������Ƶ

Meeting Minutes are the official written record of what happens during a business meeting in the UAE. They capture key discussions, decisions, and action items, serving as a legally-binding document under UAE Corporate Law. Good minutes track attendance, voting outcomes, and important agreements made during board meetings, shareholder assemblies, or committee gatherings.

UAE companies must keep their Meeting Minutes for at least five years, as they protect organizations by documenting compliance with corporate governance rules. These records prove especially valuable during audits, legal disputes, or when tracking progress on strategic initiatives. They help maintain transparency and accountability while ensuring all participants remember their assigned tasks and commitments.

Create Meeting Minutes during any formal business meeting where decisions affect your UAE company's operations or governance. This includes board meetings, annual general assemblies, executive committee sessions, and shareholder gatherings. The minutes become essential when discussing strategic changes, approving budgets, appointing directors, or making amendments to company policies.

Take special care to record minutes for meetings involving financial decisions, contractual obligations, or regulatory compliance matters. UAE law requires detailed documentation of these discussions to protect your company's interests. Minutes also prove invaluable during external audits, due diligence reviews, or if legal disputes arise about what was agreed upon during past meetings.

• Closing Of Meeting Minutes: Records final decisions and wrap-up points from formal UAE board meetings, particularly useful for regulatory compliance.
• Short Form Of Minutes Of Meeting: Simplified format for routine operational meetings, capturing essential points without extensive detail.
• Project Meeting Minutes: Focused on tracking project-specific discussions, milestones, and action items in UAE business contexts.
• Club Meeting Minutes: Tailored for social clubs and non-profit organizations, documenting member discussions and community decisions.
• Scrum Meeting Minutes: Specialized format for agile development teams, tracking sprint progress and team commitments.

• Company Secretary: Typically responsible for taking and maintaining Meeting Minutes, ensuring accuracy and proper filing under UAE corporate law.
• Board Members: Review, approve, and sign minutes from board meetings, taking legal responsibility for their accuracy.
• Shareholders: Rely on AGM minutes to track company decisions and protect their interests in UAE companies.
• External Auditors: Reference meeting minutes during annual audits and compliance reviews.
• Legal Counsel: Uses minutes to verify corporate governance compliance and defend company positions in disputes.
• Regulatory Bodies: May request meeting minutes during investigations or routine compliance checks.

• Meeting Details: Gather date, time, location, and meeting type according to UAE corporate requirements.
• Attendee List: Record full names and roles of all participants, noting who attended in person versus virtually.
• Agenda Items: Prepare a structured outline of topics to be discussed, matching company bylaws requirements.
• Supporting Documents: Collect all referenced materials, financial reports, or presentations beforehand.
• Voting Results: Track exact numbers for all decisions made, including abstentions.
• Action Items: Note specific tasks assigned, responsible parties, and deadlines.
• Review Process: Plan for chairperson and key stakeholder review before finalizing the document.

• Meeting Identification: Full company name, meeting type, date, time, and venue per UAE Companies Law requirements.
• Attendance Record: List of all present directors, shareholders, or committee members with their official designations.
• Quorum Statement: Confirmation that required attendance threshold was met under company's Articles of Association.
• Agenda Items: Chronological record of all discussed topics and exact wording of resolutions passed.
• Voting Results: Detailed breakdown of votes for each resolution, including abstentions.
• Signature Block: Chairman and Secretary signatures, with company seal when required.
• Time Stamps: Meeting start and end times, including any temporary adjournments.

Meeting Minutes differ significantly from a Board Resolution in UAE corporate governance, though they often work together. While minutes document discussions and decisions during meetings, a Board Resolution is a formal declaration of a specific decision made by the board of directors.

• Documentation Scope: Meeting Minutes capture the entire meeting flow, including discussions, debates, and multiple decisions. Board Resolution focuses on a single decision point with its specific terms and implementation details.
• Legal Purpose: Minutes serve as historical records and evidence of corporate governance, while resolutions are actionable documents that authorize specific activities or changes.
• Timing: Minutes are created during and after meetings, documenting real-time events. Resolutions can be drafted and approved outside of formal meetings through circular resolutions.
• Format Requirements: Minutes follow a chronological narrative structure, while resolutions use more formal, decree-style language focusing on the specific action being authorized.