Write invitations for an annual general meeting

What you need:

• Articles of Association
• Formal invitation letter

According to association law, association statutes must also contain provisions on the conditions under which the general assembly is to be convened for the annual general assembly. Provisions about the form of the convocation must also be included. These guidelines apply to registered and non-registered associations.

Invitations are tied to a specific form

• The law leaves the association largely free to choose the form of convocation. It depends on the characteristics of the association, its size and the regional distribution of its members.
• The form of the invitation must ensure that all members of the association have the opportunity to be informed in good time about the place, time and subject of the meeting.
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• So read carefully what is stipulated in the statutes of your association before you start, Invitations to compose.
• If you invite in writing, you do not have to prove receipt of the invitation yourself, but you do have to prove that the invitation has been sent to all members of the association. As a rule, the invitation is sent by simple letter to the last known address of the member at smaller clubs by publishing them in the club's bulletin or on the bulletin board in Club room.


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Write articles in accordance with the articles of association

• Pay attention to who is responsible for calling the general meeting. The statutes usually stipulate that the board of directors invites in the person of the first chairman.
• Read the articles of association to see if notice periods are provided. It is usually provided that there must be at least 14 days between the receipt of the invitation and the time of the annual general meeting, for example.
• You have to describe the subject of the resolution, i.e. communicate the agenda. This point is often the cause of controversy. Usually the statutes also determine a date by which applications from the group of members must be submitted in writing at the latest so that they can be discussed in the general meeting.
• In this case, make sure that there is enough time between the end of the application period and the start of the loading period is available in order to often check the admissibility of the announced applications and to inform the members of them set.
• If the articles of association allow urgent motions, point out that their approval may be subject to qualified majorities.
• At annual general meetings, certain points are to be discussed regularly, in particular board elections, discharge of the board members, cash audits or reports from the divisional heads.

Be careful with changes to the statutes

• If there are any changes to the articles of association, you must provide the draft text of the articles of association and a reason for the necessary change.
• If the Articles of Association provide for a qualified majority to amend the Articles of Association, indicate what to do if there are not enough members in the meeting.
• Be sure to include the location and time of the meeting when you write the invitations. The time and place of the meeting must be reasonable so that members living further away are able to participate. However, this in turn depends on the type of association, so that other reasonableness criteria are decisive for associations that operate across the region.