Frequently Asked Questions

What is the process for drafting a Notice of Meeting (NOM)?

Drafting a Notice of Meeting (NOM) requires attention to detail, legal compliance, and clear communication. The process begins by identifying the resolutions the board intends to propose at the meeting, such as director re-elections, remuneration approvals, or special business matters like equity raising.

A company secretary ensures the NOM complies with the Corporations Act and ASX Listing Rules (if applicable). Key details, including the meeting date, time, location (or virtual platform), and instructions for proxy voting, must be included. Each resolution must be clearly drafted and accompanied by explanatory notes to help shareholders make informed decisions.

For ASX-listed companies, the NOM is submitted to the ASX for review before being distributed. Once approved, it is mailed to shareholders and lodged with ASIC if required.

Outsourcing this task to governance professionals can ensure accuracy and compliance, especially for businesses navigating complex resolutions. These experts streamline the process, ensure all deadlines are met, and prepare the document in a professional format.

An accurately drafted NOM not only meets regulatory requirements but also enhances shareholder engagement and trust by providing clear, concise information about the meeting and its resolutions.