Shareholder meeting: template minutes

When do I use this document?

• for a general meeting of a private limited company
• where a meeting is called to pass resolutions instead of using the written resolution procedure

What are the key features?

• template minutes that can be adapted depending on the business of the meeting
• provision for:
  • attending shareholders (including any proxies)
  • chair of the meeting
  • confirmation of presence of quorum
• proposal and voting on each shareholder resolution

What else do I need to know?

Under the Companies Act 2006, a company is required to keep minutes of all proceedings at general meetings and copies of all written shareholder resolutions.  These records must be maintained for at least 10 years from the date of the meeting or resolution.  They should be kept at the company’s registered office unless the company has informed Companies House of other location, which must be in the same part of the UK as the company’s registered office.

Where there are minutes of a general meeting, until the contrary is proved, the meeting is deemed duly held and convened, all proceedings at the meeting are deemed to have duly taken place and all appointments at the meeting are deemed valid.

Shareholders have the right to inspect shareholder meeting minutes without charge and can request a copy of the minutes by paying a prescribed fee.

What other documents are available?

Related documents for calling and holding general meetings include;

• Shareholder meeting notice
• Shareholder meeting proxy form
• Shareholder meeting corporate representative appointment
• Shareholder meeting consent to short notice