Corporate minutes are vital to the success of your corporation. Despite being relatively straightforward, their construction and, most importantly, the formal detail they contain is the backup for every significant action your company takes. Getting them right is very important.

Table of Contents

• What Are Corporate Minutes?
• When To Use Corporate Minutes?
• How To Write Corporate Minutes
• Additional points to include in Corporate minutes
• FAQs
• What to include in corporate minutes?
• How to take corporate meeting minutes?
• What should you do with corporate minutes after they are recorded?
• Corporate Minutes Sample

What Are Corporate Minutes?

Corporate minutes, also known as meeting minutes or board minutes, are formal records of the discussions, decisions, and actions taken during meetings of a corporation's board of directors or shareholders. These minutes serve as a crucial part of a company's corporate governance and legal compliance. Here's an overview of what corporate minutes entail:

1. Documentation: Corporate minutes provide a written record of important discussions, resolutions, and transactions conducted during corporate meetings. They help ensure transparency and accountability in the decision-making processes of the corporation.

2. Types of Meetings: Corporate minutes are typically associated with meetings of the board of directors and shareholders, but they can also be prepared for committee meetings, special meetings, and annual general meetings, depending on the company's structure and bylaws.

3. Content: The content of corporate minutes includes details such as:
   • Date, time, and location of the meeting.
   • List of attendees, including names of directors, officers, and shareholders present.
   • Approval of the previous meeting's minutes (if applicable).
   • Reports presented during the meeting, such as financial reports, committee reports, and operational updates.
   • Discussions and deliberations on various agenda items.
   • Resolutions and decisions made during the meeting.
   • Voting results, including how each director or shareholder voted on specific matters.
   • Any appointments or elections that took place.
   • Record of any conflicts of interest or disclosures made by participants.
   • Signature lines for the meeting's chairperson and secretary to certify the accuracy of the minutes.

4. Legal Significance: Corporate minutes have legal significance. They can be used as evidence to demonstrate that the corporation is complying with its legal and regulatory obligations. They can also be important in legal disputes or audits.

5. Fulfilling Corporate Formalities: Properly documenting meetings and maintaining corporate minutes is part of fulfilling the corporate formalities required by law. Failing to do so can lead to legal and regulatory consequences.

6. Historical Record: Corporate minutes serve as a historical record of the corporation's decision-making process. They can help trace the evolution of the company's strategies, policies, and leadership over time.

7. Confidentiality: While corporate minutes are typically considered confidential and internal documents, they may be disclosed to shareholders or government authorities in certain situations, such as shareholder inspections or regulatory investigations.

8. Retention: Corporate minutes should be retained for a specified period as determined by corporate bylaws or legal requirements. The retention period varies by jurisdiction but is often several years.

It's essential for corporations to maintain accurate and complete corporate minutes as part of their corporate governance practices. These records help demonstrate that the company is being run in accordance with the law and in the best interests of its stakeholders. Consulting with legal and corporate governance professionals can ensure that your corporate minutes are prepared and maintained correctly.

When To Use Corporate Minutes?

Corporate minutes should be used whenever a corporation holds formal meetings of its board of directors, shareholders, or committees. These minutes serve as an important record-keeping and governance tool, ensuring transparency, accountability, and compliance with legal and regulatory requirements. Here are specific situations in which corporate minutes should be used:

1. Board of Directors Meetings: Corporate minutes are essential for documenting discussions and decisions made during board meetings. These meetings typically occur regularly (e.g., monthly or quarterly) and cover a wide range of topics, including financial reports, strategic planning, executive appointments, and corporate policy changes.

2. Annual Shareholder Meetings: Minutes are necessary for annual general meetings (AGMs) where shareholders gather to discuss and vote on corporate matters, such as electing directors, approving financial statements, and ratifying the selection of auditors.

3. Special Board Meetings: Whenever a special meeting of the board is called to address specific issues or emergencies, minutes should be taken to record the proceedings and decisions.

4. Committee Meetings: If the corporation has committees (e.g., audit committees, compensation committees), minutes should be maintained for these meetings. Committees often play a critical role in governance and decision-making.

5. Major Transactions: Minutes should be used when discussing and approving significant corporate transactions, such as mergers, acquisitions, divestitures, financing agreements, and major contracts. These transactions may require special board or shareholder meetings.

6. Legal and Regulatory Compliance: Minutes are essential to demonstrate that the corporation is complying with legal and regulatory requirements. This includes adherence to state or federal laws, corporate bylaws, and the corporation's own policies.

7. Record of Elections and Appointments: Minutes should be used to document the appointment or election of officers, directors, committee members, and any other key personnel within the corporation.

8. Conflict Resolution: If conflicts of interest arise during meetings, minutes should record the details of the conflict, any disclosures made by affected parties, and the actions taken to address the conflict.

9. Policy Changes: When corporate policies, bylaws, or charters are amended or updated, minutes should reflect the discussions, voting results, and the text of the changes.

10. Review and Approval of Financial Statements: Minutes are crucial when the board reviews and approves financial statements, budgets, and other financial matters.

11. Corporate Strategy and Planning: Minutes provide a record of strategic discussions, decisions, and planning efforts that guide the corporation's future direction.

12. Shareholder Inspections: In situations where shareholders request access to corporate records, including meeting minutes, the corporation must provide them in accordance with applicable laws and regulations.

Corporate minutes are not only a legal requirement in many jurisdictions but also a valuable resource for corporate governance, risk management, and historical documentation. It's essential to appoint a secretary or corporate officer responsible for taking accurate minutes during meetings and ensuring they are properly maintained and retained in accordance with legal requirements. Consulting with legal professionals experienced in corporate governance can also help ensure compliance and best practices.

How To Write Corporate Minutes

Writing corporate minutes involves documenting the proceedings, discussions, decisions, and actions taken during corporate meetings, such as board of directors meetings, annual shareholder meetings, and committee meetings. Accurate and well-organized corporate minutes are crucial for legal compliance and corporate governance. Here's a step-by-step guide on how to write corporate minutes:

Before the Meeting:

1. Prepare an Agenda: Create an agenda for the meeting that outlines the topics to be discussed and the order in which they will be addressed. Distribute the agenda to participants in advance.

During the Meeting:

1. Record Basic Information:
   • At the beginning of the minutes, record the following:
     • Name of the corporation.
     • Date, time, and location of the meeting.
     • Type of meeting (e.g., board meeting, annual shareholder meeting).
     • List of attendees, including names of directors, officers, and shareholders present. Note any individuals absent or excused.

2. Approval of Previous Minutes (if applicable):
   • If the meeting includes the approval of minutes from a previous meeting, document whether they were approved or any revisions made.

3. Presentations and Reports:
   • Document any presentations, reports, or financial statements presented during the meeting. Include the names of presenters and key points discussed.

4. Discussion and Resolutions:
   • For each agenda item, record a summary of the discussion and deliberations.
   • Note any motions made, who made the motion, and the outcomes of votes. Specify whether resolutions were passed or failed.
   • Include details of any dissenting or abstaining votes.
   • If a motion includes specific language or wording, include it verbatim in the minutes.

5. Appointments and Elections:
   • Record any appointments, elections, or nominations made during the meeting. Include the names of individuals elected or appointed and the positions they will hold.

6. Other Business:
   • Document any additional business or topics discussed during the meeting, even if they were not on the agenda.

After the Meeting:

1. Signature and Certification:
   • The minutes should be signed by the chairperson of the meeting and the secretary or another designated individual responsible for taking minutes.
   • Include a certification statement confirming that the minutes are accurate and complete to the best of the signatories' knowledge.

2. Distribution and Filing:
   • Distribute the minutes to all participants and relevant parties (e.g., directors, shareholders).
   • Retain a copy of the minutes in the corporation's records as part of its official corporate documents.

Formatting Tips:

• Use a clear and organized format, such as headings and subheadings, to structure the minutes.

• Be concise and avoid unnecessary details while ensuring all key discussions and decisions are captured accurately.

• Use proper grammar and spelling.

• If there are attachments or exhibits discussed during the meeting (e.g., financial statements, reports), reference them in the minutes and consider attaching them as appendices.

It's essential to maintain consistency in formatting and terminology across all sets of corporate minutes to facilitate easy review and reference. Consulting legal professionals or corporate governance experts can help ensure that your corporate minutes meet legal and regulatory requirements specific to your jurisdiction and corporate structure.

Additional points to include in Corporate minutes

In addition to the standard elements mentioned earlier, there are several additional points that may need to be included in corporate minutes depending on the nature of the meeting and the specific requirements of the corporation. Here are some additional points to consider including:

1. Quorum: Document whether a quorum (the minimum number of participants required for a valid meeting) was met. State the number of attendees and whether it met the quorum requirements as outlined in the corporation's bylaws.

2. Conflict of Interest Disclosures: If conflicts of interest were discussed during the meeting, provide details of the conflicts, the individuals involved, and any actions taken to address them. This helps demonstrate that the corporation is handling conflicts appropriately.

3. Committee Reports: If committee meetings are part of the corporate meeting, include summaries of committee reports and recommendations made during those meetings.

4. Guest Speakers: If guest speakers or experts were invited to the meeting to provide insights or presentations, note their names, affiliations, and the topics they covered.

5. Executive Sessions: If executive sessions (private meetings of the board without certain members, such as officers or non-director employees) were held, document the purpose of the executive session and any decisions or discussions that occurred.

6. Regulatory Compliance: If the meeting involved discussions related to regulatory compliance or legal matters, include details of these discussions and any actions or recommendations made to address compliance issues.

7. Bylaw Amendments: If the meeting involved amendments to the corporation's bylaws, record the specific changes made and the reasons behind them.

8. Future Actions: Document any action items or follow-up tasks assigned during the meeting, including responsible parties and deadlines.

9. Questions and Comments from Shareholders: If shareholders were given the opportunity to ask questions or make comments during the meeting, summarize the questions or comments and any responses provided.

10. Adjournment: Note the time of adjournment and any specific announcements or remarks made by the chairperson upon adjournment.

11. Proxy Voting: If proxy votes were allowed or used in shareholder meetings, detail the proxy voting process, including how many proxies were received, and the outcome of any votes conducted by proxy.

12. Attendance Records: If attendance records, sign-in sheets, or electronic attendance tracking systems were used, mention their use and any relevant data regarding attendance.

13. Sealing of Minutes: Some corporations may include a statement in the minutes indicating that the minutes were sealed and are the official record of the meeting.

14. Auditor's Reports: If the corporation has external auditors who presented reports during the meeting, summarize the key findings or recommendations from the auditor's report.

FAQs

What to include in corporate minutes?

Your corporate minutes should include details about:

• The type and purpose of the meeting
• A quorum
• Shareholders, directors and guests
• Election of chairperson, secretary, directors and officers
• Reports
• Approval of actions
• Issuance of stock
• Agenda and time of next meeting

How to take corporate meeting minutes?

The easiest way to take corporate meeting minutes is by using a template.

Taking minutes is a talent and a skill. You have to know how much to write down and what to omit. You also need to be aware that if you’re taking minutes, you’re not a highly valuable staff member contributing to the board’s work. That’s why there are so many assistant secretaries. They let the real secretary work at a board meeting.

What should you do with corporate minutes after they are recorded?

After recording corporate minutes, they should be reviewed and approved by officers and directors of the company, as may be specified in your state law or by-laws. Once approved, they should be placed in your corporate minute books to be retained forever.

Corporate Minutes Sample