About this template
Extraordinary General Meeting – minutes template, notice, and voting list for limited companies
Do you need to hold an extraordinary general meeting (EGM) in a limited company and want to compile the documentation from the notice to the approved minutes? This professional template package includes an editable minutes template for an extraordinary general meeting, notice of meeting, agenda, voting list, a separate decision annex for changes to the board of directors, user guides, and an Excel register with nine tabs. It is primarily intended for Swedish private limited companies.
15 delivery files: 7 Word (DOCX), 7 corresponding searchable PDF (A4), and 1 Excel workbook (XLSX). The five main templates are in Swedish. A Swedish and an English user guide are included. The package does not contain complete English versions of the meeting documents.
01. Package contents
- 7 Word (DOCX) – five Swedish work templates, one Swedish user guide, and an English User Guide.
- 7 PDF – searchable A4 versions of all seven Word documents, laid out for printing and review.
- 1 Excel (XLSX) – nine tabs, formulas, voting list with calculation of represented votes, and registers for notices, items, meeting decisions, and filings.
- Language: Swedish main documents, Swedish user guide, and English user guide.
- Version: 1.0 – 2026/2027. Source review: October 18, 2026. The year 2027 is an edition designation, not a guarantee of future legal changes.
All Word and PDF documents contain two framed information boxes regarding the package contents and the function of each file. Delivery is digital once the ZIP file is correctly attached to the product variant.
02. What the files contain
| File | Content and usage | Format |
|---|---|---|
| 01. Minutes – extraordinary general meeting | Editable main minutes with meeting identity, formalities, voting list, complete decisions, voting outcomes, annexes, and approval. | DOCX + PDF |
| 02. Notice of extraordinary general meeting | Notice text, agenda, proposed decisions, and checks for notice period, articles of association, and distribution. | DOCX + PDF |
| 03. Agenda & decision basis | Meeting items, proposed decisions, annexes, check of majority requirements, and registration needs. | DOCX + PDF |
| 04. Voting list & proxy check | Shareholders, share classes, represented shares, vote values, proxies, and documented eligibility check. | DOCX + PDF |
| 05. Decision annex – board changes | Drafting of decisions regarding board election or resignation, plus a checklist for notification to the Swedish Companies Registration Office (Bolagsverket). | DOCX + PDF |
| 06. Swedish user guide | Ten steps from case assessment and notice to minute-taking and actual registration. | DOCX + PDF |
| 07. English User Guide | English-language user instructions for the five main Swedish templates and the Excel register. | DOCX + PDF |
| 08. Excel register with nine tabs | Overview, Meetings, Matters, Notices, Shareholders, Voting, Decisions, Registration, and Read me. | XLSX |
The templates contain actual fields for company name, registration number, date, proposed decisions, voting list, vote counting, minute approval, and filing status. No shareholders, signatures, or meeting decisions are pre-filled.
What is an extraordinary general meeting?
An extraordinary general meeting is a general meeting held between a company's ordinary annual general meetings, for example, when shareholders need to decide on changing the board, amending the articles of association, or a specific dividend payment. The board of directors normally convenes the meeting. An auditor or a shareholder with at least one-tenth of all shares may, under the conditions in Chapter 7, Section 13 of the Companies Act, demand that the board convenes an EGM for a specific matter.
Notice of extraordinary general meeting – what time limits apply?
It is not correct to use the same notice period for all extraordinary general meetings. According to Chapter 7, Sections 19–20 of the Companies Act (2005:551), the following main rules apply:
- Other extraordinary general meeting: notice no earlier than six weeks and no later than two weeks before the meeting.
- EGM regarding amendment of articles of association: notice as a main rule no earlier than six and no later than four weeks before the meeting. For private limited companies, the articles of association may in some cases permit a shorter period, though not shorter than two weeks.
- Public limited companies, specific decisions, and notice methods: other or additional rules may apply. The notice must be issued in the manner stated in the articles of association and, where applicable, supplemented according to law.
Anyone using the template must themselves assess the decision type, articles of association, distribution channels, and any specific requirements. Bolagsverket explains the notice periods.
What must the minutes from an extraordinary general meeting contain?
The approved meeting minutes must provide a fair picture of when and where the meeting was held, the chairperson, the voting list, which issues were addressed, how decisions were formulated, and which votes were cast during voting. The voting list must be included in the minutes or as an annex. According to Chapter 7, Section 48 of the Companies Act, the minutes must be signed by the minute-taker and approved according to the law's rules. There is an exception to the requirement for a specific approver when the chairperson or the minute-taker, alone or together, represents all shares. The minutes must be made available to shareholders no later than two weeks after the meeting.
Board changes – decisions and registration with Bolagsverket
The specific decision annex is useful when the meeting is to elect or dismiss a board member or deputy. Verify the number of members, articles of association, residency, and the composition of the new board. A change of board must be notified to Bolagsverket. According to the agency's guidance, the change normally takes effect when the registration notification is received, or at a later date decided by the company. See the agency's guidance on board changes.
Specific disclaimer: The template package does not contain complete specialized documents for new share issues, extra dividends, reduction of share capital, liquidation, mergers, or amendment of articles of association. Such decisions require their own statutory documentation and often a special majority. Also, legal changes that take effect after the source review must be verified.
Excel register with nine tabs
Overview, Meetings, Matters, Notices, Shareholders, Voting, Decisions, Registration, and Read me. The Excel tool is built to track notices, annexes, proxies, and registration certificates. It includes data validation, formula-based administrative summaries, and a tab that calculates represented votes based on the specified number of shares and vote values. The voting tab summarizes registered 'yes', 'no', and 'abstain' votes.
The formulas do not determine if a meeting decision is valid. Notice requirements, special majorities, consent, voting restrictions, and actual registration dates must be checked manually. The workbook comes empty without test data, and it does not replace Bolagsverket's e-service or the company's share register.
How to use the documents step-by-step
- Determine which decisions actually need to be made by the shareholders and if an EGM is required.
- Check the articles of association, the board's decision to convene, and specific rules for the decision type.
- Prepare notice and detailed decision proposals. Check if specific documentation or longer notice periods are required.
- Issue and document the notice correctly and at the right time.
- Establish a voting list, check the share register, share classes, and any proxies.
- Conduct the meeting and document the decisions, any voting, and reservations.
- Sign and approve the minutes correctly; save the annexes.
- Follow up on registrable decisions and diary numbers in Excel; check actual registration.
Related products and guides
- Minutes for Annual General Meeting – the right template for the ordinary AGM.
- Notice of Annual General Meeting – with different main deadlines and the AGM's specific items.
- Board minutes in limited companies – when it is the board, not the general meeting, that decides.
- Amendment of articles of association – separate process for articles of association issues.
- Guide: Annual General Meeting for limited companies – compare what should be addressed at the AGM.
- Guide: Board minutes and common mistakes.
- More document templates for limited companies.
Frequently asked questions about EGM
How do you write minutes for an extraordinary general meeting?
Specify company and registration number, date, location, chairperson, voting list, notice issue, and clear decision wording. Document vote counts when voting has occurred and have the minutes signed and approved in accordance with the Companies Act.
How far in advance of an EGM must the notice be sent?
It depends on the items and the company type. For a standard EGM, the main rule is no later than two weeks, while amendments to the articles of association generally require more time.
Is a template for EGM included for board changes?
Yes, a separate decision annex for changes to the board of directors is included. Registration with Bolagsverket must be done separately.
Can the template be used for extra dividends?
The general minutes structure can provide guidance, but the package does not contain the specific dividend documents and legal requirements that a decision on extra dividends might require.
Does Excel calculate if the majority has voted correctly?
No. Excel sums entered votes but does not determine if a decision meets applicable majority requirements.
Are the main minutes available in English?
No. The five main documents are Swedish. However, an English User Guide and a Swedish user guide are included.
Sources and version information
- The Companies Act (2005:551), especially Chapter 7.
- Bolagsverket: General meeting
- Bolagsverket: Writing minutes at a general meeting
- Bolagsverket: Notice of general meeting
Edition 1.0 – 2026/2027. Source review October 18, 2026. Digital templates to be adapted for each individual company. Not government-approved special forms or externally reviewed legal documents. Check the legal position at the time of the actual meeting.
