​​​​​Best practices suggest setting the mailing date at least 4 business days before the deadline. This means a mailing date 25 days before your meeting for a regular mailing and 34 days before your meeting for a Notice & Access mailing.


In this way, you will ensure your mailing to registered securityholders and bulk distribution to intermediaries will not be compromised by late materials or unforeseen circumstances.​

Regulatory Requirement:
The regulatory deadline for mailing proxy materials to securityholders is at least 21 days before the Meeting Date [Required by all statutes]. If material is mailed to registered securityholders using Notice and Access, National Instrument 51-102 states that the notice and proxy must be mailed a minimum of 30 days before the Meeting Date.

See Annual Financial Statements and MD&A​ for more specific regulatory requirements.
PLEASE NOTE: For companies that have a large securityholder base, please discuss the timing of the Mailing Date with your Relationship Manager.​

Bulk Material Delivery Timing
Section 2.12 of NI 54-101 requires the delivery of bulk material to intermediaries, their mailing agents and/or Computershare should be:

Mailing without Notice & Access
  • At least 3 business days before the 21st day before the date of the meeting, in the case of proxy-related materials that are to be sent by the proximate intermediary by first class mail, courier or the equivalent.
  • At least 4 business days before the 21st day before the date of the meeting in the case of proxy-related materials that are to be sent using any other type of prepaid mail.
Mailing with Notice & Access
  • ​At least 3 business days before the 30th day before the date of the meeting, in the case of proxy-related materials that are to be sent by the proximate intermediary by first class mail, courier or the equivalent.
  • At least 4 business days before the 30th day before the date of the meeting in the case of proxy-related materials that are to be sent using any other type of prepaid mail.
REMEMBER: Prior to your mailing date, there are several important regulatory filings​ you should have provided to SEDAR™and/or EDGAR®.​

In addition, if using the Notice & Access procedure there are regulatory requirements (found in NI 54-101, Section 2.7.1 (1) (d) paragraph 1) for posting proxy-related materials and they are as follows:

Public electronic access to the information circular and the notice in paragraph (a) is provided on or before the date that the reporting issuer sends the notice in paragraph (a) to beneficial owners, in the following manner:
       1. the documents are filed on SEDAR;
       2. the documents are posted until the date that is one year from the date that the documents are posted, on a website other than the                website for SEDAR;​