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Shareholders Meeting Minutes

Shareholders Meeting Minutes Template for United Arab Emirates

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Shareholders Meeting Minutes Template

"I need a Shareholders Meeting Minutes Template for our private limited liability company's annual general meeting scheduled for March 15, 2025, which will cover standard agenda items including financial statement approval and dividend declaration."

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Document background
The Shareholders Meeting Minutes Template is a crucial corporate governance document used to maintain official records of shareholder meetings in the United Arab Emirates. It is designed to comply with UAE Federal Law No. 32 of 2021 (Commercial Companies Law) and related regulations, ensuring proper documentation of corporate decisions and proceedings. This template should be used for all general assembly meetings, whether ordinary or extraordinary, and can be adapted for various types of companies operating in the UAE. It includes sections for recording attendance, verifying quorum, documenting discussions, and formalizing resolutions. The document serves as legal evidence of corporate decisions and is often required by regulatory authorities, banks, and other stakeholders. For listed companies, additional sections ensure compliance with Securities and Commodities Authority (SCA) requirements.
Suggested Sections

1. Meeting Details: Date, time, location, and type of meeting (ordinary/extraordinary general assembly)

2. Company Information: Full legal name of company, registration number, and registered address

3. Attendance and Quorum: List of shareholders present (in person or by proxy), share capital represented, and confirmation of quorum requirements

4. Meeting Chair and Secretary: Names and positions of the meeting chairman and appointed secretary

5. Notice and Convening: Confirmation of proper notice period and method of meeting announcement

6. Agenda: Itemized list of matters to be discussed and voted upon

7. Discussions: Summary of key discussions for each agenda item

8. Voting Results: Detailed record of votes cast and resolutions passed or rejected

9. Closing: Time of meeting conclusion and signature block for chairman and secretary

Optional Sections

1. Regulatory Representatives: Required when regulatory authority representatives are present (e.g., SCA for listed companies)

2. Special Business: Used when extraordinary items requiring special resolution are discussed

3. Shareholder Questions: Detailed record of Q&A session, if significant questions were raised

4. Dissenting Opinions: Record of any formal objections or dissenting votes, if any

5. Board Members Present: List of board members in attendance, if present at the general assembly

6. Virtual Attendance Details: Required for hybrid or virtual meetings, including technical platform and verification methods

Suggested Schedules

1. Attendance Register: Detailed list of all attendees with shareholding information and signatures

2. Proxy Forms: Copies of valid proxy forms submitted for the meeting

3. Meeting Notice: Copy of the original meeting notice and proof of distribution

4. Voting Records: Detailed breakdown of votes for each resolution

5. Financial Statements: If financial statements were presented or approved during the meeting

6. Presentation Materials: Copies of any presentations or materials shown during the meeting

7. Technical Report: For virtual/hybrid meetings, report confirming proper functioning of electronic systems

Authors

Alex Denne

Head of Growth (Open Source Law) @ ¶¶Òõ¶ÌÊÓƵ | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

alex.den.21@genieai.co
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Relevant Industries

Financial Services

Real Estate

Manufacturing

Technology

Healthcare

Retail

Energy

Construction

Professional Services

Transportation

Hospitality

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Relevant Teams

Legal

Corporate Governance

Compliance

Corporate Secretariat

Board Affairs

Regulatory Affairs

Corporate Affairs

Executive Office

Shareholder Relations

Administrative

Relevant Roles

Company Secretary

Legal Counsel

Corporate Governance Officer

Board Secretary

Compliance Manager

Chief Legal Officer

Managing Director

Board Chairman

CEO

CFO

Corporate Affairs Director

Regulatory Compliance Officer

General Counsel

Legal Manager

Corporate Secretary

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