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Annual Meeting Notice

Draft Shareholder Meeting Notices in Minutes, Not Hours

12 minutes with Para

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Get started with Para

Para is an AI colleague for legal teams. Send it this work by email, Teams or Slack, and it hands back the finished document.

12 minutes with Para

What you'll need

  • Articles of Incorporation
  • Corporate Bylaws
  • Board Resolutions

Plans from $20 a month, with usage included.

Workflow

Overview

CaseMark's Annual Meeting Notice skill drafts legally compliant Notice of Annual Shareholders Meeting documents tailored to your state of incorporation and company status. It handles everything from statutory notice windows and record date compliance to SEC Regulation 14A requirements for public companies, producing a comprehensive, distribution-ready notice in minutes.

Drafting an annual meeting notice requires navigating a maze of state corporate statutes, calculating notice windows and record dates, determining voting thresholds for each agenda item, and layering on SEC proxy rules for public companies. This manual process is time-intensive, error-prone, and demands cross-referencing multiple legal sources—often under tight board-imposed deadlines.

CaseMark automates the entire drafting process by analyzing your corporate documents, identifying applicable state and federal requirements, and generating a comprehensive notice with proper logistics, agenda items, voting thresholds, and proxy procedures. Uncertain statutory references are flagged for verification, letting your legal team focus on substantive review rather than document assembly.

How to hand this to Para

  1. 1. Send Para the files

    Email them, drop them in a Teams or Slack message, or upload them.

  2. 2. Para runs the Annual Meeting Notice skill

    It works from your files and checks its citations against the record.

  3. 3. The finished document comes back

    Para returns it where you asked, usually as a DOCX, and offers the next step.

Example request · email, Teams or Slack
Para, run the Annual Meeting Notice skill for the Garcia matter. I've attached the Articles of Incorporation, Corporate Bylaws and Board Resolutions. Send the finished draft back here as a DOCX.

What Para does

  1. 1. Upload your articles of incorporation, bylaws, and board resolutions
  2. 2. AI analyzes state-specific requirements, voting thresholds, and SEC obligations
  3. 3. Review the fully drafted notice with flagged items requiring verification
  4. 4. Export in your preferred format (DOCX, PDF) ready for distribution

What you get

  • Formal Notice Header with Legal Entity Name

  • Opening Statement with Record Date and Notice Window

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

  • Agenda Items with Approval Thresholds

  • Proxy Voting Procedures and Revocation Instructions

  • SEC Public Company Compliance Overlay

  • Important Dates Summary and Shareholder Action Items

What it handles

  • State-specific statutory notice period and record date compliance

  • SEC Regulation 14A public company overlay when applicable

  • Automatic quorum and voting threshold calculations per agenda item

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

  • Proxy voting procedures and revocation instructions

  • Multi-class stock and class voting requirement handling

Required documents

  • Articles of Incorporation

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

    .pdf, .docx

  • Corporate Bylaws

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

    .pdf, .docx

  • Board Resolutions

    Board resolutions approving the record date, meeting date, agenda items, and director nominees

    .pdf, .docx

Supporting documents

  • Prior Year Meeting Notice

    Previous annual meeting notice for reference on format, recurring agenda items, and company-specific language

    .pdf, .docx

  • SEC Filings

    Recent proxy statement or Form DEF 14A for public companies to ensure consistency with SEC disclosure requirements

    .pdf, .docx

  • Stock Ledger Summary

    Summary of shares outstanding by class as of the record date for accurate voting threshold calculations

    .pdf, .docx, .xlsx

Why teams use it

Eliminate hours of manual statutory research by automatically applying state-specific corporate code requirements to your notice

Reduce compliance risk with built-in SEC Regulation 14A overlay for public companies and automatic verification flags for uncertain citations

Handle complex corporate structures including multi-class stock, class voting requirements, and supermajority thresholds with precision

Produce consistent, professionally formatted notices across every annual meeting cycle with standardized language and structure

Questions

Does this handle both public and private company requirements?

Yes. CaseMark automatically applies the appropriate compliance framework based on your company's SEC reporting status. For public companies, it layers on Regulation 14A proxy rules, notice and access procedures, and required SEC disclosures on top of state law 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 requirements from the applicable business corporation act. Any uncertain statutory citations are flagged with a verification marker for your review.

Can it handle virtual and hybrid meeting formats?

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

Does it address multi-class stock structures?

Yes. CaseMark accounts for multiple stock classes, votes per share, and class voting requirements when drafting agenda items and calculating approval thresholds. It ensures each voting matter reflects the correct standard—plurality, majority, or supermajority.

How long does it take to generate a complete notice?

CaseMark typically generates a comprehensive, publication-ready annual meeting notice in approximately 12 minutes. This replaces what traditionally takes hours of manual drafting, statutory research, and cross-referencing corporate documents.

Will I still need to review the output with legal counsel?

CaseMark is designed to produce a high-quality first draft that dramatically reduces preparation time. We recommend attorney review of all output, and CaseMark flags any areas of uncertainty with verification markers so counsel can focus their review efficiently.

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