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Annual Meetings





Guidelines : Annual Meetings

Notices of Annual Meetings

Guidelines and Alternate Phrases

  • Give explicit details about time, place, schedule, and the vote being taken.
  • You are cordially requested to attend the Farnsworth Engineering, Inc. shareholders meeting at 7:00 p.m. on August 17, 19–, in the company’s headquarters office at 15567 Acton Avenue, Memphis, Tennessee.
  • Farnsworth Engineering, Inc. will hold its annual shareholders meeting at….
  • You are cordially encouraged to attend the annual meeting of shareholders that will be held in our offices in Houston, Texas, on May 4, 19– at 10:00 a.m. For those of you who cannot be present at this 34th annual meeting, we urge that you participate by indicating your choices on the enclosed proxy and completing and returning it immediately.
  • Include the purpose of the meeting or proxy vote.
  • The meeting is being held to….
  • The purpose of the meeting is….
  • The agenda items are as follows:….
  • Matters to be discussed at the meeting are…
  • In addition to acting on the election of directors and ratification of the appointment of auditors, you are being asked to approve amendments related to our Restated Certification of Incorporation.
  • Our agenda calls for a discussion and/or action on the following items:…
  • Make it easy for the reader to understand and complete any proxy form correctly and to return it promptly.
  • Please sign, date, and mail promptly the enclosed proxy in the envelope provided.
  • So that your stock ownership may be represented at the annual meeting, please complete, sign, date, and return the enclosed proxy form promptly. By doing this, you are assured of representation. Should you attend the annual meeting, you retain the right to vote in person even though you may have previously mailed in the enclosed proxy form.

Example 1: Sample Letter of Annual Meetings

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Gentlemen and Ladies:

The annual meeting of Varlco Incorporated will be held on Wednesday, May 6, 19–, beginning at 12:00 noon in the Congress Room of the Artral Hotel located at 3100 Breckenridge, Building 6, Duluth, Georgia.

The meeting is being held for the following purposes:

• To consider amending investment advisory agreements
• To propose a distribution-of-funds plan
• To review compensation of senior executives
• To transact other business that may properly come before the meeting

The Trustees have fixed the close of business on March 5, 19–, as the record date for the determination of shareholders entitled to notice of and to vote at the meeting.

If you are unable to attend the meeting, please promptly sign and return the enclosed proxy. Thank you.

We look forward to meeting you on May 6.

Yours truly,

Example 2: Example Letter of Annual Meetings

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Shareholder:

You are cordially invited to attend the annual meeting of shareholders that will be held at our corporate headquarters, in Dallas, Texas, on June 6, 19–, at 12:00 noon. For those of you who cannot be present at this meeting, we urge that you participate by indicating your choices on the enclosed proxy and returning it as soon as possible.

We have also enclosed an agenda listing important matters on which action is expected to be taken during this meeting. It is important that your shares are represented at this meeting, whether or not you are able to attend personally. Accordingly, please sign, date, and mail promptly your proxy in the envelope provided.

On behalf of the Board of Directors, thank you for your encouragement, cooperation, and participation.

Sincerely,

Shareholder’s Proxy : Letter of Annual Meetings

Company Name or Letterhead
Address
City, State Zip

Date

Addressee
Address
City, State Zip

Dear Member:

If you will be unable to attend the 19– annual meeting on Sunday, June 23, 19– at the Georgia World Congress Center, Atlanta, Georgia, please complete the following:

I hereby appoint the 19– Corporate Secretary as my proxy to vote in my name, place, and behalf. This proxy is valid only for the following purposes:

Amendments to Bylaws, Article VII

Amendments to Bylaws, Article IX

___ I VOTE FOR the amendments.

___ I VOTE AGAINST the amendments.

Signature ___________________________________

Printed name ___________________________________

Membership number ___________________________________

Please return the proxy in the enclosed postage-paid envelope.

Yours truly,

     

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