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Annual Meeting Notice

Draft Shareholder Meeting Notices in Minutes, Not Hours

12 minutes with CaseMark

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12 minutes with CaseMark

What you'll need

  • Articles of Incorporation
  • Corporate Bylaws
  • Meeting Details & Agenda

SOC 2 Type II · HIPAA compliant · $5 free credit

Workflow

Overview

CaseMark's Annual Meeting Notice skill drafts legally compliant notices of annual shareholders meetings for US corporations, handling everything from state-specific statutory requirements to SEC Regulation 14A compliance for public companies. The AI analyzes your corporate documents, meeting details, and shareholder records to produce a comprehensive, ready-to-review notice with proper voting thresholds, proxy procedures, and logistics sections.

Drafting annual shareholder meeting notices requires navigating a complex web of state corporate codes, record date rules, quorum requirements, and—for public companies—SEC proxy regulations. Attorneys spend hours cross-referencing statutory notice windows, calculating voting thresholds for multiple stock classes, and ensuring every agenda item includes the correct approval standard, all while managing the risk that a single compliance gap could invalidate the meeting.

CaseMark automates the heavy lifting of annual meeting notice preparation by analyzing your corporate documents and applying the correct state-specific and federal requirements automatically. The AI generates a complete, structured notice with proper logistics, agenda items, proxy procedures, and compliance language—flagging any items that need attorney verification so you can focus on substantive review rather than manual drafting.

How it works

  1. 1. Upload your articles of incorporation, bylaws, and meeting details

  2. 2. AI analyzes state-specific requirements and determines SEC compliance obligations

  3. 3. Review the generated notice with flagged items requiring verification

  4. 4. Export the final notice in your preferred format (DOCX, PDF)

What you get

  • Notice Header with Legal Company Name and Notice Date

  • Opening Statement with Record Date and Entitlement Language

  • Meeting Logistics (In-Person, Virtual, or Hybrid Details)

  • Agenda Items with Voting Thresholds and Descriptions

  • Proxy Procedures and Voting Instructions

  • SEC Compliance Overlay for Public Companies

What it handles

  • State-specific statutory notice period compliance with automatic citation

  • SEC Regulation 14A public company overlay for reporting entities

  • Agenda items with proper approval threshold language (plurality, majority, supermajority)

  • Proxy procedure and voting instruction drafting

  • Virtual, hybrid, and in-person meeting logistics formatting

  • Record date verification and quorum threshold calculations

Required documents

  • Articles of Incorporation

    Current articles of incorporation showing the full legal company name, authorized stock classes, and governance provisions

    .pdf, .docx

  • Corporate Bylaws

    Current bylaws specifying meeting notice requirements, quorum thresholds, and voting procedures

    .pdf, .docx

  • Meeting Details & Agenda

    Board-approved meeting date, time, location/format, record date, and agenda items including director nominees and proposals

    .pdf, .docx, .txt

Supporting documents

  • Prior Meeting Notices

    Previous annual meeting notices for formatting consistency and reference

    .pdf, .docx

  • Shareholder Records

    Stock class details, shares outstanding, votes per share, and class voting requirements

    .pdf, .docx, .xlsx

  • Board Resolutions

    Board resolutions setting the record date and approving meeting logistics

    .pdf, .docx

Why teams use it

Reduce notice drafting time from hours to minutes while maintaining full statutory compliance across all US jurisdictions

Eliminate the risk of missing state-specific notice periods, record date requirements, or quorum thresholds

Automatically apply SEC Regulation 14A requirements for public companies without manual cross-referencing

Ensure consistent, professional formatting with proper approval threshold language for every agenda item

Questions

Does this handle both public and private company requirements?

Yes. CaseMark automatically adjusts the notice based on whether your corporation is a public SEC-reporting entity or a closely held company. Public companies receive a full SEC Regulation 14A compliance overlay, while private companies get streamlined notices tailored to state corporate code requirements.

How does CaseMark handle state-specific notice period requirements?

CaseMark identifies your state of incorporation and applies the correct statutory notice window, record date rules, and quorum thresholds from the applicable business corporation act. Any uncertain statutory citations are flagged with a verification marker for attorney review.

Can it draft notices for virtual and hybrid meetings?

Absolutely. CaseMark generates complete logistics sections for in-person, virtual, and hybrid meeting formats, including platform details, registration deadlines, technical requirements, and board authority provisions for format changes.

Does the output include proxy voting procedures?

Yes. CaseMark drafts comprehensive proxy procedures including voting instructions, proxy card references, and notice-and-access mailing language. For public companies, it incorporates SEC proxy rule requirements automatically.

How does CaseMark handle multiple stock classes with different voting rights?

CaseMark analyzes your shareholder and stock class information to properly address class voting requirements, votes per share, and shares outstanding. Each agenda item includes the correct approval threshold based on your corporate documents and applicable state law.

Should an attorney still review the generated notice?

Yes. CaseMark is designed to accelerate drafting, not replace legal judgment. The AI flags uncertain statutory citations with verification markers, and attorneys should confirm record date compliance, approval thresholds, and any state-specific nuances before distribution.

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