Updated August 08, 2023
Shareholders meeting minutes act as a written summary of all relevant discussions, votes, and resolutions during a specific shareholders’ meeting. Many private and public companies must hold regular shareholders’ meetings in order to satisfy regulatory requirements. Therefore, documenting meeting minutes shall serve as proof the meeting occurred as well as highlight any significant topics and actions that transpired throughout its duration. Minutes are typically recorded by a secretary, but any authorized individual may jot down minutes if appointed by the meeting’s organizer.
Table of Contents |
Formatting (7 parts)
I. Meeting Details
- Main Title (top of page) – “Shareholders Meeting Minutes for [Organization’s Name];
- Chairperson’s name;
- Secretary’s name;
- Date & Time; and
- Location.
II. Roll Call
- Record all attendees;
- Record all absentees.
III. Call to Order
- Approval of previous meeting minutes; and
- Approval of the current meeting agenda.
V. Old Business
- List outstanding discussion items from the previous meeting;
- Describe any issues and/or resolutions from the “old business” discussion; and
- Record any decisions made through a vote.
VI. New Business
- Document new orders of business;
- Describe any questions, concerns, or issues that arise;
- Log any reports or other documentation that is distributed; and
- Record any resolutions made by vote.
VII. Special Considerations
- Nominations;
- Note from institutional investors (firms managing mutual funds, hedge funds, etc.);
- Upcoming scheduled votes; and
- Any other business matters that are discussed.
VIII. Adjournment
- Record the time of the meeting’s end;
- Meeting Chairperson and Secretary approve minutes; and
- Minutes are distributed to all attendees.
Sample – Shareholders Meeting Minutes
Download: PDF, MS Word, OpenDocument
