Step 1: Make a list of shareholders eligible to attend the meeting

Based on the company's shareholder registry, a list of shareholders eligible to attend the general meeting of shareholders is created.

If the company's charter does not provide a shorter time limit, the list of shareholders must be created no later than 10 days prior to the day the invitation to the general meeting of shareholders is sent.

Step 2: Provide information and resolve complaints related to the list of shareholders

Shareholders have the right to check, look up, extract and copy names and contact addresses of shareholders in the list of shareholders entitled to attend the General Meeting of Shareholders;

Shareholders have the right to request correction of false information or necessary additions to information about themselves in the list of shareholders entitled to attend the General Meeting of Shareholders.

The company manager must promptly provide information in the register of shareholders, amend and supplement false information at the request of shareholders; shall be responsible for compensation for damage arising from failure to provide or provide untimely and inaccurate information in the register of shareholders as required.

Step 3: Prepare the agenda and material for the meeting.

The General Meeting of Shareholders' convener is responsible for planning the meeting's agenda.

The content of the annual meeting usually adopts issues such as: 

The company's annual business plan; 

Annual financial statements; 

Reports of the Supervisory Board on the company's business results, the performance results of the Board of Directors, the Director or the General Director;

Report on self-assessment of operation results of the Supervisory Board and Supervisors;

Dividend rate per share of each class;

Other matters under the authority

*Recommendations on the program to be included in the General Meeting of Shareholders

Shareholders have the right to propose issues to be included in the agenda of the General Meeting of Shareholders. Unless otherwise specified in the business charter, proposals must be submitted in writing to the company at least three working days prior to the opening date.

In case the convenor of the General Meeting of Shareholders refuses to recommend the issue to be put on the agenda of the General Meeting of Shareholders, at least 02 working days before the opening of the General Meeting of Shareholders must reply in writing and state the reasons therefore.

Step 4: Prepare documents for the meeting

The person calling the general meeting of shareholders must compile the necessary paperwork and deliver it along with the notice of invitation to the shareholders. Documents include:

• Meeting agenda and working regulations of the General Meeting of Shareholders

• Voting card

• Documents used in the meeting and draft resolution for each issue in the meeting agenda such as Draft resolution of the General Meeting of Shareholders, Minutes of vote counting, Minutes of the meeting, Information about candidates for the Board of Directors Management Board, Supervisory Board candidate information, Sample nomination form for the Board of Directors, Supervisory Board, ...

Step 5: Draft resolution of the General Meeting of Shareholders according to the proposed content of the meeting; list and details of candidates in case of election of members of the Board of Directors, Supervisors;

Step 6: Determine the meeting time and place

About time: The General Meeting of Shareholders must hold an annual meeting within 04 months from the end of the fiscal year. The Board of Directors may vote to postpone the Annual General Meeting of Shareholders if necessary, but only by a maximum of six months from the end of the fiscal year, unless otherwise specified in the company's charter.

About the location: The venue of the General Meeting of Shareholders is determined to be the place where the chairperson attends the meeting and must be in the territory of Vietnam.

Step 7: Send notice of meeting invitation to each shareholder entitled to attend the meeting

Sending time: At least 21 days before the opening date, unless a longer window is specified in the company's charter.

Content: Name, head office address, enterprise code, shareholder names and contact information, meeting location and time, and other requirements for participants must all be included in the notification.

Enclosed: Meeting agenda, documents used in the meeting and draft, resolution of each issue in the meeting agenda, voting cards.

Step 8: Other work for the meeting

The person in charge of organizing the meeting must also set up the meeting space and make sure that food and beverages are ready, especially if the meeting will take longer than two hours.

Above are details of what you need to know about 8 steps to take before the annual general meeting of shareholders of a joint stock company in vietnam that LHLegal provides to readers. We hope this article is useful. 

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