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General Meeting Minutes

General Meeting Minutes Template for Saudi Arabia

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Key Requirements PROMPT example:

General Meeting Minutes

"I need to prepare General Meeting Minutes for our company's annual shareholder meeting scheduled for March 15, 2025, which will cover standard agenda items including financial statements approval, dividend distribution, and appointment of new auditors."

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Document background
General Meeting Minutes are essential corporate governance documents required by Saudi Arabian law to record and formalize decisions made during shareholder meetings. These minutes must be prepared in accordance with the Saudi Companies Law 2015 and related regulations, serving as the official record of corporate decision-making processes. The document is used whenever a company holds a general assembly meeting, whether ordinary or extraordinary, and must include specific details such as attendance records, voting results, and adopted resolutions. It plays a crucial role in maintaining corporate transparency, providing legal protection, and ensuring compliance with regulatory requirements. The minutes must be maintained in company records and may need to be submitted to various authorities including the Ministry of Commerce and, for listed companies, the Capital Market Authority.
Suggested Sections

1. Meeting Details: Essential information including company name, meeting type (ordinary/extraordinary), date, time, location, and meeting number

2. Attendance and Quorum: List of attendees, including shareholders/representatives present, board members, and any other required attendees (e.g., auditors). Confirmation of quorum requirements being met

3. Meeting Chair and Secretary: Names and positions of the meeting chairperson and appointed secretary

4. Agenda Items: Detailed list of all agenda items to be discussed as previously circulated to shareholders

5. Discussions and Deliberations: Record of key discussions for each agenda item

6. Voting Results: Detailed recording of voting processes and results for each resolution, including number of votes for, against, and abstentions

7. Resolutions Adopted: Clear statement of all resolutions passed during the meeting

8. Meeting Closure: Time of meeting conclusion and signature block for chairman and secretary

Optional Sections

1. Objections and Reservations: Section to record any formal objections or reservations raised by shareholders - include only if objections were raised during the meeting

2. Questions and Answers: Documentation of significant Q&A sessions between shareholders and board - include if substantive questions were raised

3. Presentation Summaries: Summary of any presentations made during the meeting - include if presentations were part of the agenda

4. Proxy Details: Detailed list of proxy representations - include if any shareholders attended by proxy

Suggested Schedules

1. Attendance Register: Detailed list of all attendees with their signatures or electronic confirmation of attendance

2. Voting Records: Detailed breakdown of voting results including percentages and numbers

3. Supporting Documents: Any documents presented or referenced during the meeting (financial statements, reports, etc.)

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

5. Meeting Notices: Copies of meeting notices and publications as required by law

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

alex.den.21@genieai.co
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Relevant Industries

Financial Services

Manufacturing

Real Estate

Technology

Healthcare

Energy

Retail

Transportation

Construction

Professional Services

Mining

Agriculture

Education

Telecommunications

Relevant Teams

Legal

Corporate Governance

Compliance

Corporate Affairs

Board Secretariat

Corporate Communications

Executive Office

Regulatory Affairs

Shareholder Relations

Relevant Roles

Company Secretary

Corporate Governance Officer

Legal Director

Compliance Manager

Board Secretary

General Counsel

Corporate Affairs Manager

Chief Legal Officer

Governance and Compliance Director

Legal and Regulatory Affairs Manager

Corporate Communications Director

Chief Executive Officer

Chief Financial Officer

Board Director

Industries





Teams

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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