Directors Resolution Setting Date of Shareholder Meeting | Canada

Use this handy Checklist and Planning Guide for Annual Meetings and Special Shareholder Meetings to assist you with the preparation and planning required for a variety of corporate meetings.

• This guide deals with:
  • annual meetings of a corporation's directors and shareholders,
  • special shareholder meetings,
  • other corporate meetings and special events.
• This guide was written to assist those persons who are planning and preparing for a corporate meeting for the first time, and to prompt new ideas for the experienced meeting planner.
• Available as a free PDF download.

Prepare a Ballot Form for a shareholder meeting with this free template.

• If a resolution before a shareholder meeting is put to a vote instead of a show of hands, the shareholders must vote by way of ballot.
• The Ballot can be used by a shareholder voting his ⁄ her own shares, or by a proxy attending the meeting on behalf of an absent shareholder.
• This Ballot Form for Shareholder Meeting is generic (not country specific), and is available as a fully editable MS Word download.

Use this downloadable template to prepare a Declaration of Mailing regarding the sending of notices for an upcoming annual meeting of shareholders of a Canadian corporation.

The Declaration contains the following information:

• the date, time and place on which the shareholder meeting will be held, and
• the date on which the notices were mailed, in accordance with the applicable legislation under which the corporation was incorporated.

This Canada Declaration of Mailing form is in MS Word format and is fully editable. It can be used for a federal corporation and in any province which has a Business Corporations Act.

Put together an Information Circular for a shareholder meeting for a Canadian corporation with this customizable template.

• The circular must be distributed to the shareholders of a corporation prior to a shareholder meeting.
• It sets out details of all the business to be dealt with at the meeting.
• It also describes the procedure for appointing a proxy, for shareholders who are unable to attend in person but still wish to vote.

The Canada Information Circular for Shareholder Meeting gives the shareholders a chance to review and consider the matters to be put before the meeting. Download a copy and prepare for your next shareholder meeting.

Prepare an Appointment of Proxy form for a meeting of the shareholders of a Canadian corporation with this easy-to-use template.

• The proxy form should be filled out and returned to the corporate secretary by any shareholder who is unable to personally attend the meeting.
• The person named in the proxy can act on behalf of the shareholder and vote the shares in the manner indicated in the proxy form.
• This form can be used for annual general meetings and special meetings of the shareholders.
• This template form is available in MS Word format.
• The Appointment of Proxy form can be used in most Canadian provinces and territories.

Prepare documents for a special meeting of shareholders with this Shareholder Meeting Forms Package for Canadian corporations. The package contains:

1. Notice of Meeting
2. Information Circular prepared by the Board of Directors
3. Appointment of Proxy form
4. Resolutions to be voted on by the shareholders
5. Meeting Minutes template
6. Scrutineer's List.

All of the templates are contained in one downloadable file. Get the Canada Special Shareholder Meeting Forms Package for your corporate secretary.

A meeting of the shareholders of a Canadian corporation may be held without notice, so long as all of the attending shareholders sign a Waiver of Notice form.

• This package contains waiver forms for:
  • the initial meeting of shareholders following the company's incorporation,
  • annual shareholder meetings,
  • special meetings of the shareholders as required by the by-laws or Articles.
• These forms are available in MS Word format and are editable and reusable.
• Intended for use only in Canada.