Notice Header
Company name, meeting type (annual or special), and whether the meeting is in-person, virtual, or hybrid; establishes the document's purpose and authority.
A precise Stockholders Event Invitation protects corporate governance by ensuring quorum, enabling lawful voting, and reducing disputes over notice. Clear invitations reduce administrative follow-up, improve turnout for voting, and document compliance with bylaws and applicable statutes.
Shareholders, beneficial owners, and authorized proxy holders receive invitations; accuracy helps preserve shareholder rights and corporate action validity.
Company name, meeting type (annual or special), and whether the meeting is in-person, virtual, or hybrid; establishes the document's purpose and authority.
The specific date determining which shareholders are entitled to notice and to vote; state law or bylaws typically authorize how the date is set.
Meeting date, start time, physical address or secure virtual access instructions, and any technical requirements for remote participation.
Clear description of items to be voted on, including bylaw amendments, director elections, mergers, or other corporate actions, with supporting material references.
How shareholders may appoint proxies, deadlines for proxy submission, whether electronic proxies are accepted, and any required authentication steps.
Reference to proxy statement, financial statements, or exhibits and instructions on how to access or request printed copies.
| Field | Configuration |
|---|---|
| Authentication | Email link, SMS code, or stronger KBA where required |
| Signature Type | Click-to-sign or image signature; use cryptographic signature where non-repudiation required |
| Template Use | Save approved notice as reusable template for future meetings |
| Reminders | Auto-reminders and delivery tracking enabled |
Ensure the platform can produce an audit trail with timestamps, IP addresses, and proof of delivery; verify any regulatory BAA or 21 CFR Part 11 needs before use.
Set by the board; determines eligible voters.
Follow corporate bylaws or state law — commonly 10–60 days before meeting.
Specify a date and time before the meeting when proxies must be received.
Provide access to proxy statement and financials per disclosure obligations.
Confirm timing and publish in the notice; include timezone for virtual meetings.
Board resolves to call the meeting and sets the record date and agenda.
Draft notice, proxy statement, and supporting exhibits for review and approval.
Distribute notices and materials to shareholders and transfer agent within required timeframe.
Conduct meeting, record minutes, and preserve audit trail and vote records.
The corporate secretary typically prepares and signs notices under board authority, maintains the shareholder list, and records minutes; bylaws often vest notice duties in the secretary.
An officer such as the CEO or another board-designated signatory may sign notices when bylaws or board resolutions delegate that authority; documentation of delegation should be retained.
Optica streamlined shareholder communications with a single portal for notices and materials, reducing postal costs.
Martin Properties moved meeting notices to an online system to support remote participants and record signatures.
| 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, no credit card required | Varies by plan | Varies by plan | Varies by plan | Varies by plan |
| Bulk Send | Yes (available on Premium) | Yes | Yes | Yes | Varies by plan |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes (BAA available) | Yes | Yes | No | No |