Annual Meetings and Special Shareholder Meetings: A Planning Guide

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 who is voting their 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 form is in MS Word format and is fully editable.
• The form can be used for a federal corporation and in any Canadian province which has a Business Corporations Act.

Prepare Proxy Forms for meetings of the shareholders of a USA corporation with these two easy-to-use templates.

1. Revocable Proxy, to be used by a voting shareholder to appoint a proxy to vote the shares on his / her behalf at all meetings that the shareholder is entitled to attend. The shareholder has the right to revoke the proxy at any time.
2. Non-Revocable Proxy, which contains a termination date. The proxy is irrevocable until the date of termination. The shareholder's shares must carry a legend stating the existence of the proxy, and that all rights under the proxy will survive any transfer of the shares.

These Proxy Forms can be used for shareholder meetings of U.S. business corporations. Available in MS Word format. Fully editable and reusable.

Record the attendance at an annual shareholders meeting with this free Scrutineer's Report form.

• The secretary of the meeting uses this form to record:
  • the name of each shareholder attending and whether they are present in person or represented by proxy, and
  • the number or percentage of voting shares held by each shareholder.
• The report is critical in order to establish whether quorum has been met before the meeting can proceed, and to determine whether each matter voted upon has received a majority vote.
• This is a free template form available in MS Word format.

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

• The package contains:
  • Notice of Meeting
  • Information Circular prepared by the Board of Directors
  • Appointment of Proxy form
  • Resolutions to be voted on by the shareholders
  • Meeting Minutes template
  • Scrutineer's List.
• All of the templates are contained in one downloadable file in MS Word format.
• Intended to be used only by companies incorporated under a Business Corporations Act in Canada (federal or provincial).

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.