The Form of Proxy for Shareholder Meeting is a critical corporate governance document used when shareholders cannot or choose not to attend general meetings in person. This document, governed by Hong Kong law, particularly the Companies Ordinance (Cap. 622), enables shareholders to exercise their voting rights through appointed representatives. The form must contain specific information required by law, including clear identification of the appointing shareholder, the appointed proxy, the relevant meeting details, and voting instructions. For listed companies in Hong Kong, additional requirements from the Stock Exchange Listing Rules must be incorporated. The document becomes especially important during annual general meetings, extraordinary general meetings, or when significant corporate decisions require shareholder approval.
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1. Company Identification: Full registered name of the company, registration number, and registered office address
2. Shareholder Details: Space for shareholder's full name, address, and number of shares held
3. Meeting Details: Date, time, venue of the meeting, and whether it's an annual general meeting or extraordinary general meeting
4. Proxy Appointment: Clear statement of appointment and space for proxy's full name and identification details
5. Voting Instructions: Table or format for indicating voting preferences for each resolution (For/Against/Abstain)
6. Execution Block: Space for shareholder's signature, date of signing, and witness details if required
7. Submission Instructions: Clear instructions on how and when to submit the completed proxy form
1. Alternative Proxy: Section for appointing an alternative proxy if the first proxy cannot attend, typically used for important meetings
2. Chairman as Default Proxy: Option to appoint the chairman of the meeting as proxy if no other individual is specified, commonly used in listed companies
3. Electronic Submission Details: For companies accepting electronic proxy submissions, includes specific instructions and requirements
4. Corporate Representative Declaration: Required when the shareholder is a corporation appointing a corporate representative
5. Multiple Holding Details: For shareholders holding shares in multiple accounts or capacities
1. Notes to Proxy Form: Detailed explanatory notes on filling out the form, submission deadlines, and legal rights
2. Meeting Agenda: List of resolutions to be considered at the meeting, typically attached for reference
3. Rights and Limitations: Summary of proxy holder's rights and any limitations on their powers
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Financial Services
Banking
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Real Estate
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Manufacturing
Retail
Healthcare
Energy
Telecommunications
Mining
Transportation
Professional Services
Consumer Goods
Media and Entertainment
Relevant Teams
Legal
Corporate Secretarial
Compliance
Corporate Governance
Investor Relations
Corporate Affairs
Administrative Support
Shareholder Services
Relevant Roles
Company Secretary
Corporate Governance Manager
Legal Counsel
Compliance Officer
Board Secretary
Shareholder Relations Manager
Corporate Affairs Director
Investor Relations Manager
General Counsel
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Governance and Compliance Director
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