A shareholder can be a person or another legal entity and possesses certain privileges and responsibilities. One of them is voting concerning the direction of the corporation.
Apart from the annual shareholder meetings, there are several other occasions where the shareholders' presence is needed along with their voting rights. However, shareholders don't have to be present all the time and can appoint a proxy. The proxy stands in for a shareholder in the meeting and acts in their best interests.
To create a Shareholder Proxy Agreement, it's often necessary to check the company's bylaws and ensure it's allowed in the first place. If it is, what are the specific guidelines? The Shareholder Proxy Agreement itself is a legally binding document transferring the shareholder's voting rights to the chosen proxy.
In most cases, the agreement is valid for one voting cycle. However, if you want to extend the proxy's voting power, it should be specified in the agreement.
Depending on your state, a Shareholder Proxy Agreement may also be known as:
Proxy Vote Form
Limited Proxy Form
Shareholder Proxy Form
Shareholders have a say in where a company is headed. They can use a Shareholder Proxy Agreement to save time and trouble getting to a shareholders' meeting. This is standard practice with most corporations, especially those with many shareholders from around the world.
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The Shareholder Proxy Agreement doesn't have to contain too much information, just enough to meet all requirements. Any mistakes might result in the document getting challenged.
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To create your document, please provide:
Corporation details: Full legal name and address of the corporation.
Effective date: The date when the agreement is to be created.
Meeting details: The time and place of the meeting and the type of meeting.
Shareholder details: The legal name and address of the shareholder.
Proxy voter details: The legal name and address of the proxy.
Information on shares: Number and type of shares belonging to the shareholder.
Voting instructions: Detailed explanation of how the proxy should vote in the meeting.
Signature: Shareholders must sign the Proxy Agreement.
Share: A single indivisible unit of capital or equity ownership
Shareholder: A person or entity owning shares in a company
Proxy: An assigned representative with voting rights
Board of Directors: A group of people appointed to represent the interests of the shareholders of a company
Bylaws: An internal set of rules that management uses for corporate governance
Meeting Minutes: A written record of everything happening in a corporate meeting
Shareholders' Resolution: An official decision made by the shareholders of a corporation as documented and filed with the corresponding meeting minutes
Status Quo: Relates to a tied vote held during a shareholders' meeting
For the Shareholder Proxy Agreement to be legally enforceable, it requires the shareholder's signature. The proxy must be at least 18 years of age and not be an employee of the company. The proxy may also be required to be a shareholder of the company, though not necessarily. Once signed, the document usually doesn't require notarization unless otherwise stated by the company's bylaws.
After the shareholder signs it, the agreement becomes legally binding. It's recommended for both the shareholder and the proxy to keep a hard copy of the agreement. Also, the company should have a copy of the agreement for safe-keeping in the records.
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