General Meeting Minutes

General Meeting Minutes Template for Denmark

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Document background

General Meeting Minutes are essential corporate governance documents required under Danish law for all companies registered in Denmark. These minutes serve as the official record of proceedings during annual general meetings (AGMs) and extraordinary general meetings (EGMs). The document must comply with the Danish Companies Act (Selskabsloven) requirements, particularly §101, which mandates specific content and format requirements. General Meeting Minutes must include details of all resolutions passed, voting results, and essential discussions, serving as legal evidence of corporate decisions and ensuring transparency for shareholders, regulators, and other stakeholders. The document is particularly important for corporate record-keeping, regulatory compliance, and potential future reference in legal or administrative matters.

Suggested Sections

1. Meeting Details: Date, time, venue, and form of meeting (physical, virtual, or hybrid)

2. Company Information: Legal name of company, registration number, and registered office

3. Meeting Chairman: Identity of the appointed chairman and confirmation of the chairman's approval of the minutes

4. Attendance Record: List of attendees, including shareholders present (in person or by proxy), percentage of share capital represented, board members, and other participants

5. Agenda: Complete list of agenda items as announced in the notice of the meeting

6. Meeting Proceedings: Chronological record of discussions, proposals, and decisions for each agenda item

7. Voting Results: Detailed results of all votes taken, including numbers of votes for, against, and abstentions

8. Meeting Conclusion: Time of meeting conclusion and chairman's signature

Optional Sections

1. Election Results: Required when board members or auditors are elected, including details of newly elected individuals

2. Articles of Association Changes: Required when amendments to the articles of association are approved, including the full text of amendments

3. Dividend Declaration: Required when dividends are declared, including amount per share and payment details

4. Capital Changes: Required for any decisions regarding share capital increases or reductions

5. Special Resolutions: Required for any matters requiring supermajority approval

6. Shareholder Proposals: Required when shareholders have submitted proposals for consideration

7. Q&A Session: Optional summary of questions raised by shareholders and responses provided

Suggested Schedules

1. Attendance List: Detailed list of all attendees with shareholding information

2. Proxy Forms: Copies of valid proxy forms submitted for the meeting

3. Meeting Notice: Copy of the original meeting notice and any supplementary notices

4. Presentation Materials: Copies of any presentations or materials shown during the meeting

5. Voting Records: Detailed voting tallies and scrutineer reports if applicable

6. New Articles of Association: Complete updated articles if amendments were approved

7. Annual Report: If annual report was presented or approved during the meeting

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