[ON CORPORATION’S LETTERHEAD]
November 1, 2012
VIA ORDINARY MAIL OR DELIVERY
[Posted at least 15 clear days before date of meeting]
TO THOSE PERSONS LISTED ON THE ATTACHED MAILING LIST
RE: Annual General Meeting of [name of corporation] (the “Corporation”)
By order of the Board of Directors, I am enclosing a Notice Of Annual General Meeting of the
shareholders of the Corporation to be held on _________ at _______ .m. at the following location:
[address at which meeting is to be held]
I am also enclosing the attachments referred to in the Notice.
The enclosed package includes a proxy form. If you wish to use the proxy, please insert it into the
enclosed SASE envelope and post it in time for it to be received at least 48 hours prior to the meeting. In
the alternative, insert it into the envelope and call us at ###-####; we will send a courier to pick it up
from you at no expense to you.
Yours very truly,
[NAME], President
Enclosures
Mailing List
[insert names and addresses of all shareholders]
[insert name and address of company auditor]
[insert names and addresses of all company directors]
[insert names and addresses of all special invitees – e.g. debenture holders, warrant holders, etc.]
[NAME OF CORPORATION]
(the “Company”)
NOTICE OF ANNUAL MEETING OF SHAREHOLDERS
Notice is hereby given that the annual meeting of the shareholders of [name of corporation] (the
“Company”) will be held at [address where meeting will be held], on ____day, the _____ day of
______________, _______, at _________ [a.m./p.m.]. to:
(i) Receive and consider the Annual Report, the Financial Statements and the Report of the
Company’s auditor;
(ii) Elect Directors;
(iii) Appoint auditors for the Company and authorize the Directors to fix their remuneration;
and
(iv) Transact such further business as may be properly brought before the meeting or any
adjournment thereof.
Shareholders who are unable to attend the meeting in person and wish to be represented at the meeting
by the President of the Company are requested to date, sign and return in the envelope provided for that
purpose, the enclosed form of Proxy. To be effective, the completed form of Proxy must be received by
the President of the Company not less than 48 hours before the time fixed for the meeting.
The following attachments are included with this Notice:
(a) Agenda.
(b) Financial Statements and Auditor’s Report for the Company for the fiscal year ended
[date of fiscal year end].
(c) Form of Resolution.
(d) Form of Proxy.
DATED _____________________.
BY ORDER OF THE BOARD
_____________________________________________
[NAME OF PRESIDENT], President
[NAME OF CORPORATION]
(the “Company”)
AGENDA FOR ANNUAL MEETING OF SHAREHOLDERS
To be held at [address where meeting will be held], on ____day, the _____ day of ______________,
_______, at _________ [a.m./p.m.].
Call To Order
(a) Call to Order ............................................................................................................... Chairperson
(b) Presentation of Declaration of Service....................................... Secretary/Corporate Lawyer
(c) Presentation of Proxies .................................... Secretary/Corporate Lawyer/Proxy Holders
(d) Confirmation of Quorum .......................................................................................... Chairperson
(e) Introduction of Attendees ......................................................................................... Chairperson
(f) Consents/Objections to Special Attendees ............................................................. Chairperson
Approval of Agenda
(g) Call for Additions or Deletions to Agenda ............................................................. Chairperson
(h) Approval of Agenda .......................................................................................