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Shareholder meeting minutes are the official written record of what happens during a company's shareholder meetings in Malaysia. They capture key decisions, voting results, and important discussions between shareholders and directors, as required by the Companies Act 2016.

These minutes serve as legal proof of corporate actions and protect both the company and its shareholders. They must include details like attendance, resolutions passed, and voting outcomes. Malaysian companies need to keep these records at their registered office for at least seven years, and shareholders have the right to inspect them upon request.

Create Shareholder meeting minutes immediately after every shareholder meeting in your Malaysian company. This includes Annual General Meetings (AGMs), Extraordinary General Meetings (EGMs), and any special meetings where shareholders make important decisions about the company's future.

These minutes become essential when shareholders request information about past decisions, during company audits, or if legal disputes arise. They're particularly valuable for documenting major corporate actions like leadership changes, share transfers, or amendments to company constitution. Malaysian law requires companies to maintain these records for at least seven years, making them crucial for both compliance and protecting shareholders' interests.

• AGM Minutes: Record annual financial reports, director appointments, and dividend declarations. Most detailed and formal type, requiring specific sections for attendance, quorum, and voting results.
• EGM Minutes: Document special resolutions for urgent matters like major acquisitions, restructuring, or changes to company constitution. More focused and topic-specific than AGM minutes.
• Written Resolution Minutes: Capture decisions made by circular resolution without physical meetings, common in private companies with few shareholders.
• Class Meeting Minutes: Record decisions affecting specific share classes, like preference share terms or class rights modifications.

• Company Secretary: Takes primary responsibility for drafting and maintaining Shareholder meeting minutes, ensuring accuracy and legal compliance.
• Board Chairman: Reviews and signs the minutes to certify their accuracy as the meeting's presiding officer.
• Shareholders: Have the right to inspect minutes and rely on them as official records of company decisions affecting their interests.
• Company Directors: Use minutes to implement approved resolutions and demonstrate compliance with corporate governance requirements.
• Auditors and Regulators: Reference these minutes during company audits and regulatory investigations.

• Meeting Details: Gather date, time, venue, and type of meeting (AGM/EGM) information.
• Attendance List: Record names of all shareholders present, proxies, directors, and company secretary.
• Meeting Notice: Confirm proper notice period was given and have copy of notice ready.
• Agenda Items: List all matters discussed, resolutions proposed, and voting outcomes.
• Supporting Documents: Compile financial statements, reports, or any documents tabled during meeting.
• Quorum Check: Note total shares represented to confirm meeting validity.
• Resolution Details: Document exact wording of each resolution and voting results.

• Meeting Identification: Company name, registration number, meeting type, date, time, and venue.
• Attendance Record: Full list of present shareholders, proxies, directors, and meeting chairman.
• Quorum Statement: Confirmation that required minimum attendance was met under Companies Act 2016.
• Notice Compliance: Statement confirming proper notice period and delivery method.
• Resolution Details: Exact wording of each resolution, proposer, seconder, and voting results.
• Chairman's Signature: Dated signature of meeting chairman certifying accuracy.
• Discussion Summary: Brief record of key discussions and questions raised.
• Meeting Closure: Time of adjournment and next meeting date if applicable.

Shareholder meeting minutes are often confused with Board Minutes, but they serve distinct purposes in Malaysian corporate governance. While both document important company meetings, their scope, participants, and legal requirements differ significantly.

• Meeting Participants: Shareholder meeting minutes record meetings of company shareholders, while board minutes document meetings of directors only.
• Legal Requirements: Shareholder minutes must follow strict AGM and EGM requirements under the Companies Act 2016, whereas board minutes focus on management decisions and strategy.
• Content Focus: Shareholder minutes cover ownership matters like dividend declarations and constitutional changes, while board minutes detail operational decisions and company management.
• Access Rights: Shareholders have legal rights to inspect shareholder meeting minutes, but access to board minutes is typically restricted to directors and auditors.