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Minutes of the Universal Extraordinary Shareholders' Meeting

Key points and template

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Key Points Included in These Minutes of the Universal Extraordinary Shareholders’ Meeting

Formal requirements for the holding of a universal meeting
Organizational matters: date, time, place, and representation
Up to ten specific shareholders’ resolutions

Use These Minutes of the Universal Extraordinary Shareholders’ Meeting if …

… a company requires the approval of its shareholders on one or more specific items during the business year

… you need flexibility in the organization of the meeting without having to comply with the strict legal requirements for convening it

… all shareholders attend the meeting or are represented by proxy

What are Minutes of the Universal Extraordinary Shareholders’ Meeting?

Unlike the annual or ordinary shareholders’ meeting, which takes place within six months of the end of the business year, an extraordinary shareholders’ meeting is held during the business year and there is no obligation to hold one. It is only convened when a company requires the approval of its shareholders on one or more specific items, such as a transfer of the headquarters or the payment of an interim dividend. But as with the ordinary shareholders’ meeting, the law requires that minutes be kept of the resolutions, votes, and discussions.

If all shareholders attend or are represented at the shareholders’ meeting, the meeting may also be held without being formally convened. In particular, no deadline for invitations has to be observed. In practice, shareholders often grant a power of attorney to a member of the board of directors or the management, who will then hold the meeting.