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Form Of Proxy For Shareholder Meeting

Form Of Proxy For Shareholder Meeting Template for England and Wales

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Key Requirements PROMPT example:

Form Of Proxy For Shareholder Meeting

"I need a Form of Proxy for Shareholder Meeting for our upcoming AGM on March 15, 2025, which needs to include electronic voting options and the ability to appoint multiple proxies as we have numerous international institutional investors."

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Document background
The Form of Proxy for Shareholder Meeting is a statutory requirement under English and Welsh law for companies holding general meetings. It enables shareholders who cannot attend meetings in person to exercise their voting rights through an appointed representative. The document must include specific information required by the Companies Act 2006, such as the meeting details, shareholder information, clear voting instructions, and the proxy's powers. This form is particularly important for companies with large shareholder bases or those with international investors who may not be able to attend meetings physically.
Suggested Sections

1. Meeting Details: Date, time, and place of the general meeting, including company name and registration details

2. Shareholder Information: Full name, address, and number of shares held by the appointing shareholder

3. Proxy Appointment: Section for naming and identifying the appointed proxy, including their full name and address

4. Voting Instructions: Detailed section for indicating how the proxy should vote on each resolution (for, against, or abstain)

5. Signature Block: Space for shareholder signature, date of signing, and witness details if required

Optional Sections

1. Electronic Voting Instructions: Additional instructions for electronic voting mechanisms when the company offers this facility

2. Multiple Proxy Appointments: Section allowing for the appointment of more than one proxy where shares are held in different capacities

3. Corporate Representative Details: Additional section when the shareholder is a corporate entity appointing a corporate representative

Suggested Schedules

1. Notes on Completion: Detailed instructions explaining how to properly complete and submit the proxy form

2. Meeting Agenda: Schedule listing all resolutions to be voted upon at the meeting

3. Return Instructions: Details of where and how to return the completed form, including deadline and acceptable delivery methods

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

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alex.den.21@genieai.co
Relevant Industries
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Industries

Companies Act 2006 - Proxy Provisions: Sections 324-331 covering fundamental proxy rights, including the right to appoint proxies (s.324), requirements for meeting notices (s.325), and the right to appoint multiple proxies (s.327)

Companies (Model Articles) Regulations 2008: Standard provisions regarding proxy appointments and rights that apply to companies unless modified in their articles of association

UK Corporate Governance Code: Best practice guidelines for corporate governance including shareholder meetings and proxy voting procedures

Companies (Shareholders' Rights) Regulations 2009: Implementation of EU Shareholders' Rights Directive, including provisions for electronic appointment of proxies

Financial Services and Markets Act 2000: Regulatory framework applicable to listed or regulated companies regarding shareholder rights and meetings

Market Abuse Regulation (MAR): Regulations governing listed companies to prevent market abuse and ensure fair disclosure

Articles of Association Compliance: Company's own constitutional documents which may contain specific provisions regarding proxy appointments and restrictions

Stock Exchange Rules: Specific requirements for listed companies regarding shareholder meetings and proxy voting

Electronic Communications Provisions: Requirements for electronic proxy appointment and voting procedures, including security and authentication measures

Data Protection Requirements: GDPR and Data Protection Act 2018 compliance requirements for handling shareholder information in proxy processes

Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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