Varsinainen yhtiökokous, pöytäkirja (englanniksi)

Varsinainen yhtiökokous on pidettävä joka tilikausi

Osakkeenomistajat käyttävät päätösvaltaansa yhtiökokouksessa. Varsinainen yhtiökokous on pidettävä osakeyhtiössä kuuden kuukauden kuluessa tilikauden päättymisestä. Kokouksessa on päätettävä muun muassa tilinpäätöksen vahvistamisesta, voitonjaosta ja vastuuvapaudesta yhtiön johdolle.

Pöytäkirja on lakisääteinen velvollisuus

Yhtiökokouksesta on laadittava pöytäkirja, johon merkitään kokouksessa tehdyt päätökset ja äänestysten tulokset. Laatimisvelvollisuus pohjautuu osakeyhtiölakiin, mutta laadukkaat ja siistit kokouspöytäkirjat antavat ammattimaisen kuvan yrityksen johtamisesta myös esimerkiksi sijoitusneuvotteluissa.

Sopimuskone huomioi lain ja eri päätöksentekotilanteet

Sopimuskoneen pöytäkirjamalli sisältää juristiemme laatimat mallisisällöt kymmeniin eri tilanteisiin, joista osakeyhtiön yhtiökokouksessa tavanomaisesti päätetään. Voit hiirenklikkauksin valita omaan pöytäkirjaasi kirjaukset esimerkiksi voitonjaosta, hallituksen kokoonpanosta, osakeannista tai optioista. Tämä pöytäkirjamalli on englanniksi. Sama sisältö on tarjolla erillisenä mallina myös suomeksi.

Sopimuskone esittää sinulle valitsemiisi kohtiin liittyen jatkokysymyksiä, joiden pohjalta se hioo mallikirjaukset vielä paremmiksi. Samalla se ohjeistaa eri vaihtoehtojen merkityksestä. Kysymys ei ole siis yksittäisestä pöytäkirjapohjasta tai -lomakkeesta, vaan modernista suomalaisesta teknologiasta, joka auttaa sinua laadukkaan lopputuloksen saavuttamisessa.


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Ordinary General Meeting, Minutes

The meeting must be held for each accounting period

Shareholders exercise their decision-making powers at the general meeting. In a limited liability company, the ordinary general meeting must be held within six months of the end of the accounting period. The meeting must decide on the adoption of the financial statements, the distribution of profits and the discharge from liability of the company’s management, among other things.

Minutes are a legal obligation

Minutes must be taken for the general meeting that record the decisions taken at the meeting and the results of the votes. The obligation for taking minutes is based on the Limited Liability Companies Act, but tidy, high-quality meeting minutes also give a professional impression of the company during investment negotiations, for example.

The quick choices speed up taking the minutes by up to 10x

Using Sopimustieto, you can create minutes that are ready for signing with only a few clicks of the mouse. In Sopimustieto, the standard clauses developed by our lawyers change according to the choices you make. This is not a traditional, single document or form template; it is a new technology that contains the terms and standard contents of thousands of different templates.

Our versatile template minutes have been used to draft over 1,000 general meeting minutes at our client companies.

Sopimustieto offers standard content based on the Limited Liability Companies Act

Sopimustieto offers standard clauses for taking minutes from dozens of different decision-making situations, such as the processing of financial statements, distribution of profit, amendment of the articles of association and share issues. All our templates take into account the limitations set by the legislation on the operation of limited liability companies. You can also freely modify the contents of the minutes to suit your needs.

Our minutes template contains standard content for over 20 different decision types

Company management

  • Deciding to discharge the management from liability (always at the ordinary general meeting)
  • Remuneration of the board members
  • Number of board members (always at the ordinary general meeting)
  • Election of board members (always at the ordinary general meeting)

Financial statements

  • Processing and adopting the financial statements
  • Election of the auditor (always at the ordinary general meeting)
  • Remuneration for the auditor

Distribution of assets from the company

  • Using the profit shown on the balance sheet (same as the measures taken with relation to profit or loss, which needs to be decided on at the ordinary general meeting)
  • Return of capital from the invested unrestricted equity fund

Share issue

  • Share issue (against payment or free of charge)
  • Directed share issue (against payment or free of charge)
  • Authorising the board of directors to decide on a share issue (“authorisation for share issue”)

Share options

  • Issue of option rights
  • Authorising the board of directors to decide on the issuance of option rights (“authorisation for options”)

Acquisition of own shares

  • Acquisition of own shares (may also be a directed repurchase of own shares)
  • Authorising the board of directors to decide on the acquisition of own shares
  • Redemption of own shares

Other decision-making

  • Amendment of the articles of association
  • Change of accounting period
  • Placing the company in liquidation

Outline of the progress of the general meeting

  1. The meeting is opened by a person appointed by its convener (usually the board of directors).

  2. Those present elect a chairperson for the meeting, unless otherwise stipulated by the articles of association. The chairperson of the meeting is responsible for drawing up the list of votes that records the shareholders present at the meeting and their numbers of shares and votes. Sopimustieto’s minutes template contains a functionality for drawing up a list of votes. The chairperson is also responsible for taking the minutes.

  3. In principle, the general meeting may only decide on matters that are mentioned in the notice of the meeting or that must be processed by the meeting according to the articles of association.

  4. If there is no unanimity on a decision, it will be voted on. The decision of the ordinary general meeting will be the proposal supported by more than half of the votes given at the meeting, unless the matter requires a qualified majority of 2/3 under the Limited Liability Companies Act (e.g. amendment of the articles of association, directed share issue). Specific amendments of the articles of association also require consent from the shareholders whose interests are directly affected by the decision (e.g. adding a payment obligation towards the company).

  5. The minutes must be signed and archived, and they must be available to the shareholders within two weeks from the meeting.

Who will sign the minutes for the general meeting?

The minimum requirement is that the minutes are signed by the chairperson of the meeting and one scrutineer of minutes.

How do I use Sopimustieto to take minutes for the ordinary general meeting?

  1. At the beginning of the template minutes, select the matter that the general meeting is deciding on (e.g. directed share issue).

  2. Item by item, Sopimustieto will ask you further questions, and the text for your minutes will be automatically formatted on the basis of your response (in a directed share issue, for example, the number of issued shares, their price and the subscribers; the weighty financial reason for the issue as required by law; the subscription period for the shares)

  3. At different points, Sopimustieto will advise you based on the Limited Liability Companies Act regarding what the general meeting should take into account in its decision-making (in a share issue decision, for example, a separate entry that the funds are recognised in the invested unrestricted equity fund, if the meeting does not want to raise the share capital)

  4. Once the minutes are complete, the parties of your choosing will sign it electronically using their smartphones or computers

  5. The minutes are automatically archived on your company’s Agreement Account, which you can later access directly from your computer or phone