Documents to hold a general meeting: private company limited by shares

These are all the documents you need to set up meetings of the directors and of the shareholders, propose a motion and record the resolution. The set includes notices, minutes and proxy voting papers.
Suitable for use in: England & Wales and Scotland
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About this set of documents

These documents are specifically for a private limited company with shares.

The Companies Act 2006 requires you to keep minutes of every meeting of the directors. To pass a resolution, you also need notices to call a shareholders meeting, and to record the minutes of that meeting. We have also included a form to appoint a proxy to vote in your place and a form to accept short notice of the meeting.

These documents allow you to pass an ordinary or a special resolution. They also allow you to call meetings at short notice.

For example, you might use them to:

  • change your company articles
  • reduce share capital
  • declare a dividend
  • grant a loan to a director
  • remove a director
  • issue new shares

The included guidance notes are full of practical and commercial help on how to complete each document, and guide you through the procedure you need to follow.

The wording is formal, clear and concise, and in plain English. We do not include the text of any particular resolution. You can easily insert suitable words to achieve your outcome.

We have more information about holding company and controlling meetings that may be useful to read.


The included minutes, notices and forms are:

  • Minutes of meeting of the directors
  • Consent to short notice of the general meeting
  • Notice of the general meeting
  • Minutes of the general meeting
  • Proxy voting form

Alternative templates

We also have the same pack, suitable for a company limited by guarantee.


This document was written by a solicitor for Net Lawman. It complies with current English law.

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