Learn in detail what a minutes book is and how to fill it out properly.
We explain the legalization process necessary to guarantee its validity.
What is a minute book?
The minutes book is characterized by the following:
Start of marked textTWEET IT! The minutes book is key in the business world, recording decisions and agreements of the governing bodies. Learn about it in detail!End of marked text
Steps to fill out the minutes book
The steps to fill it out properly are described below:
Meeting identification . Each meeting record should begin with a clear identification of the meeting, indicating the date, time, location, and type of meeting.
Attendee list. It is crucial to record the name and signature of meeting participants, as well as any invited persons or legal representatives.
Approval of previous minutes . On some occasions, the minutes of the previous meeting are approved. This involves the attendees reviewing the content of the previous minutes and czech republic email list making corrections or clarifications before formally approving them.
Development of the meeting . A detailed description of the topics discussed during the meeting, the decisions and agreements made should be made. It is important to be clear and precise in writing to avoid misunderstandings or misinterpretations in the future.
Voting and results . If voting is carried out during the meeting, the results of each vote must be reflected.
Signature and closing. The minutes must end with the signature of all attendees who participated in the meeting, certifying the veracity of the recorded facts.
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How to legalize the minutes book?
Legalization is a mandatory process to grant legal validity to the document.
It must be submitted electronically to the Commercial Registry of the province. It will be verified that it complies with all legal requirements and will be validated.
All minutes of meetings of the collegiate bodies of commercial companies must be reflected in electronic format and submitted electronically for legalization .
The administrators must submit to the Commercial Registry , within eight days following the approval of the minutes, the notarial testimony of the registrable agreements (Art. 26, Commercial Code).
In each financial year, the minutes of the previous financial year must be legalized. The book may be unique for the minutes of all the collegiate bodies of the company and for each of the collegiate bodies. It will be necessary that in each of these books the opening and closing date of the financial year be recorded .
Differences in minute books depending on the type of company
The differences in the process of legalizing the minutes book may vary depending on the type of company or firm that presents it. We find the following distinctions:
Public limited companies (SA) and limited liability companies (SRL) : the minutes book must be submitted to the Commercial Registry where the company is registered. In addition, certain additional requirements must be met, such as submitting the annual accounts within the legally established period.
Self-employed and professionals under the Normal and Simplified Direct Estimation Regime : in the case of individual companies or self-employed persons who pay income tax, a formal minute book is not required. It is advisable to keep a written record of all important decisions and agreements taken in the development of the business activity.
Civil entities : do not need to submit the minutes book for legalization in the Commercial Registry.
The minutes book is therefore a valuable document that can help protect your company in the event of litigation . It is important that you keep it up to date and legalise it in the Commercial Registry.
