Certain circumstances require a corporation to hold a special meeting regarding an urgent need. Usually these meetings are called when a major administrative decision must be made. A written notice must be sent out to the board of directors and shareholders (if applicable) a set number of days (depending on the state) prior to the meeting.
If someone cannot attend the meeting, he or she must sign a
Meeting Waiver of Notice stating that he or she waives notice of the special meeting for the specific transaction to be discussed and any other business that may come up.
It is important that the director(s) not available for the special meeting sign off on the notice, as it may be required for later possible litigation. Both the directors and/or shareholders that do not attend the meeting and the corporation’s secretary should keep a copy of the notice. Waiver of Notices should be kept for the same length of time that other corporate documents are kept (at a minimum).