Meeting Minutes Templates

When an important meeting is held in a company or corporation including the owners, directors and shareholders, it is mandatory for the secretary of the meeting to take minutes of the agendas discussed in the meeting and the decisions taken in the meeting. After that, he is required to prepare a detailed letter including all the minutes and important discussions of the meeting. This letter or notice is then sent to the shareholders that didn’t attend the meeting along with the local trading department if it’s required by the laws and regulations of the government.

Minutes of Meeting of Stockholders and Directors:

There are usually two types of meetings held in any company or corporation including the important annual meetings and casual regular meetings. Every company and organization is legally obligated to hold annual shareholders and directors meeting in which new policies are introduced and implemented in the organization and it are implemented by the local government to hold annual meetings. On the other hand, a company or board of directors can call for a meeting any time they want or feel the requirement of discussing important things with the stockholders and directors.

In either case, the secretary of the meeting and the owner of the company are required to prepare a detailed report including the important elements of the meeting to share with the local trading department and with the stockholders and directors who didn’t come to the meeting and are required to review the decisions made in the meeting. Along with the minutes, this notice also includes the list of the directors and stockholders who actually attended the meeting, the names who of the invited people who didn’t come and the decisions regarding new employment or partnership in the company that was decided in the meeting.

Key Elements in the Minutes of Meeting of Stockholders and Directors:

  • Name of the company or corporation that is under discussion in the letter
  • Details and specification of the meeting (i.e. location, date, month, year)
  • Duration of the meeting held by the stockholders and directors
  • Names of the stockholders and directors invited to attend the meeting
  • Names of the stockholders and directors who actually attended the meeting
  • Names of the stockholders and directors who were present in the meeting by proxy
  • Name of the president of the company who called the meeting
  • Name of the secretary of the board of directors who attended the meeting
  • List of decisions made by the stockholders and directors in the meeting
  • The decisions that were second by the owner or CEO of the company
  • Sworn statement by the secretary that other than the enlisted decisions, no further steps were taken and the meeting was adjourned after making the enlisted decisions only
  • Signature of the secretary, CEO of the company and members of board of directors or general director to authorize the letter/notice containing minutes of the stockholders and directors meeting

Combined Meeting Minutes Template (Stockholders and Directors)

Here is preview of a Free Sample Combined Meeting Minutes Template (Stockholders and Directors) as Fill-able PDF Format,

 

Combined Meeting Minutes Template

Here is download link for this Combined Meeting Minutes Template (Stockholders and Directors),

Download PDF Form

 

Director’s Meeting Minutes Form

When a general, annual, special or casual meeting of directors in a corporation is held, the secretary of the meeting has the key responsibility of sitting in the meeting and taking notes about the agendas discussed in the meeting and the decisions taken in the meeting. Later, he has the duty of combining all the details and specification of the meeting in a letter in form of minutes and sending that letter to all the directors and shareholders in the company either they were present in the meeting or not. This is known as the formal letter of minutes of director meeting in a corporation.

Brief Description of the Minutes of Director Meeting:

There are two reasons why companies and organizations prefer to create briefs of their director meetings including the business and legal reasons. Legally every company is required to hold director meetings at least once a year and it’s crucial for the company to share the important agendas discussed in the meeting with the trading department. On the other hand, even if all the directors are asked to participate in the meeting, there will be some people who won’t come due to their personal reasons. So, this is really important that the secretary of the meeting prepares minutes or brief summaries of the director meeting and sends it to the directors who couldn’t come to the meeting.

Key Elements to include in the Minutes of Director Meeting:

  • Name of the corporation/company with trade mark
  • Complete address of the company
  • Name(s) of the owner(s) and director(s) in the company
  • Details of the meeting along with date, location, duration
  • Introduction to the agenda of the meeting
  • Names of the directors who were invited in the meeting
  • Names of the directors who were present in the meeting by proxy
  • Names of the directors who actually attended the meeting
  • Name of the general director or CEO of the company who will lead the meeting
  • Name of the secretary of the meeting with contact number
  • Details of the meeting (i.e. minutes about the agendas and decisions discussed in the meeting)
  • Signature of the secretary of the meeting

Importance and uses of the Minutes of Director Meeting:

Directors are like the most important part of any company or corporation as they decide how to run a company and create new strategies for the organization. Usually when a company needs new strategies or planning for future, directors get together in a meeting and discuss different ideas. If such a meeting is called, all the directors are invited to the meeting but still there are some personnel who couldn’t have come to the meeting due to some reasons. This is why it’s really important that the secretary of the meeting create a brief explanation of what happened in the meeting and what kind of ideas and strategies were discussed in order to share them with the directors who were absent and to keep the brief in permanent record for business and legal reasons.

Download Director’s Meeting Minutes Form

Here is preview of a Free Sample Director’s Meeting Minutes Form as fill-able PDF,

 

Director Meeting Minutes

Here is download link for this Director’s Meeting Minutes Form,

Download PDF Form

 

Shareholders First Meeting Minutes Form

When new shareholders in a company are invited to a meeting for the first time, the secretary of the meeting has the important task to sit in the meeting and understand what is discussed in the meeting. In order to remember the agendas and ideas discussed in the meeting, he is required to take notes and later for those notes in form of minutes and include them in a letter and send the letter to each shareholder either they were present in the meeting or not. This is known as the formal notification of the minutes of first meeting of shareholders.

Brief Description of the Minutes of First Meeting of Shareholders:

It’s not like only one kind of corporation meeting is important but when it comes to running a company, all meetings are very important but if we compare annual meetings, monthly meetings and turnover meetings and first meetings of new shareholders, the first meeting of new partners in a company is a little more important. This is the meeting in which the new shareholders are introduced with the existing shareholders, directors and partners in the company. Here the new shareholders are introduced with the strategies on which the company is running and the general director or CEO of the company may also ask the new shareholders to share their ideas in order to increase the performance. This way we can understand that the first meeting is very important and it is also vital to create a record of everything that was discussed in the meeting.

On one hand, the brief about the minutes of the meeting will give the absent directors and partners an overview of what they missed by not participating in the meeting where on the other hand, it will be in the permanent record of the company so that if there is any dispute or misunderstanding in the future, the record can show the real insights of the meeting by reviewing the minutes of the first meeting of shareholders. It depends on each situation if these minutes will be shared with the employees of the corporation or just with upper level management and administration only.

Key Elements to include in the Minutes of First Meeting of Shareholders:

  • Name of the corporation/company with trade mark
  • Complete address of the company
  • Name(s) of the owner(s) and director(s) in the company
  • Details of the meeting along with date, location, duration
  • Introduction to the agenda of the meeting
  • Names of the shareholders who were invited in the meeting
  • Names of the shareholders who were present in the meeting by proxy
  • Names of the shareholders who actually attended the meeting
  • Name of the general director or CEO of the company who will lead the meeting
  • Name of the secretary of the meeting with contact number
  • Details of the meeting (i.e. minutes about the agendas and decisions discussed in the meeting)
  • Signature of the secretary of the meeting

Download Shareholders First Meeting Minutes Form

Here is preview of a Free Sample Shareholders First Meeting Minutes Form as fill-able PDF,

Shareholders First Meeting Minutes Form

Here is download link for this Shareholders First Meeting Minutes Form,

Download PDF Form

Stockholders Special Meeting Minutes Form

Whether the stockholders are called for a casual, annual or a special meeting, it is really important to take notes of the ideas discussed in the meeting and the decisions taken in the meeting. This responsibility lies on the secretary of the meeting to be present during the meeting and understand what the actual purpose of holding the special meeting of stockholders so that he can send the details to all directors, partners and stockholders later in form of minutes. The notice that is sent to the above mentioned people in a corporation including the details of the meeting i.e. minutes of the special meeting is known as the notice of the minutes of special meeting of stockholders.

Brief Description of the Minutes of Special Meeting of Stockholders:

The best thing about being a stockholder in a company or corporation is that you don’t need to take part in the management of the company neither you need to make any important decisions on regular basis but even if that’s a reality, you will be asked to join important meetings of stockholders at least once every year. Usually stockholders get together once a year in the annual meeting and as the meeting is scheduled way before it will actually be hold, they all remember to participate in the meeting. But, there is another situation in which a corporation can call a surprise meeting of stockholders other than the scheduled meetings.

This can be because there is a problem to handle or because of a recent crisis in the market and it’s important to sit with all stockholders and share different strategies. This is what we call a special meeting of stockholders and just like any other meeting, it is the key responsibility of the secretary of the meeting to take notes of the ideas and agendas discussed in the meeting in order to combine them in a brief summary form and share them with the employees of the company, absent stockholders and the market. It depends on the corporation if it wants to announce the minutes in the market via advertisement or keep it discrete within the management of the company.

Key Elements to include in the Minutes of Special Meeting of Stockholders:

  • Name of the corporation/company with trade mark
  • Complete address of the company
  • Name(s) of the owner(s) and director(s) in the company
  • Details of the meeting along with date, location, duration
  • Introduction to the agenda of the meeting along with purpose of the meeting
  • Names of the stockholders who were invited in the meeting
  • Names of the stockholders who were present in the meeting by proxy
  • Names of the stockholders who actually attended the meeting
  • Name of the general director or CEO of the company who will lead the meeting
  • Name of the secretary of the meeting with contact number
  • Details of the meeting (i.e. minutes about the agendas and decisions discussed in the meeting)
  • Signature of the secretary of the meeting

Download Meeting Minutes Template

Here is preview of a Free Sample Stockholders Special Meeting Minutes Form as fill able PDF,

Stockholders Special Meeting Minutes Form

Here is download link for this Stockholders Special Meeting Minutes Form,

Download PDF Form

 

Leave a Reply

Your email address will not be published. Required fields are marked *