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Proper notification for a shareholder meeting is dependent on the bylaws of the company, but typically requires written notification by a shareholder holding a certain threshold of shares in the company. The letter will typically state that a meeting is requested and the reason for the meeting.
As provided in para 1.2. 6 of secretarial standard-2, for the purpose of reckoning 21 days clear notice, the day of sending the notice and the day of Meeting shall not be counted. Further in case the company sends the notice by post or courier, an additional two days shall be provided for the service of notice.
Here are five steps to write a notice of meeting letter: Create a header. Start by creating a header for the notice of meeting letter. Write meeting information. Below the header, write a brief paragraph that includes the meetings information. List the agenda. Conclude the letter. Revise the letter.
The objective here is to clarify and provide a standard for the date of the notice. The Act states that the notice period for an AGM is 21 days notice, although 21 clear days notice is implied and its this interpretation which we use.
The meeting notice should be sent out at least 14 days prior to the meeting. All meetings other than the AGM are called special general meetings (SGM). The notice period required to hold SGMs is 30 days but this may vary depending on the topic of the meeting.

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Calling an EGM Only the members that hold 10% of the companys paid-up capital or more can call an EGM. They must carry voting rights regarding the agenda on the date of submitting the request.
This Consent to Short Notice of General Meeting is used to obtain the consent of the shareholders if a General Meeting is to be convened and held at shorter notice than the statutory period (or the period set out in the Articles).
Generally the written notice period is 14 days, but if a unanimous or special resolution is proposed, the notice period is 30 days. It is important to comply with the rules for calling a meeting before any decisions are taken at the SGM, in order for those decisions to be valid.
A Notice of general meeting starts with a salutation followed by the date and time of the general meeting. The agenda of the meeting should be clearly written in order to know the purpose of the meeting.

notice of extraordinary general meeting template