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Shareholder meeting minutes are the official record of what happens during a company's shareholder meetings in Denmark. They capture key decisions, voting results, and important discussions between shareholders and the board. Under Danish corporate law, all limited companies must keep these minutes as part of their legal documentation.

The minutes protect both the company and its shareholders by documenting exactly what was agreed upon. They track attendance, record voting outcomes on major decisions like dividend payments or board appointments, and serve as proof when registering important changes with the Danish Business Authority. Companies must store these records for at least five years.

Create Shareholder meeting minutes immediately after every general meeting or extraordinary shareholder assembly in your Danish company. These records become essential when registering major company changes with the Danish Business Authority, like new board appointments or capital increases. They're also crucial during tax audits, legal disputes, or when bringing new investors onboard.

Use the minutes to document critical votes on dividend distributions, mergers, or significant business decisions. Danish law requires preparing these minutes within two weeks of the meeting. Having clear, detailed records helps protect your company from future disagreements and ensures compliance with corporate governance requirements.

• Annual General Meeting (AGM) minutes: Record yearly mandatory shareholder meetings covering financial statements, dividends, and board elections
• Extraordinary General Meeting (EGM) minutes: Document special meetings called for urgent matters like mergers or capital changes
• Written Resolution minutes: Capture decisions made through written procedure without physical meetings
• Virtual Meeting minutes: Detail proceedings of online shareholder meetings, including verification of digital attendance and voting
• Combined Board and Shareholder minutes: Used in smaller Danish companies when board and shareholder meetings happen simultaneously

• Board Secretary or Legal Counsel: Usually drafts the Shareholder meeting minutes and ensures legal compliance
• Chairman: Reviews and signs the minutes, confirming their accuracy as the meeting's leader
• Shareholders: Participate in meetings, vote on decisions, and may request copies of minutes
• Company Directors: Use minutes to implement approved decisions and demonstrate proper governance
• Danish Business Authority: Reviews minutes when registering major company changes
• External Auditors: Reference minutes during annual audits to verify corporate decisions

• Meeting Details: Gather date, time, location, and type of meeting (AGM or EGM)
• Attendance List: Record all present shareholders, their ownership percentages, and proxies
• Meeting Agenda: Document all items discussed and their order of presentation
• Voting Results: Note exact numbers of votes for, against, and abstentions for each decision
• Supporting Documents: Collect financial statements, reports, or proposals discussed
• Signatures Required: Confirm chairman's signature and any other required approvals
• Distribution Plan: List who needs copies and timeline for circulation

• Company Information: Full legal name, CVR number, and registered address
• Meeting Fundamentals: Date, time, location, and meeting type (AGM/EGM)
• Attendance Details: List of shareholders present, share capital represented, and valid proxies
• Agenda Items: Clear statement of all matters discussed and decided
• Voting Results: Precise count of votes cast for each resolution
• Chairman Confirmation: Statement that meeting was properly convened and quorum met
• Formal Signatures: Chairman's signature and date of signing
• Distribution Note: Record of how and when minutes were shared with shareholders

Shareholder meeting minutes are often confused with Board Minutes, but they serve distinct purposes in Danish corporate governance. While both document important company decisions, they cover different types of meetings and participants.

• Meeting Scope: Shareholder meeting minutes record decisions made by company owners at general meetings, while board minutes document regular board of directors' meetings
• Legal Requirements: Shareholder minutes must follow strict Danish Company Act rules about notice periods and voting requirements; board minutes have more flexible documentation standards
• Distribution: Shareholder minutes must be available to all shareholders and often filed with authorities; board minutes typically remain internal to directors
• Content Focus: Shareholder minutes cover major company changes like dividends and mergers; board minutes detail operational decisions and strategy discussions