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Resolution Meeting Minutes for Hong Kong

Resolution Meeting Minutes Template for Hong Kong

A formal document governed by Hong Kong law that records the proceedings, discussions, and resolutions passed during a corporate meeting. The minutes serve as the official legal record of decisions made and actions taken, complying with the requirements set forth in the Hong Kong Companies Ordinance (Cap. 622). This document captures essential details including attendance, quorum confirmation, matters discussed, voting results, and resolutions passed, providing a contemporaneous record that can be used for corporate governance, regulatory compliance, and legal purposes.

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Resolution Meeting Minutes

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What is a Resolution Meeting Minutes?

Resolution Meeting Minutes are essential corporate documents required under Hong Kong law to record the proceedings and decisions made during company meetings. These minutes serve as the official record of corporate decision-making, whether for board meetings, shareholder meetings, or committee meetings. The document must comply with the Hong Kong Companies Ordinance (Cap. 622) requirements and typically includes details such as meeting date, venue, attendees, quorum confirmation, discussions held, and resolutions passed. Resolution Meeting Minutes are crucial for corporate governance, providing evidence of proper decision-making processes, and may be required for regulatory filings, audit purposes, or legal proceedings. They form part of the company's permanent records and must be maintained at the registered office or designated location as specified under Hong Kong law.

What sections should be included in a Resolution Meeting Minutes?

1. Meeting Details: Date, time, venue, and type of meeting (e.g., Board Meeting, General Meeting, etc.)

2. Attendance: List of attendees, including directors present, company secretary, and any other participants; notation of chairperson

3. Quorum: Confirmation that the required quorum was present for the meeting

4. Notice and Constitution: Confirmation that proper notice was given or waived, and that the meeting was duly constituted

5. Previous Minutes: Confirmation of approval of previous meeting minutes

6. Matters Arising: Discussion of any matters arising from previous minutes

7. Resolutions: Clear record of all resolutions proposed, discussions held, and decisions made

8. Close of Meeting: Time of meeting conclusion and signature block for chairperson

9. Confirmation: Signature of chairperson and date of signing

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

1. Declarations of Interest: Required when directors need to declare any interests in matters being discussed

2. Financial Reports: Include when financial statements or reports are presented and discussed

3. Special Business: For any extraordinary items or special resolutions considered

4. Voting Results: Detailed breakdown of voting results when poll voting is conducted

5. Committee Reports: When committees present reports to the board

6. Next Meeting: If the next meeting date is set during the current meeting

What schedules should be included in a Resolution Meeting Minutes?

1. Attendance Register: Signed attendance sheet of all participants

2. Meeting Notice: Copy of the original meeting notice and agenda

3. Tabled Documents: Copies of any documents tabled or presented during the meeting

4. Voting Records: Detailed voting records if any polls were conducted

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

6. Written Resolutions: Copies of any written resolutions circulated and signed

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

Document Type

Board Resolution

Cost

Free to use
Relevant legal definitions


























Clauses






























Relevant Industries

Financial Services

Technology

Manufacturing

Retail

Real Estate

Healthcare

Professional Services

Energy

Transportation

Telecommunications

Education

Construction

Mining

Agriculture

Non-Profit Organizations

Media and Entertainment

Relevant Teams

Legal

Corporate Secretariat

Compliance

Corporate Governance

Board Services

Risk Management

Executive Office

Administration

Finance

Audit

Relevant Roles

Company Secretary

Corporate Secretary

Board Director

Chairperson

CEO

Managing Director

Legal Counsel

Compliance Officer

Corporate Governance Manager

Legal Manager

Board Relations Manager

Executive Assistant to Board

Risk Manager

Audit Manager

Chief Financial Officer

Company Administrator

Industries






Teams

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