Minutes of Shareholder Meeting

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These Minutes of Shareholders Meeting will assist in preparing official minutes of a shareholders meeting. They include the exact date, time and location of the meeting and any business discussed.

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These Minutes of Shareholder Meeting will assist in the preparation of necessary minutes for a meeting of your company's shareholders. These minutes include the date, time and location of the meeting, quorum requirements and who presided over the shareholders' meeting. They also include information regarding notice requirements, approval of previous minutes and details regarding old and new business discussed at the shareholders meeting. It is imperative that these minutes reflect exactly what happened at a shareholders meeting. The Minutes of Shareholders Meeting become a part of the company's official record and will prove invaluable in the event of future questions or concerns about what transpired at a shareholders meeting.

These Minutes of Shareholders Meeting include the following:
  • Meeting Information: Sets forth the date, time and location of the shareholders meeting;
  • Presiding Official: Sets forth who presided over the meeting and identity of the individual who acted as the secretary;
  • Quorum/Notice Requirements: Sets out the exact number of shares present which constitute a quorum and that notice of the meeting was mailed to all shareholders in a timely fashion;
  • Approval/Matters Discussed: Approves the minutes of the last meeting and any old or new business discussed at this shareholders meeting;
  • Adjournment: Sets forth the exact date and time the meeting was adjourned.

Protect your rights and your company by using our attorney-prepared forms.

This attorney-prepared packet contains:
  1. Instructions and Checklist
  2. General Information
  3. Minutes of Shareholders Meeting
State Law Compliance: This form complies with the laws of all states
Number of Pages4
DimensionsDesigned for Letter Size (8.5" x 11")
EditableYes (.doc, .wpd and .rtf)
UsageUnlimited number of prints
Product number#20489
This is the content of the form and is provided for your convenience. It is not necessarily what the actual form looks like and does not include the information, instructions and other materials that come with the form you would purchase. An actual sample can also be viewed by clicking on the "Sample Form" near the top left of this page.
Minutes of the Meeting  Shareholders


The [annual/special] meeting of the shareholders of  _____________________________ [insert the companys name] (the “Company”) was held on ____________________, 20__ at __________________________________________________________ [insert address where meeting took place].  The meeting began at _________ and ended at___________.
________________________ acted as Chairman and _______________acted as Secretary of the Meeting.
The Secretary reported that ____________ shares of stock out of a total of __________________ shares outstanding and entitled to vote at the meeting were represented (_____________ shares in person and ________________ shares by proxy filed with the secretary), constituting a quorum.
[The contents of your minutes will change depending on the agenda and business of your meeting.  The provisions below are a guide to help you. Erase those sections that are unnecessary and add where appropriate.]
Notice was mailed to the shareholders via __________ on _________________, 20__.  A copy of the Notice is attached hereto.  [The method of notice will have to conform to the requirements of your companys governing documents, e.g. Bylaws]
The minutes for the meeting held on _______________, 20__ were approved as presented.  
[These are items and actions that are up for discussion. Include a synopsis of all matters discussed.]
After discussion and upon motion duly made, seconded and carried, the following resolution was adopted:
RESOLVED that ___________________________________________________
[For your convenience, below please find resolutions for some matters that may be discussed at your meeting.]
Directors Elected
Upon motion duly made, seconded and carried, the following directors were elected to served until the earlier of the next annual meeting of the shareholders, their respective resignation or removal, or until their respective successors are elected and qualified: _____________________, ________________, and ______________________.
Approval of Financial Statements
Upon motion duly made, seconded and carried, the Companys financial statements for the year ended ____________ are acknowledged as being received by the shareholders and are hereby approved and adopted.
There being no further business, the meeting was adjourned at _______________.
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