The Annual General Meeting (AGM) is a cornerstone of corporate governance for every ASX-listed company. It's not just a compliance checkbox; it's a vital opportunity to engage with shareholders, demonstrate transparency, and uphold your company's reputation. However, the road to a successful AGM is often filled with logistical complexities, particularly when it comes to shareholder communication and Notice of Meeting (NOM) mailing.
Many companies struggle to get their NOM approved on time and adhering to mailing timelines. This often leads to last-minute additional work, and unnecessary stress for internal teams and service providers alike. This article offers five practical tips to ensure your AGM mailing process is as seamless and stress-free as possible.
1. Master your milestones
The 31-day notice period (which includes 28 days’ notice, plus three days for postage) is non-negotiable for ASX-listed companies. Your shareholders must receive their Notice of Meeting at least 28 days before the AGM. But meeting the 28-day mark is the result of a carefully timed sequence of events. Think of your AGM journey as a project with a critical path and work backward from your desired AGM date.
At least 60 days prior to your mailing:
Reach out to Computershare to understand the key deadlines for your AGM mailing. Depending on the size of your company’s register, you may need a longer lead time for all the steps involved in the mailing process to be completed.
At least 41 days prior to your meeting:
The ASX requires a draft of your NOM for examination under Listing Rule 15.1. They'll review it to ensure it complies with all rules, especially if it contains resolutions requiring shareholder approval under the Listing Rules. You cannot finalise or dispatch the document until ASX confirms they have no objection. This "no objection" process is crucial and often underestimated. Remember to allow additional time for review during peak AGM season where ASX workload is heavy, and the usual 5-day turnaround period may be extended. Refer to ASX listing rule 15.1 for more information.
Before dispatch:
Your final NOM and all related materials (proxy form, explanatory notes) must be lodged with the ASX before you dispatch them to shareholders.
At least 31 days prior:
For listed companies your mailing date must be at least 31 calendar days (28 days' notice and three days' posting) before the meeting date unless your company's constitution states otherwise.
Why this matters:
Missing these deadlines can invalidate your meeting and damage shareholder confidence. A robust internal timeline, shared across legal, company secretarial, and investor relations teams, is your first line of defence.
2. Embrace the digital shift
Gone are the days when every shareholder automatically received a hefty paper mail pack. Thanks to recent amendments to the Corporations Act (specifically sections 110C-110K), companies can now send meeting materials via electronic communication (e.g., email with a link to a website) unless a shareholder has specifically elected to receive physical copies.
If a shareholder has made no-election and Computershare does not have an email address on file, they will receive a “Notice and Access” letter, a one-page document that provides links to where the AGM materials can be obtained. Prior to the amendments to the Corporations Act (specifically sections 110C-110K), these shareholders would have received hard copy mail packs.
This is a game-changer for efficiency and cost:
Reduce print and mail costs:
Significant savings can be realised by minimising physical mail.
Environmental benefits:
A smaller carbon footprint aligns with growing ESG (Environmental, Social, and Governance) expectations.
Faster delivery:
Electronic notices arrive almost instantly, cutting down on postal delays.
Shareholder preference management:
This is where Computershare's support is key. We manage individual shareholder preferences for receiving documents electronically or physically.
Your action:
Work closely with Computershare well in advance to understand your shareholder communication preferences. Ensure your systems and processes are geared towards electronic dispatch as the default, while respecting and efficiently managing those who still prefer physical mail. Regularly encourage shareholders to update their communication preferences through your registry's portal.
3. Create a content checklist
Your AGM mailing isn’t just the Notice of Meeting. It’s a comprehensive information package. Ensuring all mandatory documents are prepared, reviewed, and approved concurrently is vital to avoid last-minute scrambling.
Beyond the NOM, your mailing pack may include other documents such as:
Annual Report
Auditor's Report
Remuneration Report
Proxy Form/Voting Form
Explanatory Notes
Critical rule:
All these documents must be lodged with the ASX at the prior to being dispatched to your shareholders. ASX Listing Rule 15.7 prohibits releasing market-sensitive information to anyone (including shareholders) before it’s been lodged with the ASX.
Your action:
Establish a clear content ownership plan and a rigorous internal review process involving legal, company secretarial, finance, and investor relations teams. Closely track progress, manage version control, and the approval process. Proactive content preparation ensures all pieces are ready for the simultaneous ASX lodgement and shareholder dispatch. Make sure to utilise Computershare’s ready-made document templates to help reduce your workload where possible.
4. Maximise your share registry relationship
Computershare is more than just a record keeper; we are your indispensable partner in the AGM mailing process. Leveraging our expertise and technology can significantly streamline your workload and reduce errors.
We can assist with:
Managing your register:
Accurate contact details and communication preferences.
Proxy processing:
Receiving, validating, and tabulating proxy votes accurately.
Electronic dispatch:
Handling email distribution, providing secure links, and managing undeliverable messages.
Online voting platforms:
Providing secure portals for real-time electronic voting during the meeting.
Physical mail fulfilment:
Printing, collating, and dispatching physical mail packs.
Your action:
Engage with us early in your AGM planning cycle. Discuss timelines, data requirements, communication preferences, and our capabilities for both electronic and physical dispatch. By thoroughly briefing us, we can proactively identify potential issues and offer solutions, saving you extra work.
5. Prioritise planning and communication
The single most impactful tip for a smooth AGM mailing is to start early and communicate constantly. Many of the common issues – approval delays, additional work, and stressed teams – stem from underestimating the time and coordination required to get your mailing finalised and dispatched.
Annual AGM review:
After each AGM, conduct a detailed debrief session. What went well? What could be improved for next year? Capture these insights immediately, while they’re still fresh in your mind.
Kick-off meeting:
Schedule your next AGM kick-off meeting earlier than you think you need to. Identify your key internal stakeholders and engage Computershare early in your planning process.
Detailed project plan:
Develop a comprehensive project plan with clear responsibilities, deadlines, and dependencies. Track progress closely.
Buffer time:
Always build in contingency time for unexpected delays such as ASX queries, legal reviews, or last-minute board approvals.
Why this matters
Proactive planning and seamless communication aren't just about avoiding headaches; they directly support good corporate governance. When your AGM mailing is accurate, timely, and compliant, it demonstrates respect for your shareholders, fosters trust, and ensures the integrity of your democratic process.
When you adopt these five tips and work closely with Computershare’s dedicated team of experts, you can transform your AGM mailing from a source of stress into a clear commitment to positive shareholder relations. For more information, contact your Computershare Relationship Manager or complete the form below and we’ll be in touch.
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