Formal communications by email

POPAI would like to be able to send you company communications by email, but it is only able to do this with your agreement. “Company communications” are those that concern you as a legal member of the company, including notices of general meetings, proxy forms, written resolutions, and copies of the company’s annual accounts. 

If you agree to receive company communications by email:

  • You agree that the Company may send any company communications to the email address to which this message has been sent unless you specify an alternative address for this purpose.
  • You may specify an alternative address, or withdraw your agreement, at any time by sending an email to
  • Your email address will not be included in that part of the company’s register of members which is open to inspection.
  • Until you withdraw your agreement, the Company may send any company communication in the body of an email, or in one or more attachments to an email, or by a combination of these two methods. Attachments will be Microsoft Word documents, PDF documents, or JPEG documents - the software needed to read these formats is available from the internet free of charge.
  • If an email is sent to the address that you have agreed may be used for this purpose, you will be deemed to have received it 24 hours after it was sent. In calculating this period, no account will be taken of any part of any Saturday, Sunday, Christmas Day, Good Friday, or bank holiday in England under the Banking and Financial Dealings Act 1971.
    The directors recommend that you add the domain name to the list of email sources that should never be blocked by your spam filter.
  • If the Company receives an automated message to the effect that an email containing a company communication could not be delivered, the communication will still be deemed to have been delivered 24 hours after it was first sent by email but the Company will make two further attempts to deliver it and then it will send a hard copy of the communication to the postal address recorded in the register of members.
  • You may ask the company to provide a hard copy of any company communication you have received by email and it will be sent to you within 21 days. There will not be a charge for this.
  • A unique identification code will be issued to you to enable you to authenticate any important messages and documents you send to the company - including proxy forms and written resolutions.