"Shareholders Meeting Minutes Template"

What Are Shareholders Meeting Minutes?

Shareholding Meeting Minutes are a document that contains information about decisions made and actions taken by shareholders during a meeting. You may complete Meeting Minutes for the first, general, special, and annual meetings. They usually contain the following information: the meeting agenda, the list of participants, the results or decisions taken, and recommendations for the next meeting.

In addition to minutes, shareholders may need other types of documents:

  • A Shareholder Agreement defines the obligations and privileges of shareholders, their rights, and the protection of these rights;
  • A Shareholders Meeting Agenda is a document that should be presented to all shareholders, informing them about the annual meeting and containing all the topics that are subject to discussion.

A fillable Shareholders Meeting Minutes template can be downloaded below.

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How to Write Minutes for a Shareholders Meeting?

Shareholders meeting minutes must be filled in as follows:

  • The applicant should enter the title of the document;
  • Specify the name of the corporation and indicate that the shareholders of this organization held the meeting. Specify the type of meeting, its date, time, and place;
  • Indicate that the President, elected by the Board of Directors, called this meeting to order;
  • The applicant has to indicate that the corporation has conducted this meeting with a written notice given to all shareholders. If this organization did not provide this notification, specify that it was held according to a written waiver of notice;
  • If this document describes an annual meeting, indicate that the President presented the annual report and, after discussion, it was accepted. Indicate that this individual has also announced the election of directors. Indicate the names of the directors, nominated to serve until the next annual meeting, and until their successors are duly elected and qualified. State that these individuals were elected as directors of this entity and that no other candidates were nominated. Indicate whether the election was held duly or unanimously;
  • If this document describes the first meeting, enter a list of constitutive documents represented at the meeting. Indicate that they have been reviewed by all participants, approved, and accepted. Specify that the shareholders have approved all acts adopted and decisions reached, indicated in these documents;
  • Indicate that the entity should record all of the shareholding meeting minutes, written notices, and written waivers of notice in the minute book of the corporation. Recording minutes for a shareholder meeting gives access to all resolutions, suggestions, and objections made by the owners of the corporation;
  • Shareholders have to sign this document.

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Shareholders Meeting Minutes
of
_____________________________________________
Name of Corporation
A combined meeting of Stockholders and Directors was held at the office of the
Corporation, at ________________________________________________________,
on _________________________ at _________________________.
The following Directors were present at the meeting, being a quorum of the Directors
of the Corporation:
_____________________________
_____________________________
_____________________________
_____________________________
_____________________________
_____________________________
Name(s) of Directors Pesent at the Meeting
The following Shareholders were present in person or by proxy at the meeting, being a
quorum of the Shareholders of the Corporation:
_____________________________
_____________________________
_____________________________
_____________________________
_____________________________
_____________________________
Name(s) of Shareholders Present at the Meeting
_____________________________ (the President of the Corporation) chaired the
meeting and _____________________________ (the Secretary of the Corporation)
acted as secretary of the meeting.
The Secretary presented notice or waiver of notice of the meeting, signed by all
interested parties. The meeting, having been duly convened, was ready to proceed
with its business, whereupon it was:
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
©​ ​ ​ ​
T EMPLATEROLLER.COM​
Shareholders Meeting Minutes
of
_____________________________________________
Name of Corporation
A combined meeting of Stockholders and Directors was held at the office of the
Corporation, at ________________________________________________________,
on _________________________ at _________________________.
The following Directors were present at the meeting, being a quorum of the Directors
of the Corporation:
_____________________________
_____________________________
_____________________________
_____________________________
_____________________________
_____________________________
Name(s) of Directors Pesent at the Meeting
The following Shareholders were present in person or by proxy at the meeting, being a
quorum of the Shareholders of the Corporation:
_____________________________
_____________________________
_____________________________
_____________________________
_____________________________
_____________________________
Name(s) of Shareholders Present at the Meeting
_____________________________ (the President of the Corporation) chaired the
meeting and _____________________________ (the Secretary of the Corporation)
acted as secretary of the meeting.
The Secretary presented notice or waiver of notice of the meeting, signed by all
interested parties. The meeting, having been duly convened, was ready to proceed
with its business, whereupon it was:
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
©​ ​ ​ ​
T EMPLATEROLLER.COM​
The following was agreed on by all participating parties:
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
The President thereupon declared that the resolution(s) had been duly adopted. There
being no further business, upon motion, the meeting was adjourned.
_______________________________
_______________________________
Signature of the Secretary of the Corporation
Signature of the President of the Corporation
©​ ​ ​ ​
T EMPLATEROLLER.COM​
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