Free Notice of Meeting Template
Download our professionally crafted notice template to formally announce meetings, outline agendas, and fulfill legal requirements. Ideal for board meetings, AGMs, and special sessions.
Formally Notify Participants and Stay Compliant with a Clear Notice Template
A notice of meeting is an official communication used to inform participants about an upcoming board, shareholder, or general meeting. It outlines the meeting’s purpose, time, location, and agenda — and is often a legal requirement under corporate governance rules.
This template helps ensure that all required parties are properly informed in writing, whether you're holding an annual general meeting (AGM), a special meeting to remove a director, or a routine staff session. It supports timely delivery and structured communication.
Fully customizable and available in Word and PDF formats, the template includes fields for meeting details, agenda items, recipient names, and signatures. It’s suited for corporate secretaries, board chairs, educators, and nonprofit administrators.
What Is a Notice of Meeting?
A notice of meeting is a formal written document sent to participants ahead of a scheduled meeting. It communicates key details — such as date, time, venue, and agenda — and ensures attendees are informed and prepared. It may be delivered via email, post, or internal portals, depending on organizational rules.
When Is a Notice Required?
Notices are mandatory for official board, shareholder, and committee meetings. Laws and bylaws often set minimum notice periods — for example, five to ten days in advance. Notices are also required when removing a director, calling a special meeting, or conducting formal votes.
What Should It Include?
A complete notice should include the meeting title, date, time, location (physical or virtual), the name of the issuing party, and a detailed agenda. This template includes all these fields, plus optional sections for RSVP details, proxy forms, or additional notes.
Who Can Issue and Sign a Notice?
Notices are typically issued by the board secretary, chairperson, or designated officer as defined in the bylaws. In some cases, legal counsel or executive administrators may prepare the notice. This template includes a signature block to formally authorize the communication.
Ensures Legal Compliance with Organizational Bylaws
Many corporate laws and internal governance rules require formal notice before certain meetings can proceed — especially for votes, elections, or director removals. Using a compliant notice ensures your meetings are valid and decisions are enforceable.
Customizable Notice of Meeting Template with Agenda and Legal Details
- Fields for meeting title, date, time, and location (physical or virtual)
- Structured section for listing agenda items or resolutions
- Optional sections for RSVP, proxies, or supporting documents
- Signature and issuer block to confirm authority and accountability
- Editable format suitable for board, shareholder, staff, or parent meetings
Created for Board Secretaries, HR Teams, and Meeting Coordinators
You Might Also Like
Explore more policy templates relevant to this category.
Download Your Free Notice of Meeting Template Now
Simplify your meeting process with this clear, professional notice template. Whether you’re calling a board session, special vote, or parent meeting, this document ensures everyone is informed and your meeting is properly recorded.