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Company Name
Street, City, State/Province, Zip/Postal code Tel: (000) 000-0000 / Fax: (000) 000-0000
www.yourwebsite.com
January 8, 2003
Contact Name
Address
Address2
City, State/Province
Zip/Postal Code
OBJECT: DECLARATION OF MAILING NOTICE OF SHAREHOLDER MEETING
Dear [CONTACT NAME],
I am the duly elected, qualified, and acting [SECRETARY OR ASSISTANT SECRETARY, ETC.] of
[COMPANY NAME].
On [DATE OF MAILING], I caused to be mailed a Notice of [ANNUAL OR SPECIAL, ETC.] Meeting of
Shareholders of [COMPANY NAME] to each shareholder entitled to vote at the meeting by depositing a true
and correct copy of the notice (in the form attached hereto) in the [COUNTRY] mail at [CITY], [STATE], in a
sealed envelope with postage prepaid, addressed to each shareholder at his/her last known address as
listed in the records of this corporation or given to this corporation for the purpose of notice.
Sincerely,
Your name
Secretary / Assistant secretary
(800) 123-4567
youremail@yourcompany.com