Companies sometimes face decisions too important to wait for the next Annual General Meeting. Whether it's appointing or removing directors, approving a major transaction, or amending constitutional documents, these decisions often require calling an Extraordinary General Meeting (EGM).

A Notice of EGM is a formal written communication sent to all shareholders informing them of the meeting, its date, location, purpose, and voting procedures.

What is a Notice of EGM?

A Notice of EGM is a legal document issued by a company to convene a shareholders' meeting outside of the regular AGM schedule. It serves two primary purposes:

1. To notify shareholders of the time, place, and date of the meeting.
2. To detail the matters to be discussed or voted on, such as special resolutions or urgent business decisions.

Under the Companies Act 2006 (UK), private companies must give shareholders at least 14 clear days’ notice unless all shareholders agree to a shorter period. However, the Companies articles might require a longer period.

The notice must be sent to every eligible shareholder and, where relevant, to directors and auditors.

When Should You Use a Notice of EGM?

You should send a Notice of EGM when:

• Shareholder approval is needed to alter the articles of association
• You plan to remove or appoint directors
• The company is entering a merger, acquisition, or restructuring
• There is a proposal to issue new shares or change share classes
• You need to approve high-value transactions or contracts

Failure to properly notify shareholders can render the meeting and its resolutions invalid, potentially exposing the company to legal challenges.

What Should Be Included in a Notice of EGM?

A valid Notice of EGM should clearly include:

• Company name and details
• Date of the notice
• Date, time, and full address of the meeting
• List of agenda items or resolutions
• Instructions on voting, including proxy deadlines
• Contact details to confirm attendance
• Signature of an authorised person, usually a director

It may also include optional notes regarding ID requirements or how to participate virtually if applicable.

Create a Notice of EGM in Minutes with Bind

Need to create an EGM notice quickly and correctly? Bind helps you generate official corporate documents like Notices of EGM with ease. Simply answer a few questions, and Bind produces a ready-to-send document.

Avoid mistakes, save time, and ensure your shareholders are properly informed—every time.

Notice of EGM – Free Template 

[Date]
To: All Shareholders

We are writing to inform you that an Extraordinary General Meeting (EGM) of the Company will be held on:

Date:
Time: 
Venue:

AGENDA
1. […]
2. […]

VOTING
If you are unable to attend, you may appoint a proxy to vote on your behalf. Proxy forms must be submitted by [Date and Time].

Please confirm your attendance by [Date] by emailing [Email].

By order of the Board,  
[Name]
[Position at Company]

Summary

A Notice of EGM ensures transparency and compliance when important decisions require shareholder input between AGMs. It is a vital document that protects both the company and its members from procedural errors.