What we do
Our work in this practice group is structured around the records, deadlines, and decisions involved:
- Drafted and structured corporate meeting minutes.
- Proper documentation of board and shareholder decisions.
- Assistance with maintaining statutory minutes books.
- Clear recording of resolutions, approvals, and key proceedings.
- Better alignment with applicable Companies Act and Secretarial Standard requirements.
- Consistent corporate documentation across meetings.
- Improved readiness for statutory, audit, due diligence, and regulatory review.
How the engagement works
Maintenance and preparation of minutes are governed primarily by the Companies Act, 2013, applicable rules, and Secretarial Standards issued by the Institute of Company Secretaries of India (ICSI) and applicable to the company. Section 118 of the Companies Act deals with minutes of proceedings of general meetings, Board meetings, and certain other meetings and resolutions. Companies are required to maintain minutes in the prescribed manner and preserve them for the applicable statutory period.
Scenario 1: A company needs professionally drafted minutes for its regular Board Meetings.
Scenario 2: A company has conducted its Annual General Meeting and needs properly documented AGM minutes.
Scenario 3: A company has passed important shareholder or Board resolutions and wants the decisions formally recorded.
Scenario 4: A company is preparing its statutory records for an audit, due diligence, regulatory review, or investor transaction.
Scenario 5: A company wants assistance maintaining a complete and organized minutes book for ongoing corporate compliance.
Meeting Information Review
We review the meeting notice, agenda, attendance, resolutions, supporting documents, discussions, and decisions required to prepare accurate minutes.
Board Meeting Minutes
We draft minutes of Board Meetings covering attendance, quorum, agenda items, discussions, approvals, resolutions, declarations, and other relevant proceedings.
General Meeting Minutes
We prepare minutes for Annual General Meetings, Extraordinary General Meetings, and other shareholder meetings based on the proceedings and resolutions passed.
General questions
01What is a minutes book?
A minutes book is the formal record maintained by a company containing the minutes of proceedings and decisions of Board Meetings, general meetings, and other meetings or resolutions required to be recorded under applicable law.
02What are company meeting minutes?
Meeting minutes are the formal written record of the proceedings, decisions, resolutions, and other relevant matters considered during a Board or shareholder meeting.
03Are minutes mandatory for companies?
Companies are generally required to maintain minutes of specified meetings and proceedings in accordance with the Companies Act, 2013, applicable rules, and Secretarial Standards.
04What meetings require minutes?
Depending on the company and applicable requirements, minutes may be required for Board Meetings, Annual General Meetings, Extraordinary General Meetings, committee meetings, and certain resolutions or proceedings.
05What should be included in Board Meeting minutes?
Board minutes generally record the date, time, venue, attendance, quorum, chairperson, agenda matters, discussions, decisions, resolutions, dissent or abstention where applicable, and other matters required under the applicable law and Secretarial Standards.
06How long should company minutes be preserved?
Minutes are generally required to be preserved permanently under the Companies Act, 2013, subject to the applicable provisions and requirements.
07Can you draft minutes for past meetings?
Yes, subject to the availability of reliable meeting records, notices, agendas, attendance information, resolutions, and other supporting documents. The circumstances should be reviewed carefully where minutes were not prepared or finalized within the prescribed process.
08Can you maintain the complete minutes book for a company?
Yes. We can assist with drafting, reviewing, organizing, compiling, and maintaining Board and shareholder meeting minutes and related corporate records on an ongoing basis.
