Send the notice of a general meeting
When the general meeting is ready, open it and click "Actions" › "Send notice". Sttok shows you which shareholders and representatives it goes to, lets you send yourself a test and sends it with "Send now".
Before you start
- The general meeting created, with date, time and venue or video conference link.
- The items on the agenda, in the order in which they will be dealt with.
- The documents the shareholders need to be able to consult beforehand: accounts, reports, proposed resolutions.
How to do it#
- Participants
- 14
- Representatives
- 3
Send test email Send now
- Open the general meeting. In the menu, go to Meetings and click the meeting in the list.
- Review the Notice tab. It holds the meeting information, the items, the notice (you can change the PDF with "Replace"), the "Documents for shareholders" and the "Communication text", which is the email they will receive.
- Click "Actions" and then "Send notice". The dialog shows who it goes to: the participants of the general meeting and their representatives.
- If you like, click "Send test email". You receive the email exactly as the shareholders will receive it, so you can check it first.
- Click "Send now". The notice goes out immediately.
Check the notice period before sending it. The notice must go out with enough time in advance. As a general rule, one month in advance in a public limited company (S.A.) and fifteen days in a private limited company (S.L.), unless the articles of association set a different period. Sttok does not know what your articles of association say, so you confirm the date.
What happens next#
- The general meeting changes from "Draft" to "Convened" in the list.
- In the Notice tab, the "Delivery status" panel tells you how the sending went. "View communication" opens the email that was sent and "View delivery certificate" opens the certificate that proves delivery.
- Each shareholder receives an email with a link to their page for the general meeting. From there they appoint a proxy or, when voting is open, vote.
- From now on you can send reminders to anyone who has not responded yet.
Frequently asked questions#
Does the notice also reach the representatives?
Yes. The "Send notice" dialog shows the participants and their representatives, such as the guardian of a minor or the representative of a company, and the notice goes to all of them.
Can I schedule the sending for another day?
No. The notice goes out when you click "Send now". If you want it to go out on another day, for example once the board of directors has approved the accounts, wait until that day to send it.
Where is the proof that it was sent?
In the Notice tab of the general meeting: the "Delivery status" panel and, with "View delivery certificate", the delivery certificate.
Related
- Create a general meeting From Meetings, click "New meeting" and fill in the "Meeting preparation" form: the date, how people attend, who chairs, how voting works and the items on the agenda. When you click "Save", the meeting is saved as a draft and nothing is sent to the shareholders until you send the notice.
- Send reminders to those who have not responded With the general meeting already convened, open "Actions" and click "Send reminder". You choose who it goes to: all participants, only those who have not yet appointed a proxy or voted, or the ones you select. It goes out with "Send now".
- What the shareholder receives and what they can do Each shareholder receives the notice by email with a link to their page for the general meeting. From there, including on their phone, they appoint a proxy, vote when voting is open and consult the documents.