Notice and Agenda with Examples

2. Notice/Agenda / Minutes

Writing Notices

 Notice and Agenda with Examples

Meaning and Importance of Notices

The day-to-day issues of the management of business organizations as well as their pressing problems are discussed in meetings of concerned executives. They are intimated about the day, date, time and place of the meeting and the points to be discussed in them. Such intimations in a written form are known as notices. Normally the guidelines of procedure of every organization clearly lay down the notice period needed for calling every kind of meeting including those of Governing Body, Executive Committee, Finance Committee. The person responsible for organizing such meetings should ensure that the notice is despatched to concerned executives or officers within this time.

The corporate bodies must follow the provisions of the Companies Act while despatching notices to be sent in connection with different types of meetings. They include board meetings, the statutory meeting, the annual general meeting, the extraordinary general meeting and so on. The secretary of the company must strictly adhere to the provisions regarding notices of such meetings.

The notice should be despatched to all those who are entitled to attend a given meeting. The day, date, time, place and business to be transacted should be stated in the notice. If the items of business to be transacted are limited in number, they can be stated in the notice itself. Otherwise, they must be listed in a separate sheet enclosed with the notice as an Annexure.

Notice of Meeting:

A general meeting must be called by giving not less than 21 days' notice in writing, but a shorter notice will suffice (a) in case of an Annual General Meeting, if all the members entitled to vote thereat so agree, and (b) in the case of any general meeting, if it is agreed to vote at the meeting.

According to section 172, notice of every general meeting must be given to:

(i) every member of the company
(ii) persons entitled to any shares on the death or insolvency of members
(iii) the auditor or auditors of the company.

Contents of Notice:

Every notice of a company meeting must specify the place and the day and hour of the meeting and also a statement of the business to be transacted thereat.

Every notice calling a meeting of a company which has a share capital or the articles of which provide for voting by proxy at the meeting must include a statement that a member entitled to attend and vote is entitled to appoint a proxy to attend and vote instead of himself, and that a proxy need not be a member.

Where any special business is transacted at the meeting, there must be annexed to the notice of the meeting an explanatory statement containing the following information:

(a) All material facts concerning each item of special business.
(b) Where any item of special business is according no approval to any document by the meeting, the time and place at which the document can be inspected.
(c) Where any item of special business relates to or affects any other company, the extent of shareholding interest in that other company of every director, the managing agent, secretaries and treasurers and the manager (if any) of the company, if such interest is not less than 20 per cent of the paid-up share capital of that other company.

Where, however, the notice of a meeting is given by advertisement in a newspaper, the explanatory statement need not be annexed to the notice, but it must be mentioned in the advertisement that the explanatory statement has been forwarded to the members of the company.

A notice is issued before a meeting. Generally the secretary of the company despatches a notice to all who are entitled to receive notices under the Act and by the Articles of the company. A notice convening a meeting contains the name of the company, the place, the date, the time and the business to be transacted thereat.

Notice Example -1

GYAN VIKAS COLLEGE
(Accredited with ‘A’ Grade by NAAC)
Affiliated to Gujarat University
Kalavad Road, Rajkot – 360005, Gujarat
Phone: (0281) 2456789 | Email: info@gvcollege.ac.in | Website: www.gvcollege.ac.in

28th August 2025

NOTICE

Internal Examination

All students are informed that the Internal Examination will be held from 19th September to 26th September 2025. The detailed timetable will be displayed on the college notice board and the college website shortly.

Instructions for Students:

1. Arrive at least 15 minutes before the start of Exam

2. Carry your College ID Card and Admit Card without fail.

3. Strictly follow the examination rules.

All students are advised to check the timetable and prepare accordingly.

By Order

Mrs. S. K. Mehta
(Chairperson)

Examonation Committee
Gyan Vikas College

Notice Example 2

Arbuda Mills Ltd.
Rakhial,
Ahmedabad.

September 1, 2025

Notice is hereby given that a General Meeting of the Company will be held at the Company's Registered office on October 10, 2025 at 4-00 p.m. for the purpose of considering the company’s annual accounts and other general business.

(The detailed agenda will be provided at the time of the meeting.)

By order of the Board,

Pranay Mehta
(Secretary)

AGENDA

Meaning and Importance of Agenda:

Agenda is a document that outlines the contents of a forthcoming meeting. It is usually sent along with the notice of the meeting.

Agenda is defined as an official list of business to be transacted during a particular meeting. The secretary works out its details in consultation with the chairman of the given organization. When a meeting is held, the business is generally taken up in the sequence in which it is stated in the agenda. If agenda is stated in an annexure it contains the following points:

1. Name of the organization and the date of circulation.

2. The day, date, time and place of the meeting to be held.

3. The list of business to be undertaken.

4. The supporting papers, if any.

5. Signature of the Secretary.

The agenda can be given in the notice itself too.

Sometimes the agenda is prepared after the circulation of the notice in order to enable the members to get included in the agenda any item that they would like to be discussed at the meeting. Occasionally, if the chairperson and the secretary do not want the members to know the items to be discussed, the agenda is not circulated.

Preparing Agenda is a very useful practice.

1. If it is circulated in advance, it helps the members to come prepared for the meeting.

2. Since agenda has a set order, it helps the chairperson to conduct the meeting smoothly.

3. It ensures that only matters relevant to that particular meeting are discussed.

4. It ensures that every point is properly taken up for discussion.

5. It facilitates the preparation of the minutes.

Example:1

Star Commerce Chamber

Nehru Road

Rajkot

30th August 2025

AGENDA

Meeting on: Monday, 1st September 2025, at 11:00 a.m.
Venue: Conference Room, Administrative Block

1. Reading of Minutes

2. Confirmation of Minutes

3. Matters Arising from Minutes

4. Main Items

5. Overtime of Employees

6. Transport after Overtime

7. Any Other Business

8. Date of Next Meeting

(Signature)
Dr. Meera Shah
Secretary / Convener

Notice with Agenda Example:

Arbuda Mills Ltd.
Rakhial,
Ahmedabad.

 September 1, 2025

Notice is hereby given that a General Meeting of the Company will be held at the Company's Registered office on October 10,2025 at 4-00 p.m. to transact the following business:

1.      To confirm the minutes of the last General Meeting.

2.      To consider and adopt the audited Balance Sheet and Profit & Loss Account of the Company for the year ended March 31, 20, together with the Directors’ and Auditors’ Reports thereon.

3.      To declare a dividend for the financial year ended March 31, 20.

4.      To appoint Directors in place of those retiring by rotation and being eligible, offer themselves for re-appointment.

5.      To appoint Auditors and to fix their remuneration.

6.      To transact any other business with the permission of the Chair.

By order of the Board,

Pranay Mehta
(Secretary)