Yes agree seems like that is how it should go as you mention...but unless you have run a public company on a stock exchange we have no clue what all is involved with doing this type of move at least I don't. Sounds easy to us to say this is how it should happen Do A and the result will be B.....but I am sure there is more to it then meets the eye Do A and there is steps B and C before you get to end result D.
I don't know why a letter has to be mailed makes no sense unless it has to a certified letter for it to be official.