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Invitation to the Ordinary Shareholders' Meeting

Key points and template

Approovd helps you to create a legally compliant invitation to the ordinary shareholders’ meeting easily and in just a few minutes. For only CHF 89 per document.

Key Points Included in This Invitation to the Ordinary Shareholders’ Meeting

Statutory formal requirements for convening the shareholders’ meeting
Organizational matters, including whether attendance is physical, also by videoconference, or only by videoconference
Whether the meeting will be held in Switzerland and/or abroad
If applicable, designation of the independent proxy (including the possibility for shareholders to create the power of attorney directly with Approovd)
Ordinary agenda items: Approval of the annual financial statements and appropriation of the financial result, distribution of capital reserves if applicable, election and discharge of the members of the board of directors, and election of the auditors
Option for further agenda items

Use This Invitation to the Ordinary Shareholders’ Meeting if …

… you must organize and convene the annual (ordinary) shareholders’ meeting of a company

… the shareholders’ meeting will be held physically and/or virtually, in Switzerland and/or abroad

What is an Invitation to the Ordinary Shareholders’ Meeting?

At least once a year, the shareholders of Swiss companies must meet within six months of the end of a financial year, primarily to approve the annual financial statements and results and to elect the members of the board of directors and the statutory auditors. The shareholders thus gather annually for an (ordinary) shareholders’ meeting. The meeting is convened by the board of directors with an invitation containing the agenda and the items to be voted on as well as the motions of the board of directors. Shareholders may only validly vote on the items formally set out in the invitation. Furthermore, they must receive the invitation and be able to access the financial statements at least 20 days before the actual meeting. It, therefore, makes sense to ensure that the invitation fully complies with the legal form and time requirements.

As a rule, the shareholders or their representatives attend the meeting in person (sometimes with the option to attend virtually) in Switzerland. However, the shareholders’ meeting can however also be held exclusively virtually or abroad. Both options require a corresponding provision in the articles of association and the appointment of an independent proxy. In the case of a virtual meeting, however, it can dispense with this if the articles of association authorize it to do so. In the case of a foreign meeting, it is the shareholders who can waive this requirement, by a unanimous decision.

The document for giving voting instructions to the independent proxy can be created directly with Approovd. In this case, the corresponding link is sent to the shareholders with the invitation to the shareholders’ meeting.