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Meeting Minutes are the official written record of what happened during a business meeting in Switzerland. They capture key decisions, discussions, and actions agreed upon by participants - serving as both a legal document and a practical reference. Under Swiss law, companies must keep accurate minutes for their board and shareholder meetings.

These records protect organizations by documenting important votes, attendance, and major business decisions. For Swiss corporations, properly maintained minutes can help prove compliance with legal requirements and provide evidence in potential disputes. They're especially crucial for boards of directors, associations, and companies listed on the Swiss stock exchange.

Meeting Minutes become essential whenever your organization holds formal business meetings in Switzerland, especially board meetings, shareholder assemblies, or important committee gatherings. Swiss law requires detailed minutes for these official meetings to document decisions and protect all parties involved.

Create Meeting Minutes during annual general meetings, when making significant company decisions, or whenever your board meets to discuss strategic matters. They're particularly important for documenting financial decisions, leadership changes, and major business transactions. Having clear minutes helps prevent future disputes, supports tax compliance, and provides proof of proper corporate governance for regulators and stakeholders.

• Company Minutes: The most formal type, required for board meetings and shareholder assemblies under Swiss corporate law. Includes detailed voting records and formal resolutions.
• Management Meeting Minutes: Used for executive team meetings, focusing on strategic decisions and operational planning.
• Project Meeting Minutes: Tracks project-specific discussions, milestones, and team responsibilities.
• Meeting Minutes With Action Items: Emphasizes follow-up tasks and accountability, ideal for team meetings.
• Meeting Minutes Form: A structured template that ensures consistent documentation across all meeting types.

• Board Secretary or Protocol Officer: Typically responsible for drafting and maintaining Meeting Minutes during board meetings, ensuring accuracy and legal compliance.
• Board Members: Review, approve, and sign the minutes. They're legally accountable for decisions documented in these records.
• Company Directors: Rely on minutes to track and implement strategic decisions and demonstrate good corporate governance.
• Shareholders: Have the right to inspect minutes of general meetings and use them to verify company decisions.
• Auditors and Regulators: Reference Meeting Minutes during compliance checks and investigations to verify proper decision-making processes.
• Legal Counsel: Reviews minutes to ensure legal compliance and uses them as evidence in corporate matters.

• Meeting Details: Confirm date, time, location, and type of meeting before starting. Note all attendees and absentees.
• Agenda Preparation: Have the official meeting agenda ready as it structures your minutes and ensures complete coverage.
• Required Documentation: Gather any supporting materials, reports, or presentations that will be discussed.
• Recording Method: Choose your note-taking approach - digital or handwritten - and prepare backup recording if allowed.
• Template Selection: Use our platform's Swiss-compliant Meeting Minutes templates to ensure all legal requirements are met.
• Signature List: Prepare a list of required signatories based on your organization's rules and Swiss legal requirements.

• Meeting Identification: Full company name, meeting type, date, time, location, and method (in-person/virtual).
• Attendance Record: Complete list of present and absent participants, including their roles and voting rights.
• Quorum Confirmation: Statement confirming the required number of participants for valid decision-making.
• Agenda Items: Chronological record of all topics discussed, including motions and resolutions.
• Voting Results: Detailed outcomes of all votes, including numbers for, against, and abstentions.
• Signature Block: Chairperson and secretary signatures, with date and place of signing.
• Supporting Documents: References to any attached reports, presentations, or relevant materials.

Meeting Minutes differ significantly from a Board Resolution, though they often work together in Swiss corporate governance. While Meeting Minutes document everything that happens during a meeting, including discussions and debates, a Board Resolution focuses solely on the final decisions made.

• Documentation Scope: Meeting Minutes capture the entire meeting process, including attendance, discussions, and voting results. A Board Resolution only states the formal decision.
• Legal Purpose: Minutes serve as the official record of proceedings and protect the company by showing proper decision-making processes. Resolutions are standalone legal instruments that formalize specific decisions.
• Timing and Use: Minutes are created during meetings and approved afterward. Resolutions can be created and executed outside of meetings through written consent.
• Content Detail: Minutes include context, discussions, and dissenting opinions. Resolutions contain only the final approved action in formal legal language.