Template

Shareholder meeting (private company) template

A meeting of a private company's shareholders to vote on matters only they can decide — such as new share issues, changes to the company's rules, or a sale — following the notice and voting rules in the company's documents.

60 minutesFor Shareholders or their proxies, the directors, and the company secretaryAgenda room
Change the agenda first

The agenda, with a time for each part

  1. Opening, quorum and notice5 min
    • Was proper notice given, and are enough shareholders present?
  2. The proposals, explained20 min
    • What exactly is being proposed, and why?
  3. Questions15 min
    • What would you like to ask before voting?
  4. Votes12 min
    • For, against or abstain, on each resolution?
  5. Results and next steps8 min
    • What passed, and what happens now?

How the notes read afterwards

A made-up example, so you can see the shape. In a real call each line carries the words that were said and who said them.

Notice. Sent 14 days before, as the articles require; quorum present.

Proposal. Issue new shares to investors in the Series A.

Questions. How much will existing holders be diluted? About 20%.

Result. Passed with 86% of votes; filing to the registry within the required time.

Running it well

Ways to change it

In writingMany private companies can pass resolutions in writing instead of meeting, if the law and their documents allow.
Annual meetingSee the annual general meeting template for the yearly version.

When to skip it. If the decision can lawfully be made by written resolution and nobody needs to discuss it.

Questions

What decisions do shareholders vote on?

Typically matters that change the company's ownership or rules — issuing new shares, changing the articles or bylaws, appointing or removing directors, or selling the company — depending on the law and the company's documents.

What is a written resolution?

A decision shareholders make by signing a document rather than meeting; many private companies may use it, within the rules of their country and articles.

What is a proxy?

Someone a shareholder appoints to attend and vote on their behalf.

What happens in the room

Everybody joins from the link, with no account. The agenda sits beside the call and each item fills in with what was said about it, under the name of the person who said it.

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