Kokouskutsu

Kokouskutsu (Finnish: "meeting invitation" or "notice of meeting") is a formal or informal communication that announces an upcoming meeting and provides participants with essential information to attend and prepare. It is used in a variety of contexts including corporate board meetings, shareholders’ meetings, association general meetings, municipal committees and informal work or community gatherings.

A typical kokouskutsu includes the date, time, place (or remote connection details), the meeting agenda, document attachments or links to preparatory materials, instructions for participation (e.g., registration, remote access) and information about proxy voting if applicable. Clear designation of the meeting chair and contact details for queries are often provided.

In many organizational and legal contexts in Finland, specific notice requirements apply. Company, association and cooperative laws and bylaws commonly prescribe minimum notice periods, required content and methods of delivery; failure to comply can affect the validity of decisions made at the meeting. Electronic delivery (email or secure web portals) has become widely accepted, though organizations may set formal rules for valid service.

Kokouskutsut also address practical matters such as RSVP, accessibility information and confidentiality instructions. After the meeting, minutes (pöytäkirja) and any resolutions are circulated to participants, completing the formal meeting process. Good practice emphasizes clarity, sufficient preparation time and transparency to ensure informed participation.