meeting Authority to Call EGM

Meeting Authority to Call EGM

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

MEETING AUTHORITY TO CALL EGM

WHEREAS

Company Name: (the "Company") is a corporation duly organized and existing under the laws of ;

The Board of Directors / Shareholders: , by resolution dated , have determined that it is necessary and desirable to call an extraordinary general meeting of members/shareholders (the "EGM") for the purposes set forth herein;

The Company desires to appoint an authorized representative to take all actions necessary to give notice of, arrange, convene and administer the EGM in accordance with applicable law, the Company's articles and by-laws and any relevant shareholder agreements.

AUTHORITY GRANTED

The Company hereby appoints: Authorized Representative: , in the capacity of , to act as its agent with full authority to call, give notice of, convene and conduct the EGM, including but not limited to: determining the date, time and place of the EGM; preparing and distributing notices and agendas; arranging necessary facilities and services; receiving and tabulating proxies and ballots; and taking any other actions reasonably necessary to effectuate the intent of this instrument. This authority shall be exercisable until .

SCOPE OF WORK

The Authorized Representative will perform the following services (describe fully and attach additional pages if necessary):

PAYMENT TERMS

Fee Amount Payment Schedule Late Payment

TERM AND TERMINATION

This authority commences on Start Date: and terminates on End Date: , unless earlier revoked in accordance with this section.

Either party may terminate this authority for convenience by providing written notice a minimum of days prior to the intended termination date. Termination shall not relieve the Company of payment obligations for services performed prior to the effective date of termination.

CONFIDENTIALITY

The Authorized Representative shall keep confidential all non-public information obtained from the Company in connection with the exercise of this authority ("Confidential Information"). The Authorized Representative shall not disclose Confidential Information to any third party except as required by law or with the prior written consent of the Company. The Authorized Representative shall use Confidential Information solely for the purposes of performing the duties set forth in this instrument. Upon termination, the Authorized Representative shall return or destroy Confidential Information as directed by the Company.

Acknowledgment of Confidentiality

The Authorized Representative acknowledges and agrees to the confidentiality obligations set out above.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of , without regard to conflict of laws principles.

ENTIRE AGREEMENT

This instrument constitutes the entire agreement between the Company and the Authorized Representative with respect to the subject matter hereof and supersedes all prior agreements, understandings, negotiations and discussions, whether oral or written. Any amendment must be in writing and signed by both parties.

EXECUTION

The undersigned represent and warrant that they are duly authorized to execute this instrument on behalf of their respective parties and that execution and delivery of this instrument is a valid and binding obligation.

Company

Company Name:

By:

Date:

Authorized Representative

Name:

By:

Date:

What the Meeting Authority to Call EGM is

The Meeting Authority to Call EGM is a formal corporate document that authorizes a named individual, committee, or officer to convene an Extraordinary General Meeting (EGM) of shareholders or members. It records the scope of authority, triggering conditions, proposed date ranges, notice requirements, and any delegated powers for chairing, agenda-setting, or adjournment. Organizations use it to ensure board or management actions comply with bylaws, shareholder agreements, and applicable state corporation law. The document may be signed electronically where ESIGN and state UETA laws permit, subject to any statutory exceptions for specific transaction types.

Why a clear Meeting Authority to Call EGM matters

A clear Meeting Authority to Call EGM establishes who can summon an Extraordinary General Meeting, documents legal compliance with bylaws and notice rules, reduces disputes over authority, and speeds governance decisions by delegating procedural tasks while preserving shareholder rights.

Who typically completes a Meeting Authority to Call EGM

Commonly used by boards, corporate secretaries, and executive teams when an extraordinary corporate decision requires a formal meeting.

Board chair or authorized director — to initiate shareholder/members meeting under bylaws.
Corporate secretary — to prepare notices, confirm quorum requirements, and maintain meeting records.
External counsel or company secretary — to verify compliance with state law and shareholder agreements.

Smaller companies may delegate authority to officers; larger organizations often use standing committees or special resolutions to manage extraordinary meeting calls.

Step-by-step: prepare and execute the Meeting Authority to Call EGM

Follow these steps in order to prepare, approve, and distribute a valid Meeting Authority to Call EGM document.

01

Prepare: Draft authority, cite bylaws, and set limits.
02

Approve: Obtain board resolution or delegated approval.
03

Sign: Execute by authorized signatory; include date.
04

Distribute: Send notices per chosen method; retain records.

Configuring an online workflow for the Meeting Authority to Call EGM

Set up an eSignature workflow to collect approvals, attach supporting documents, and automate notice generation for the EGM.

Field	Configuration
Approval Role	Board chair then corporate secretary approval required
Authentication	Email link by default; use SMS or KBA for higher assurance
Document Attachments	Attach bylaws excerpt, draft agenda, and proxy forms
Notice Automation	Schedule emails and postal notices per bylaws

Platform and distribution considerations

Use a compliant eSignature platform to execute and store the Meeting Authority to Call EGM securely.

File formats: Supports PDF and Word DOCX formats
Integrations: Salesforce, Microsoft 365, NetSuite available
Security: TLS 1.2/1.3 in transit, AES-256 at rest

How the Meeting Authority to Call EGM works in practice

This summary outlines the routing, notice, and recordkeeping steps typically triggered after authority is granted to call an EGM.

Initiation: Authorized party schedules meeting and sets provisional date.
Notice: Notices issued following bylaws and statutory timing.
Verification: Secretary confirms quorum and validates meeting materials.
Record: Signed authority and notices archived for compliance.

Security and compliance items to verify

Encryption: TLS 1.2/1.3 in transit, AES-256 at rest

Certifications: SOC 2 Type II, ISO 27001

HIPAA: Compliant with BAA required

eSign Laws: ESIGN and UETA compliant

Audit Trail: Timestamps, IP, action log

Access Controls: Role-based access, SSO options

Penalties and legal risks of defects

Invalid notice: Meeting invalidated; actions challengeable

Statutory fines: State penalties possible

Shareholder disputes: Litigation risk and delay

Tax implications: Recordkeeping penalties under IRC

Notary defects: May require re-execution or notarization

Contract repudiation: Third parties may refuse enforcement

Common mistakes to avoid when preparing the authority

Using non-specific delegation language such as 'as necessary' without limits invites differing interpretations and procedural challenges from shareholders or regulators.
Failing to reference the governing bylaw section or shareholder agreement increases the chance of procedural defects and post-meeting legal challenges.
Missing or incorrect notice dates, or failing to follow statutory timing rules, can render shareholder approvals void and expose the corporation to litigation.
Not confirming signer authority and identity—especially when delegating externally—creates a risk of unauthorized actions and will invite challenges to meeting validity.

Pricing and feature snapshot for eSignature providers

Compare core pricing signals and common feature notes for eSignature providers used to execute a Meeting Authority to Call EGM.

	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 vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes (Business Premium)	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

FAQs: common questions about the Meeting Authority to Call EGM

Answers to common questions about validity, signatures, notarization, and electronic execution of a Meeting Authority to Call EGM.

Need help? Contact support

Can I use an electronic signature?
Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and state UETA laws when intent, consent, attribution, and retention are satisfied. Verify any statutory exceptions and ensure corporate bylaws permit electronic execution.
Is notarization required for the authority?
Not usually. Notarization is typically unnecessary unless corporate bylaws or state law demand it for a specific delegation. When notarization is needed, remote online notarization (RON) is an option where state law permits; confirm requirements with the state notary authority.
Who can be authorized to call an EGM?
A named director, officer, committee, or designated agent may be authorized consistent with bylaws and shareholder agreements. Use exact legal names and titles to match corporate records and consider an acceptance clause for delegated parties.
How do I revoke a delegated authority?
Revoke by executing a written revocation, recording it in board minutes, and delivering notice per the original authority's notice method. Retain proof of revocation and any communications for the required retention period.
What records should I keep after the EGM?
Retain the signed authority, board resolution, notices, proofs of delivery, and meeting minutes for the term plus federal retention minimums. Follow IRS retention rules (IRC §6501(a)) and any industry-specific requirements such as HIPAA where applicable.
What if bylaws and the authority conflict?
Internal governing documents generally control. If the authority conflicts with bylaws or shareholder agreements, reconcile by amending bylaws or obtaining a shareholder resolution. Legal review is recommended to avoid invalidation or challenges.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now