Annual Shareholders Meeting

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This Kit provides forms and guidelines for conducting your corporation's annual shareholders meeting.

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The main responsibility of a corporation's shareholders is to elect an effective board of directors. This election is usually held at the shareholders annual meeting which is held at a date, time, and place specified in the corporate bylaws. This Shareholders Annual Meeting Kit provides guidelines for conducting your corporation's annual shareholders meeting.

This Shareholders Annual Meeting Kit for your state includes the following:
  • Annual Shareholders Meeting Checklist
  • Notice of Annual Shareholders Meeting
  • Affidavit of Mailing of Notice of Annual Shareholders Meeting
  • Waiver of Notice of Annual Shareholders Meeting
  • Minutes of Annual Shareholders Meeting

Protect your Rights and your Business by using our professionally prepared up-to-date forms.

This attorney-prepared packet contains:
  1. General Information
  2. Shareholders Annual Meeting Kit for use in your state
State Law Compliance: This form complies with the laws of your state
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.












Shareholders Meeting - Annual Meeting Kit









This Packet Includes:
1. General Information
2. Annual Shareholders Meeting Checklist
3. Sample Notice of Annual Shareholders Meeting
4. Sample Affidavit of Mailing of Notice of Annual Shareholders Meeting
5. Sample Waiver of Notice of First Shareholders Meeting
6. Sample Minutes of First Shareholders Meeting








General Information
Shareholders Meeting (Annual Meeting) - Kit

This kit provides guidelines for conducting your corporations annual shareholders meeting.

The main responsibility of the shareholders of a corporation is to elect the directors of the business.  This election is conducted at the annual meeting of the shareholders that is held on the date, time, and place as specified in the corporate bylaws.  In addition, specific corporate business at other times of the year may occasionally need shareholder approval.  For example, shareholders must vote on the dissolution of the corporation, on amendments to the Bylaws or Articles of Incorporation, and on any extraordinary business transactions, such as the sale of all of the assets of the corporation.  For these purposes, a special meeting of the shareholders must be held.

NOTE: This kit includes materials generally applicable to corporations in any state.  However, there may be state-specific guidelines and restrictions regarding the rights and responsibilities of shareholders in your state.  Please consult your Secretary of States website for further information.




DISCLAIMER:

FindLegalForms, Inc. (“FLF”) is not a law firm and does not provide legal advice.  The use of these materials is not a substitute for legal advice. Only an attorney can provide legal advice.  An attorney should be consulted for all serious legal matters.  No Attorney-Client relationship is created by use of these materials.  

THESE MATERIALS ARE PROVIDED “AS-IS.  FLF DOES NOT GIVE ANY EXPRESS OR IMPLIED WARRANTIES OF MERCHANTABILITY, SUITABILITY OR COMPLETENESS FOR ANY OF THE MATERIALS FOR YOUR PARTICULAR NEEDS.  THE MATERIALS ARE USED AT YOUR OWN RISK.  IN NO EVENT WILL:  I) FLF, ITS AGENTS, PARTNERS, OR AFFILIATES; OR II) THE PROVIDERS, AUTHORS OR PUBLISHERS OF ITS MATERIALS, BE RESPONSIBLE OR LIABLE FOR ANY DIRECT, INDIRECT, INCIDENTAL, SPECIAL, EXEMPLARY, OR CONSEQUENTIAL DAMAGES (INCLUDING, BUT NOT LIMITED TO, PROCUREMENT OF SUBSTITUTE GOODS OR SERVICES; LOSS OF USE, DATE OR PROFITS; OR BUSINESS INTERRUPTION) HOWEVER USED AND ON ANY THEORY OF LIABILITY, WHETHER IN CONTRACT, STRICT LIABILITY, OR TORT (INCLUDING NEGLIGENCE OR OTHERWISE) ARISING IN ANY WAY OUT OF THE USE OF THESE MATERIALS. 




Annual Shareholders Meeting Checklist


The following information should be covered and documented in the minutes of the annual shareholders meetings:

?   Name of corporation

?   Date of meeting

?   Location of meeting

?   Officers present at meeting

?   Others present at meeting

?   Calling of meeting to order and quorum present

?   Shareholders present at meeting

?   Shareholders represented by proxy at meeting

?   Name of president acting at meeting

?   Name of secretary acting at meeting

?   Name of chairperson elected to preside over meeting

?   Proper notification of meeting

?   Notices sent and affidavit filed/or waivers filed

?   Reading of minutes of previous shareholders meeting

?   Approval of minutes of previous shareholders meeting

?   Reading and approval of Presidents Report and direction that it be attached to minutes

?   Reading and approval of Treasurers Report and direction that it be attached to minutes

?   Nomination of persons to serve as directors

?   Election of directors

?   Any other business

?   Meeting adjournment

?   Dating and signing of minutes by secretary




Notice of Annual Shareholders Meetingof _____________________



TO:












In accordance with the bylaws of this corporation, an official annual meeting of the shareholders will be held at _____ oclock ___. m., on ________________, 20 ___, at the offices of the corporation located at _______________.
 
The purpose of this meeting is to elect directors of this corporation and to transact any other necessary business.

The Stock Transfer Book of this corporation will remain closed from ________________, 20 ___, until____________, 20 ___.

 
Dated: ____________, 20 ___
Corporate Seal

_____________________________________
Signature of Secretary of Corporation

_____________________________________
Printed Name of Secretary of Corporation


Affidavit of Mailing of Notice of Annual
Shareholders Meeting of _____________________


State of ______________________
County of ____________________


Being duly sworn, ___________________________________________________ states:

I am the secretary of ____________________, a corporation organized under the laws of the State of ____________.
 
On ____________, 20 ___, I personally deposited stamped and sealed copies of the Notice of Annual Shareholders Meeting of this corporation in a post-office box in the City of ____________________, in the State of ____________.

The copies were correctly addressed to all shareholders of this corporation as of ____________, 20 ___, as shown in the Stock Transfer Book of this corporation.

The list of names and addresses of the shareholders is attached to this affidavit.


Dated: ____________, 20 ___
Corporate Seal

_____________________________________
Signature of Secretary of Corporation

_____________________________________
Printed Name of Secretary of Corporation



Subscribed and sworn to before me on ____________ , 20 ___ .

____________________
Signature of Notary Public

Notary Public, In and for the County of __________
State of __________

My commission expires: ____________             Notary Seal
Waiver of Notice of Annual Shareholders Meetingof _____________________


We, the undersigned shareholders of this corporation, waive any required notice and consent to the holding of the annual meeting of the shareholders of this corporation on ____________, 20 ___, at _____ oclock ___. m., at the offices of the corporation located at _______________.
 
Dated: ____________, 20 ___


Signature of Shareholder             Printed Name of Shareholder
____________________________________   __________________________________
 
____________________________________   __________________________________

____________________________________   __________________________________

____________________________________   __________________________________

____________________________________   __________________________________

____________________________________   __________________________________

____________________________________   __________________________________

____________________________________   __________________________________

____________________________________   __________________________________

____________________________________   __________________________________

____________________________________   __________________________________

____________________________________   __________________________________


Minutes of Annual Shareholders Meetingof _____________________


The annual meeting of the shareholders of this corporation was held on ____________, 20 ___, at _____ oclock ___. m., at the offices of the corporation located at _______________.

Present were:
_______________________________________________________, President

_______________________________________________________, Vice-President

_______________________________________________________, Treasurer

_______________________________________________________, Secretary

Other than shareholders of this corporation, the following persons were also present:
________________________________________________________________________________________________________________________________________________________________________________________________________________________


1.   The president of this corporation called the meeting to order.  The president determined that a quorum was present, either in person or by proxy, and that the meeting could conduct business.

The following shareholders were present in person:

Name of Shareholder                 Number of Shares

_______________________________________________  ______________________

_______________________________________________  ______________________

_______________________________________________  ______________________

_______________________________________________  ______________________

_______________________________________________  ______________________

_______________________________________________  ______________________


The following shareholders were represented by proxy:

Name of Shareholder                     Number of Shares

_______________________________________________  ______________________

_______________________________________________  ______________________

_______________________________________________  ______________________

_______________________________________________  ______________________

_______________________________________________  ______________________

_______________________________________________  ______________________

 
2. The secretary reported that notice of the meeting had been properly given or waived by each shareholder in accordance with the bylaws.

Upon motion made and carried, the secretary was ordered to attach the appropriate Affidavit of Mailing of Notice or Waiver of Notice to the minutes of this meeting.

 
3. ____________________ was then elected chairperson of this meeting.


4.   The secretary distributed copies of the minutes of the previous meeting of the shareholders which had been held on ____________, 20 ___.
 
Upon motion made and carried, these minutes were approved.

 
5. The president presented the annual Presidents Report.

Upon motion made and carried, the Presidents Report was approved and the secretary was directed to attach a copy of the Presidents Report to these minutes.


6. The treasurer of the corporation presented the Treasurers Report.

Upon motion made and carried, the Treasurers Report was approved and the secretary was directed to attach a copy of the Treasurers Report to these minutes.

 
7. The following persons were nominated as directors of this corporation for a term of ____________________ year(s):

Name of Nominee                     Name of Nominee

_________________________________   __________________________________

_________________________________   __________________________________

_________________________________   __________________________________

_________________________________   __________________________________

 
8. In accordance with the bylaws of this corporation, an election of directors was held, with each shareholder stating their choices for director by secret ballot and the number of shares held personally or by proxy.
 
9. The votes were tallied by the secretary and, by a majority vote of the outstanding shares entitled to vote in this election, the following persons were elected as directors of this corporation for a term of ____________________ year(s):

______________________________________, Director

______________________________________, Director

______________________________________, Director

10. On motion made and carried, it was directed that a report of the election be filed with the Clerk of _________________ County, State of ____________, if required.

11. The following other business was transacted:





There being no further business, upon motion made and carried the meeting was adjourned.

Dated: ____________, 20 ___
Corporate Seal

_____________________________________
Signature of Secretary of Corporation

_____________________________________
Printed Name of Secretary of Corporation



 
Number of Pages9
DimensionsDesigned for Letter Size (8.5" x 11")
EditableYes (.doc, .wpd and .rtf)
UsageUnlimited number of prints
Product number#22805
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.












Shareholders Meeting - Annual Meeting Kit









This Packet Includes:
1. General Information
2. Annual Shareholders Meeting Checklist
3. Sample Notice of Annual Shareholders Meeting
4. Sample Affidavit of Mailing of Notice of Annual Shareholders Meeting
5. Sample Waiver of Notice of First Shareholders Meeting
6. Sample Minutes of First Shareholders Meeting








General Information
Shareholders Meeting (Annual Meeting) - Kit

This kit provides guidelines for conducting your corporations annual shareholders meeting.

The main responsibility of the shareholders of a corporation is to elect the directors of the business.  This election is conducted at the annual meeting of the shareholders that is held on the date, time, and place as specified in the corporate bylaws.  In addition, specific corporate business at other times of the year may occasionally need shareholder approval.  For example, shareholders must vote on the dissolution of the corporation, on amendments to the Bylaws or Articles of Incorporation, and on any extraordinary business transactions, such as the sale of all of the assets of the corporation.  For these purposes, a special meeting of the shareholders must be held.

NOTE: This kit includes materials generally applicable to corporations in any state.  However, there may be state-specific guidelines and restrictions regarding the rights and responsibilities of shareholders in your state.  Please consult your Secretary of States website for further information.




DISCLAIMER:

FindLegalForms, Inc. (“FLF”) is not a law firm and does not provide legal advice.  The use of these materials is not a substitute for legal advice. Only an attorney can provide legal advice.  An attorney should be consulted for all serious legal matters.  No Attorney-Client relationship is created by use of these materials.  

THESE MATERIALS ARE PROVIDED “AS-IS.  FLF DOES NOT GIVE ANY EXPRESS OR IMPLIED WARRANTIES OF MERCHANTABILITY, SUITABILITY OR COMPLETENESS FOR ANY OF THE MATERIALS FOR YOUR PARTICULAR NEEDS.  THE MATERIALS ARE USED AT YOUR OWN RISK.  IN NO EVENT WILL:  I) FLF, ITS AGENTS, PARTNERS, OR AFFILIATES; OR II) THE PROVIDERS, AUTHORS OR PUBLISHERS OF ITS MATERIALS, BE RESPONSIBLE OR LIABLE FOR ANY DIRECT, INDIRECT, INCIDENTAL, SPECIAL, EXEMPLARY, OR CONSEQUENTIAL DAMAGES (INCLUDING, BUT NOT LIMITED TO, PROCUREMENT OF SUBSTITUTE GOODS OR SERVICES; LOSS OF USE, DATE OR PROFITS; OR BUSINESS INTERRUPTION) HOWEVER USED AND ON ANY THEORY OF LIABILITY, WHETHER IN CONTRACT, STRICT LIABILITY, OR TORT (INCLUDING NEGLIGENCE OR OTHERWISE) ARISING IN ANY WAY OUT OF THE USE OF THESE MATERIALS. 




Annual Shareholders Meeting Checklist


The following information should be covered and documented in the minutes of the annual shareholders meetings:

?   Name of corporation

?   Date of meeting

?   Location of meeting

?   Officers present at meeting

?   Others present at meeting

?   Calling of meeting to order and quorum present

?   Shareholders present at meeting

?   Shareholders represented by proxy at meeting

?   Name of president acting at meeting

?   Name of secretary acting at meeting

?   Name of chairperson elected to preside over meeting

?   Proper notification of meeting

?   Notices sent and affidavit filed/or waivers filed

?   Reading of minutes of previous shareholders meeting

?   Approval of minutes of previous shareholders meeting

?   Reading and approval of Presidents Report and direction that it be attached to minutes

?   Reading and approval of Treasurers Report and direction that it be attached to minutes

?   Nomination of persons to serve as directors

?   Election of directors

?   Any other business

?   Meeting adjournment

?   Dating and signing of minutes by secretary




Notice of Annual Shareholders Meetingof _____________________



TO:












In accordance with the bylaws of this corporation, an official annual meeting of the shareholders will be held at _____ oclock ___. m., on ________________, 20 ___, at the offices of the corporation located at _______________.
 
The purpose of this meeting is to elect directors of this corporation and to transact any other necessary business.

The Stock Transfer Book of this corporation will remain closed from ________________, 20 ___, until____________, 20 ___.

 
Dated: ____________, 20 ___
Corporate Seal

_____________________________________
Signature of Secretary of Corporation

_____________________________________
Printed Name of Secretary of Corporation


Affidavit of Mailing of Notice of Annual
Shareholders Meeting of _____________________


State of ______________________
County of ____________________


Being duly sworn, ___________________________________________________ states:

I am the secretary of ____________________, a corporation organized under the laws of the State of ____________.
 
On ____________, 20 ___, I personally deposited stamped and sealed copies of the Notice of Annual Shareholders Meeting of this corporation in a post-office box in the City of ____________________, in the State of ____________.

The copies were correctly addressed to all shareholders of this corporation as of ____________, 20 ___, as shown in the Stock Transfer Book of this corporation.

The list of names and addresses of the shareholders is attached to this affidavit.


Dated: ____________, 20 ___
Corporate Seal

_____________________________________
Signature of Secretary of Corporation

_____________________________________
Printed Name of Secretary of Corporation



Subscribed and sworn to before me on ____________ , 20 ___ .

____________________
Signature of Notary Public

Notary Public, In and for the County of __________
State of __________

My commission expires: ____________             Notary Seal
Waiver of Notice of Annual Shareholders Meetingof _____________________


We, the undersigned shareholders of this corporation, waive any required notice and consent to the holding of the annual meeting of the shareholders of this corporation on ____________, 20 ___, at _____ oclock ___. m., at the offices of the corporation located at _______________.
 
Dated: ____________, 20 ___


Signature of Shareholder             Printed Name of Shareholder
____________________________________   __________________________________
 
____________________________________   __________________________________

____________________________________   __________________________________

____________________________________   __________________________________

____________________________________   __________________________________

____________________________________   __________________________________

____________________________________   __________________________________

____________________________________   __________________________________

____________________________________   __________________________________

____________________________________   __________________________________

____________________________________   __________________________________

____________________________________   __________________________________


Minutes of Annual Shareholders Meetingof _____________________


The annual meeting of the shareholders of this corporation was held on ____________, 20 ___, at _____ oclock ___. m., at the offices of the corporation located at _______________.

Present were:
_______________________________________________________, President

_______________________________________________________, Vice-President

_______________________________________________________, Treasurer

_______________________________________________________, Secretary

Other than shareholders of this corporation, the following persons were also present:
________________________________________________________________________________________________________________________________________________________________________________________________________________________


1.   The president of this corporation called the meeting to order.  The president determined that a quorum was present, either in person or by proxy, and that the meeting could conduct business.

The following shareholders were present in person:

Name of Shareholder                 Number of Shares

_______________________________________________  ______________________

_______________________________________________  ______________________

_______________________________________________  ______________________

_______________________________________________  ______________________

_______________________________________________  ______________________

_______________________________________________  ______________________


The following shareholders were represented by proxy:

Name of Shareholder                     Number of Shares

_______________________________________________  ______________________

_______________________________________________  ______________________

_______________________________________________  ______________________

_______________________________________________  ______________________

_______________________________________________  ______________________

_______________________________________________  ______________________

 
2. The secretary reported that notice of the meeting had been properly given or waived by each shareholder in accordance with the bylaws.

Upon motion made and carried, the secretary was ordered to attach the appropriate Affidavit of Mailing of Notice or Waiver of Notice to the minutes of this meeting.

 
3. ____________________ was then elected chairperson of this meeting.


4.   The secretary distributed copies of the minutes of the previous meeting of the shareholders which had been held on ____________, 20 ___.
 
Upon motion made and carried, these minutes were approved.

 
5. The president presented the annual Presidents Report.

Upon motion made and carried, the Presidents Report was approved and the secretary was directed to attach a copy of the Presidents Report to these minutes.


6. The treasurer of the corporation presented the Treasurers Report.

Upon motion made and carried, the Treasurers Report was approved and the secretary was directed to attach a copy of the Treasurers Report to these minutes.

 
7. The following persons were nominated as directors of this corporation for a term of ____________________ year(s):

Name of Nominee                     Name of Nominee

_________________________________   __________________________________

_________________________________   __________________________________

_________________________________   __________________________________

_________________________________   __________________________________

 
8. In accordance with the bylaws of this corporation, an election of directors was held, with each shareholder stating their choices for director by secret ballot and the number of shares held personally or by proxy.
 
9. The votes were tallied by the secretary and, by a majority vote of the outstanding shares entitled to vote in this election, the following persons were elected as directors of this corporation for a term of ____________________ year(s):

______________________________________, Director

______________________________________, Director

______________________________________, Director

10. On motion made and carried, it was directed that a report of the election be filed with the Clerk of _________________ County, State of ____________, if required.

11. The following other business was transacted:





There being no further business, upon motion made and carried the meeting was adjourned.

Dated: ____________, 20 ___
Corporate Seal

_____________________________________
Signature of Secretary of Corporation

_____________________________________
Printed Name of Secretary of Corporation



 

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