��������Ƶ

Shareholder meeting minutes are official records that capture key decisions, discussions, and actions taken during a company's shareholder gatherings in Saudi Arabia. These documents track important votes, appointments of board members, dividend declarations, and other vital corporate matters in line with the Kingdom's Companies Law.

Under Saudi regulations, companies must maintain these minutes properly signed and stored for at least 10 years. They serve as legal proof of shareholder decisions and help protect both the company and its investors. Good minutes also demonstrate compliance with corporate governance rules and can be crucial during audits or when resolving future disputes.

Create Shareholder meeting minutes immediately after every general assembly or extraordinary shareholder meeting in Saudi Arabia. These records become essential during capital increases, mergers, board elections, or major corporate decisions that need documented proof of shareholder approval.

Companies particularly need detailed minutes when changing their articles of association, issuing new shares, or facing regulatory inspections. The Capital Market Authority (CMA) and Ministry of Commerce often request these minutes during compliance reviews. Having clear, thorough records helps protect your company's interests and proves that decisions followed proper voting procedures under Saudi law.

• Annual General Meeting (AGM) minutes: Record yearly mandatory shareholder gatherings covering financial statements, dividends, and routine business
• Extraordinary General Meeting (EGM) minutes: Document special meetings for major decisions like capital changes or mergers
• Board Election minutes: Focus on shareholder voting for new board members and corporate governance changes
• Capital Resolution minutes: Detail specific meetings about share issuance, capital increases, or restructuring
• Virtual Meeting minutes: Capture online shareholder meetings, following CMA's digital meeting regulations

• Corporate Secretary: Takes and drafts the Shareholder meeting minutes, ensuring accuracy and proper documentation
• Board Chairman: Reviews and signs the minutes, often leading the meetings and validating recorded decisions
• Shareholders: Participate in meetings, vote on resolutions, and may request copies to verify their interests
• Company Auditors: Reference minutes during annual audits and compliance reviews
• Ministry of Commerce: Reviews minutes during inspections and corporate filing requirements
• Capital Market Authority: Monitors minutes of listed companies for regulatory compliance

• Meeting Details: Gather date, time, location, and type of meeting (AGM or EGM)
• Attendance List: Record all present shareholders, proxies, and their ownership percentages
• Agenda Items: Document each discussion point and resolution in chronological order
• Voting Results: Note exact numbers of votes for, against, and abstentions for each decision
• Supporting Documents: Collect financial statements, board reports, or other referenced materials
• Signature Requirements: Prepare signature blocks for Chairman, Secretary, and vote counters
• Digital Platform: Use our template generator to ensure compliance with Saudi Companies Law

• Meeting Header: Company name, commercial registration number, meeting type, date, time, and venue
• Quorum Statement: Total shares represented and confirmation of meeting validity
• Chairman Declaration: Opening statements and appointment of meeting secretary
• Agenda Items: Clear listing of all discussion points and resolutions presented
• Voting Details: Each resolution's exact voting results and percentage of approval
• Shareholder Comments: Key discussions, objections, or reservations raised
• Closing Statement: Meeting end time and signatures of chairman, secretary, and vote counters
• Authentication: Ministry of Commerce certification requirements for specific resolutions

Shareholder meeting minutes often get confused with Board Minutes, but they serve distinct purposes under Saudi law. While both document important corporate decisions, their scope and legal requirements differ significantly.

• Participant Scope: Shareholder meeting minutes record decisions made by company owners at general assemblies, while board minutes document discussions among appointed directors at board meetings
• Legal Authority: Shareholder minutes cover fundamental company changes like capital modifications or mergers, whereas board minutes focus on operational and management decisions
• Regulatory Requirements: Shareholder minutes must be filed with the Ministry of Commerce for certain resolutions, but board minutes typically remain internal company records
• Voting Requirements: Shareholder minutes must record exact ownership percentages and voting results, while board minutes generally need only majority consensus