Agreement to use of electronic communications

The Companies Act allows communications between the company and its members by e-mail and through its website. The articles either have to allow this or the members need to pass a resolution.  Additionally, each individual member has to personally agree to this. 

Send a letter

A separate letter must be sent to each member spelling out that the company wants to use electronic communications and seeking their consent to this. It must state that the member has 28 days to decide and point out the consequences of not replying. The letter should also give the member the opportunity to say that they still require hard copies of everything.

Also worth adding

The use of electronic communications will deliver significant savings to the company in terms of administration, printing and postage costs, as well as speeding up the provision of information to the member. The reduced use of paper will also have environmental benefits.