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Affidavit Form for Mailing of Notice of Annual Meeting

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Allow me to share with you a Sample Affidavit Form for Mailing of Notice of Annual Meeting as well as a PDF form to help you generate such Notice whenever you want.

Annual shareholder meetings are crucial for companies as they involve making significant decisions regarding policies and strategies. It is vital for all shareholders to be informed and attend these meetings. To ensure that all shareholders are properly notified, the company secretary is responsible for sending formal invitations. To avoid disputes where shareholders claim they did not receive their invitations, the secretary must sign an affidavit confirming that all invitations were mailed.

Essential Elements to Include in the Affidavit of Mailing of Notice of Annual Meeting

  1. Company Information:
    • Name of the company
    • Trademark or registration number
    • Complete address of the company (including state and country)
  2. Secretary Information:
    • Name of the secretary signing the affidavit
    • Date when the invitations were mailed
  3. Mailing Details:
    • State and post office address
    • The country where the invitations were mailed
  4. Sworn Statement:
    • Statement affirming that the invitations were mailed to all shareholders
  5. Shareholder Information:
    • List of shareholders invited to the meeting
    • Postal addresses of the shareholders
  6. Meeting Details:
    • Date, time, and location of the meeting
  7. Affidavit Signing Details:
    • Date when the secretary is signing the affidavit
    • Signature of the Secretary
    • Signature of the notary clerk

Affidavit Form for Mailing of Notice of Annual Meeting {PDF Form}

Here is a preview of this Free Fill-able PDF Affidavit Form for Mailing of Notice of the Annual Meeting,


Here is the download link for this Affidavit Form for Mailing of Notice of Annual Meeting,

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Importance and Uses of the Affidavit of Mailing of Notice of Annual Meeting

The affidavit serves several crucial purposes:

  1. Proof of Notification:
    • It provides legal proof that the secretary fulfilled their duty by mailing invitations to all shareholders.
  2. Preventing Disputes:
    • It helps prevent disputes by ensuring that shareholders cannot falsely claim they did not receive an invitation.
  3. Ensuring Participation:
    • It underscores the importance of the meeting and the shareholders’ responsibility to attend.
  4. Protecting the Secretary:
    • It protects the secretary from accusations of negligence regarding notification.

Sample Affidavit of Mailing of Notice of Annual Meeting

Here’s a sample template for the affidavit:


State of [State]
County of [County]

I, [Secretary’s Full Name], being duly sworn, depose and say:

  1. I am the Secretary of [Company’s Name], a corporation organized and existing under the laws of the State of [State], with its principal office located at [Complete Address of the Company].
  2. On [Mailing Date], I personally mailed a notice of the Annual Meeting of Shareholders of [Company’s Name], to be held on [Meeting Date], at [Meeting Location], to the following shareholders of record at their respective addresses as follows:
Shareholder Name Postal Address
[Shareholder 1 Name] [Shareholder 1 Address]
[Shareholder 2 Name] [Shareholder 2 Address]
[Shareholder 3 Name] [Shareholder 3 Address]
  1. The notices were sent by [method of mailing, e.g., first-class mail], from [Post Office Address, State, Country].
  2. I affirm that the above-mentioned shareholders were duly notified of the Annual Meeting as required by the company’s bylaws and applicable law.
  3. This affidavit is executed to certify the mailing of the notice and to eliminate any disputes regarding the notification process.

Date: [Affidavit Signing Date]


[Secretary’s Full Name]
Secretary, [Company’s Name]

Sworn to and subscribed before me this [Day] day of [Month], [Year].

[Notary Public’s Signature]
Notary Public, [State]

My commission expires: [Expiration Date]

By following these guidelines and using the sample template, the secretary can create a thorough and legally sound affidavit of mailing notice of the annual meeting, ensuring clear communication and proper documentation for the company and its shareholders.

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