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Invitation to the Ordinary Quota Holders' Meeting (LLC)

Key points and template

Approovd helps you to create a legally compliant invitation to the ordinary quota holders’ meeting easily and in just a few minutes. For only CHF 89 per document.

Key Points Included in This Invitation to the Ordinary Quota Holders’ Meeting

Legal formal requirements for convening the quota holders meeting
Organizational matters, including whether attendance is physical, also by videoconference, or only by videoconference
Whether the meeting will be held in Switzerland and/or abroad
If applicable, designation of the independent proxy (including the possibility for quota holders to create the power of attorney directly with Approovd)
Ordinary agenda items: Approval of the annual financial statements and appropriation of the financial result, compensation, election and discharge of the managing officers, and election of the auditors if applicable
Option for further agenda items

Use This Invitation to the Ordinary Quota Holders’ Meeting if …

… you must organize and convene the annual (ordinary) quotaholders’ meeting of a Swiss limited liability company (LLC)

… the quotaholders’ meeting will be held physically and/ virtually, in Switzerland and/or abroad

What is an Invitation to the Ordinary Quota Holders’ Meeting?

At least once a year, the quota holders of Swiss limited liability companies (LLC) must meet within six months of the end of a financial year, primarily to approve the annual financial statements and results, to elect the managing directors and the statutory auditors as well as to determine the compensation of the management. The quota holders thus gather annually for an (ordinary) quota holders meeting. The meeting is convened by the management with an invitation containing the agenda and the items to be voted on as well as the motions of the management. Quota holders may only validly vote on the items formally set out in the invitation. Furthermore, they must receive the invitation and be able to access the financial statements at least 20 days (or 10 days if the articles of incorporation so provide) before the actual meeting. It, therefore, makes sense to ensure that the invitation fully complies with the legal form and time requirements.

As a rule, the quota holders or their representatives attend the meeting in person (sometimes with the option to attend virtually) in Switzerland. However, the quota holders meeting can however also be held exclusively virtually or abroad. Both options require a corresponding provision in the articles of association and the appointment of an independent proxy. In the case of a virtual meeting, however, it can dispense with this if the articles of association authorize it to do so. In the case of a foreign meeting, it is the quota holders who can waive this requirement, by a unanimous decision.

The document for giving voting instructions to the independent proxy can be created directly with Approovd. In this case, the corresponding link is sent to the quota holders with the invitation to the quota holders meeting.