Notice of Special Shareholders Meeting | USA

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.

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 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.