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Liu Po Shan Memorial College Alumni Association Tel : 2499 6711 Fax : 2490 9392 Email : alumni USMC.edu.HK Extraordinary General Meeting Letter of Proxy () () (/*) ()

How to fill out extraordinary general meeting letter

How to fill out an extraordinary general meeting letter:

1. Begin by addressing the letter properly. Use the official company letterhead if available, or include your company's name, address, and contact information at the top of the letter.
2. Write the date of the letter. Use a consistent format, such as "May 1, 2022" or "1st May 2022."
3. Add the recipient's name, job title, and company name. If you are sending the letter to multiple individuals, consider using "To Whom It May Concern" or "Dear [Company Name] Shareholders."
4. Start the letter with a formal salutation, such as "Dear Shareholders" or "Dear [Recipient's Name]."
5. Clearly state the purpose of the meeting in the opening paragraph. For example, "We are writing to inform you of an extraordinary general meeting to discuss important matters regarding the company's future."
6. Provide an overview of the agenda items or topics that will be discussed during the meeting. Make sure to be concise and to the point.
7. Include the date, time, and location of the meeting. Specify whether it will be held in person or virtually.
8. If necessary, explain any specific instructions or requirements for attending the meeting, such as RSVPing or accessing the virtual meeting platform.
9. Conclude the letter with a polite and professional closing, such as "We look forward to your attendance and valuable contributions. Should you have any questions or concerns, please do not hesitate to contact us."
10. Sign the letter with your name, job title, and company.

Who needs an extraordinary general meeting letter?

An extraordinary general meeting letter is typically required in companies or organizations that need to hold a special meeting outside of the regular annual general meeting. It may be necessary to address urgent matters, discuss major changes in the company, or obtain shareholder approval for important decisions. The letter serves as formal communication to shareholders or stakeholders, informing them about the meeting and providing relevant details to ensure their participation.

For pdfFiller’s FAQs

What is extraordinary general meeting letter?

Extraordinary general meeting letter is a formal notice sent to shareholders informing them of a special meeting that is being called outside of the regular schedule.

Who is required to file extraordinary general meeting letter?

The board of directors or the management team of the company is responsible for filing the extraordinary general meeting letter.

How to fill out extraordinary general meeting letter?

The extraordinary general meeting letter should include the date, time, location, agenda, and purpose of the meeting. It should also provide instructions on how shareholders can participate or vote.

What is the purpose of extraordinary general meeting letter?

The purpose of the extraordinary general meeting letter is to inform shareholders of a special meeting and provide them with the necessary information to participate and vote on important matters.

What information must be reported on extraordinary general meeting letter?

The extraordinary general meeting letter must include the date, time, location, agenda, and purpose of the meeting. It should also provide instructions on how shareholders can participate or vote.

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