This template letter to shareholders explains a company’s decision to hold
its general meeting as a hybrid meeting, i.e., a meeting that is being held
both at a physical location and electronically.
Following the expiry of the provisions enabling companies to hold closed
meetings because of the COVID-19 pandemic on 30th March 2021,
many companies may still consider it both necessary and desirable to limit
the size of gatherings and want to recommend to its shareholders that they
do not attend such meetings in person.
There remains some legal uncertainty over the holding of purely virtual
general meetings and therefore the most practical way for a company to
proceed is to hold a hybrid meeting. Section 311 of the Companies Act 2006
requires the notice of a general meeting to state the time, date and place
of the meeting. The legal uncertainty concerns whether a meeting held
purely on an electronic or virtual platform, meets the “place” requirement.
Unless a company’s articles specifically prohibit virtual attendance at
meetings or require shareholders to be physically present to count as
attending, it is generally considered that a company can host a hybrid
This letter explains to shareholders that they will still be able to
participate on an equal basis and all instructions as to virtual attendance
and electronic platforms will be sent to them in advance of the meetings.
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