Minute's of Shareholders Meeting for Private Limited Company - Word & PDF Template Form

MINUTES OF GENERAL MEETING OF THE SHAREHOLDERS

(Drawn up pursuant to Section 118 of the Companies Act, 2013 read with the Secretarial Standard on General Meetings (SS-2) issued by the Institute of Company Secretaries of India)

Serial Number: ________

MINUTES OF THE ________ OF THE SHAREHOLDERS OF ________, a company incorporated under the Companies Act, 2013 (or the relevant antecedent enactment), bearing Corporate Identity Number (CIN): ________, and having its registered office at: ________ (hereinafter referred to as the "Company"), HELD ON ________, AT ________, COMMENCING AT ________.

§ 1. DIRECTORS PRESENT

The following Directors were present at the Meeting:

(1) ________, designation: ________, DIN: ________.

§ 2. INVITEES PRESENT

The following invitees and/or persons in attendance were present at the Meeting:

(1) ________, designation/capacity: ________.

§ 3. SHAREHOLDERS PRESENT

The following Shareholders (whether in person, by proxy or through authorised representative under Section 113 of the Companies Act, 2013, as applicable) were present at the Meeting:

(1) ________, Folio/DP-Client ID: ________, mode of attendance: ________, Voting rights: ________%.

§ 4. SHAREHOLDERS NOT PRESENT

The following Shareholders were not present at the Meeting:

(1) ________, Folio/DP-Client ID: ________, Voting rights: ________%.

Leave of absence was granted to the aforesaid Shareholders who expressed their inability to attend the Meeting owing to their pre-occupation.

§ 5. CHAIRMAN

In accordance with Section 104 of the Companies Act, 2013 and the Articles of Association of the Company, ________ ("Chairman") was elected to chair and preside over the Meeting.

§ 6. SECRETARY

________ ("Secretary") was appointed to record the proceedings of the Meeting.

§ 7. QUORUM

The Chairman, having ascertained that the quorum requisite under Section 103 of the Companies Act, 2013 and the Articles of Association of the Company was present and continued to be present throughout, declared the Meeting duly constituted and called it to order at ________. The total number of members present in person and by proxy was ________, representing ________% of the issued and paid-up share capital carrying voting rights.

§ 8. NOTICE OF MEETING

The notice convening the Meeting, together with the agenda and the explanatory statement (where required under Section 102 of the Companies Act, 2013), was duly served upon all the Shareholders, Directors and Auditors entitled to receive the same, within the period and in the manner prescribed under Sections 101 and 136 of the Companies Act, 2013, the rules made thereunder, the Secretarial Standard (SS-2) and the Articles of Association of the Company. The notice was served through the following method: ________, and was dated and despatched on ________.

With the unanimous consent of the members present, the notice convening the Meeting was taken as read.

§ 9. INSPECTION OF REGISTERS AND DOCUMENTS

The following statutory registers and documents were kept open and available for inspection by the members in accordance with the Companies Act, 2013 and the rules made thereunder:

________

§ 10. CONFIRMATION OF PREVIOUS MINUTES

The minutes of the previous Meeting held on ________ were placed before the Shareholders for confirmation and were read, considered and confirmed as a true and correct record of the proceedings:

________

§ 11. UNFINISHED BUSINESS

The following items of unfinished business and/or resolutions carried forward from the previous Meeting were taken up for consideration:

________

§ 12. RESOLUTIONS

The following resolutions were proposed, seconded, put to vote in accordance with Sections 107 and 109 of the Companies Act, 2013, and recorded as follows:

Resolution No. 1 (nature: ________ — Ordinary/Special):

________

Proposed by: ________; Seconded by: ________.

Voted for: ________%, Voted against: ________%, Abstained: ________%.

The Chairman declared the said resolution duly passed.

§ 13. NEXT MEETING

It was resolved that the next Meeting of the Shareholders shall be convened as follows, subject to compliance with the notice and other requirements of the Companies Act, 2013:

________

§ 14. VOTE OF THANKS AND CLOSURE

There being no other business to transact, the Chairman thanked all the members present and, with the consent of the Meeting, declared the Meeting closed at ________.

§ 15. CERTIFICATION

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Minutes recorded and submitted by:

__________________________
________, Secretary

Membership/ICSI No. (if applicable): ________

Date: ________; Place: ________

Approved, signed and dated by:

__________________________
________, Chairman

Date: ________; Place: ________