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Minutes Of Resolution for Hong Kong

Minutes Of Resolution Template for Hong Kong

A formal document under Hong Kong company law that records decisions and resolutions made during corporate meetings, whether by the board of directors or shareholders. It serves as an official record of corporate decisions and must comply with the Hong Kong Companies Ordinance (Cap. 622). The document captures essential details including meeting particulars, attendees, discussions, and formal resolutions passed, providing legal evidence of corporate decision-making and ensuring compliance with statutory requirements for corporate governance in Hong Kong.

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What is a Minutes Of Resolution?

Minutes Of Resolution are fundamental corporate governance documents required under Hong Kong law for recording company decisions. These documents must be maintained by all companies registered in Hong Kong in accordance with the Companies Ordinance (Cap. 622). They serve as official records of decisions made during board meetings, shareholder meetings, or written resolutions, documenting important corporate actions such as appointment of directors, share issuances, business transactions, and other significant company matters. The minutes must include specific details such as meeting date, attendees, quorum confirmation, and exact wording of resolutions passed. Proper maintenance of Minutes Of Resolution is crucial for legal compliance, corporate governance, and potential future reference in legal or administrative proceedings.

What sections should be included in a Minutes Of Resolution?

1. Meeting Details: Date, time, venue/mode of meeting (physical/virtual), and company identification

2. Attendance: List of directors/shareholders present, apologies for absence, and confirmation of quorum

3. Chairperson: Identification of the meeting's chairperson

4. Notice and Quorum: Confirmation that proper notice was given and quorum requirements were met

5. Business of Meeting: Statement of the purpose of the meeting

6. Resolutions: Clear statement of each resolution proposed and passed, including voting results

7. Closure: Time of meeting closure and signature of chairperson

What sections are optional to include in a Minutes Of Resolution?

1. Declaration of Interests: Required when directors need to declare any interests in the matters being discussed

2. Previous Minutes: Confirmation of previous minutes when there are continuing matters

3. Tabling of Documents: When specific documents are presented for consideration during the meeting

4. Deliberations: Record of key discussions when detailed reasoning needs to be documented

5. Abstentions: Required when any directors/shareholders abstain from voting

6. Reservations: When any attendees express specific concerns or reservations about decisions

7. Next Meeting: When the date of the next meeting needs to be recorded

What schedules should be included in a Minutes Of Resolution?

1. Supporting Documents: Copies of any documents referenced in the resolutions (e.g., contracts, certificates)

2. Attendance Register: Detailed record of all attendees including their capacity and contact details

3. Proxy Forms: Copies of proxy forms if any votes were cast by proxy

4. Voting Records: Detailed breakdown of votes for complex resolutions

5. Financial Statements: When resolutions involve approval of financial matters

6. Corporate Documents: Copies of relevant corporate documents affected by the resolutions (e.g., updated articles, share certificates)

Authors

Alex Denne

Head of Growth (Open Source Law) @ Ƶ | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Jurisdiction

Hong Kong

Publisher

Ƶ

Cost

Free to use
Relevant legal definitions
























Clauses




















Relevant Industries

Financial Services

Real Estate

Manufacturing

Technology

Retail

Healthcare

Professional Services

Energy

Transportation

Construction

Education

Telecommunications

Mining

Agriculture

Entertainment

Relevant Teams

Legal

Corporate Secretarial

Compliance

Corporate Governance

Board of Directors

Executive Management

Administrative

Risk Management

Corporate Affairs

Regulatory Affairs

Relevant Roles

Company Secretary

Corporate Secretary

Legal Counsel

General Counsel

Board Director

Chief Executive Officer

Chief Financial Officer

Compliance Officer

Corporate Governance Officer

Legal Administrator

Board Chairman

Managing Director

Company Director

Corporate Affairs Manager

Legal Manager

Industries





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Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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