Free Annual Meeting Minutes

This document is used to capture and document important details and information that were discussed during the annual meeting. The secretary of an organization is generally responsible for creating the minutes.

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Each year, an organization should take the time to recount to their progress to their membership and make decisions which will affect their long-term goals. Corporations are required to conduct these annual meetings – but even entities that don’t have this mandate will benefit from having this regularly recurring gathering. 

 

The decisions and information discussed during these meetings are important and should be recorded as Annual Meeting Minutes. Essentially, the Annual Meeting Minutes are notes taken about what occurred at a meeting that are retained by the organization for future reference.

Frequently Asked Questions

This document is used to capture and document important details and information that were discussed during the annual meeting. The secretary of an organization is generally responsible for creating the minutes.

 

An annual meeting is one held yearly by the membership of an organization. At an annual meeting, the progress of the organization over the last year is reported, officials/directors/managers are elected, and major decisions are made.

 

Generally, corporations and non-profit organizations are required to conduct an annual meeting, though other types of entities, such as LLC’s, may elect to hold these annual meetings as well.

 

Depending on your jurisdiction and entity type, you may be required by law to document the decisions made and business conducted at official meetings. Even if not required, it is a good idea to record all official meetings where decisions will be made that affect the organization. Detailed meeting minutes will settle disputes about when decisions were made, by whom, and specific topics discussed. They also provide a record to those who were absent from the meeting so they can stay informed about the direction of the company.

  1. Entity information: You’ll include the name, entity type and state the company was formed in. 

  2. Meeting details: Document when and where the meeting is taking place.

  3. Attendees: First, you will need to specify the group the held the meeting, such as directors, shareholders, members, partners, etc. Then you’ll need to list those of that group who were in attendance, as well as the chairperson and secretary of the meeting.

  4. Method of Notice: The members of the group holding the meeting will either need to be formally notified of the time, date and location of the meeting, or a waiver of that requirement will need to be executed.

  5. Generic Actions: A recital of the previous annual meeting minutes, and a report on the finances of the company should be conducted at each annual meeting, so these items are automatically included on your document.

  6. Elections: In the next part of the minutes, list all the officers elected at the annual meeting. 

  7. Resolutions: The bulk of the document will contain a description of each resolution that was passed. Give details such as the vote received and contents of the decision. 

  8. Secretary Signature: Finally, the secretary signs the minutes and affixes the organization’s seal (if there is one) to certify that the document accurately reflects what was discussed and decided at the meeting.

 

Our propriety form generator will assist you in creating your customized Annual Meeting Minutes within minutes. Answering the questions is not complicated – you only fill in the requested information and we will put it together for you.

 

Once you complete the questionnaire and place your order, it will be available for immediate download in either PDF or Word document from your secure online account including a step-by-step guide on how to use your document.

 

Meeting minutes do not need to be notarized. The meeting minutes are not filed with any authority – they are just kept with the organization’s internal documents.