{"product_id":"protokoll-extra-bolagsstamma-kallelse-rostlangd-2027","title":"Extraordinary General Meeting 2026\/2027 – Minutes, Notice, Voting List \u0026 Excel | Word\/PDF","description":"\u003csection class=\"mb-product-copy\" lang=\"en\" style=\"max-width:980px;color:#17384b;line-height:1.76\"\u003e\n\u003ch2\u003eExtraordinary General Meeting – minutes template, notice, and voting list for limited companies\u003c\/h2\u003e\n\n\u003cp\u003eDo you need to hold an \u003cstrong\u003eextraordinary general meeting (EGM) in a limited company\u003c\/strong\u003e and want to compile the documentation from the notice to the approved minutes? This professional template package includes an editable \u003cstrong\u003eminutes template for an extraordinary general meeting\u003c\/strong\u003e, notice of meeting, agenda, voting list, a separate decision annex for \u003cstrong\u003echanges to the board of directors\u003c\/strong\u003e, user guides, and an Excel register with nine tabs. It is primarily intended for \u003cstrong\u003eSwedish private limited companies\u003c\/strong\u003e.\u003c\/p\u003e\n\n\u003cp\u003e\u003cstrong\u003e15 delivery files:\u003c\/strong\u003e 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.\u003c\/p\u003e\n\n\u003cnav style=\"padding:12px;background:#eef6f6;border:1px solid #d0e3e4;border-radius:12px\"\u003e\u003ca href=\"#mb-paket\"\u003eThe Package\u003c\/a\u003e · \u003ca href=\"#mb-filer\"\u003eThe Files\u003c\/a\u003e · \u003ca href=\"#mb-kallelse\"\u003eNotice\u003c\/a\u003e · \u003ca href=\"#mb-protokoll\"\u003eMinutes\u003c\/a\u003e · \u003ca href=\"#mb-excel\"\u003eExcel\u003c\/a\u003e · \u003ca href=\"#mb-faq\"\u003eFAQ\u003c\/a\u003e\u003c\/nav\u003e\n\u003cdiv id=\"mb-paket\" style=\"padding:22px;margin:24px 0;background:#e9f4f4;border:1px solid #cadee0;border-left:5px solid #187e7e;border-radius:14px\"\u003e\n\n\u003ch2 style=\"margin-top:0\"\u003e01. Package contents\u003c\/h2\u003e\n\n\u003cul\u003e\n\n\u003cli\u003e\n\n\u003cstrong\u003e7 Word (DOCX)\u003c\/strong\u003e – five Swedish work templates, one Swedish user guide, and an English User Guide.\u003c\/li\u003e\n\n\u003cli\u003e\n\n\u003cstrong\u003e7 PDF\u003c\/strong\u003e – searchable A4 versions of all seven Word documents, laid out for printing and review.\u003c\/li\u003e\n\n\u003cli\u003e\n\n\u003cstrong\u003e1 Excel (XLSX)\u003c\/strong\u003e – nine tabs, formulas, voting list with calculation of represented votes, and registers for notices, items, meeting decisions, and filings.\u003c\/li\u003e\n\n\u003cli\u003e\n\n\u003cstrong\u003eLanguage:\u003c\/strong\u003e Swedish main documents, Swedish user guide, and English user guide.\u003c\/li\u003e\n\n\u003cli\u003e\n\n\u003cstrong\u003eVersion:\u003c\/strong\u003e 1.0 – 2026\/2027. \u003cstrong\u003eSource review:\u003c\/strong\u003e October 18, 2026. The year 2027 is an edition designation, not a guarantee of future legal changes.\u003c\/li\u003e\n\n\n\u003c\/ul\u003e\n\n\u003cp\u003eAll 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.\u003c\/p\u003e\n\n\n\u003c\/div\u003e\n\n\u003cdiv id=\"mb-filer\" style=\"padding:22px;margin:24px 0;background:#ffffff;border:1px solid #d0e1e3;border-radius:14px\"\u003e\n\n\u003ch2 style=\"margin-top:0\"\u003e02. What the files contain\u003c\/h2\u003e\n\n\u003cdiv style=\"overflow-x:auto\"\u003e\u003ctable style=\"border-collapse:collapse;width:100%;font-size:.93em\"\u003e\n\n\u003cthead\u003e\u003ctr style=\"background:#17384b;color:white\"\u003e\n\n\u003cth style=\"text-align:left;padding:12px\"\u003eFile\u003c\/th\u003e\n\n\u003cth style=\"text-align:left;padding:12px\"\u003eContent and usage\u003c\/th\u003e\n\n\u003cth style=\"text-align:left;padding:12px\"\u003eFormat\u003c\/th\u003e\n\n\n\u003c\/tr\u003e\u003c\/thead\u003e\n\n\u003ctbody\u003e\n\n\u003ctr\u003e\n\n\u003ctd style=\"padding:10px;border-bottom:1px solid #d9e6e8;vertical-align:top\"\u003e\u003cstrong\u003e01. Minutes – extraordinary general meeting\u003c\/strong\u003e\u003c\/td\u003e\n\n\u003ctd style=\"padding:10px;border-bottom:1px solid #d9e6e8;vertical-align:top\"\u003eEditable main minutes with meeting identity, formalities, voting list, complete decisions, voting outcomes, annexes, and approval.\u003c\/td\u003e\n\n\u003ctd style=\"padding:10px;border-bottom:1px solid #d9e6e8;vertical-align:top;white-space:nowrap\"\u003eDOCX + PDF\u003c\/td\u003e\n\n\n\u003c\/tr\u003e\n\n\u003ctr\u003e\n\n\u003ctd style=\"padding:10px;border-bottom:1px solid #d9e6e8;vertical-align:top\"\u003e\u003cstrong\u003e02. Notice of extraordinary general meeting\u003c\/strong\u003e\u003c\/td\u003e\n\n\u003ctd style=\"padding:10px;border-bottom:1px solid #d9e6e8;vertical-align:top\"\u003eNotice text, agenda, proposed decisions, and checks for notice period, articles of association, and distribution.\u003c\/td\u003e\n\n\u003ctd style=\"padding:10px;border-bottom:1px solid #d9e6e8;vertical-align:top;white-space:nowrap\"\u003eDOCX + PDF\u003c\/td\u003e\n\n\n\u003c\/tr\u003e\n\n\u003ctr\u003e\n\n\u003ctd style=\"padding:10px;border-bottom:1px solid #d9e6e8;vertical-align:top\"\u003e\u003cstrong\u003e03. Agenda \u0026amp; decision basis\u003c\/strong\u003e\u003c\/td\u003e\n\n\u003ctd style=\"padding:10px;border-bottom:1px solid #d9e6e8;vertical-align:top\"\u003eMeeting items, proposed decisions, annexes, check of majority requirements, and registration needs.\u003c\/td\u003e\n\n\u003ctd style=\"padding:10px;border-bottom:1px solid #d9e6e8;vertical-align:top;white-space:nowrap\"\u003eDOCX + PDF\u003c\/td\u003e\n\n\n\u003c\/tr\u003e\n\n\u003ctr\u003e\n\n\u003ctd style=\"padding:10px;border-bottom:1px solid #d9e6e8;vertical-align:top\"\u003e\u003cstrong\u003e04. Voting list \u0026amp; proxy check\u003c\/strong\u003e\u003c\/td\u003e\n\n\u003ctd style=\"padding:10px;border-bottom:1px solid #d9e6e8;vertical-align:top\"\u003eShareholders, share classes, represented shares, vote values, proxies, and documented eligibility check.\u003c\/td\u003e\n\n\u003ctd style=\"padding:10px;border-bottom:1px solid #d9e6e8;vertical-align:top;white-space:nowrap\"\u003eDOCX + PDF\u003c\/td\u003e\n\n\n\u003c\/tr\u003e\n\n\u003ctr\u003e\n\n\u003ctd style=\"padding:10px;border-bottom:1px solid #d9e6e8;vertical-align:top\"\u003e\u003cstrong\u003e05. Decision annex – board changes\u003c\/strong\u003e\u003c\/td\u003e\n\n\u003ctd style=\"padding:10px;border-bottom:1px solid #d9e6e8;vertical-align:top\"\u003eDrafting of decisions regarding board election or resignation, plus a checklist for notification to the Swedish Companies Registration Office (Bolagsverket).\u003c\/td\u003e\n\n\u003ctd style=\"padding:10px;border-bottom:1px solid #d9e6e8;vertical-align:top;white-space:nowrap\"\u003eDOCX + PDF\u003c\/td\u003e\n\n\n\u003c\/tr\u003e\n\n\u003ctr\u003e\n\n\u003ctd style=\"padding:10px;border-bottom:1px solid #d9e6e8;vertical-align:top\"\u003e\u003cstrong\u003e06. Swedish user guide\u003c\/strong\u003e\u003c\/td\u003e\n\n\u003ctd style=\"padding:10px;border-bottom:1px solid #d9e6e8;vertical-align:top\"\u003eTen steps from case assessment and notice to minute-taking and actual registration.\u003c\/td\u003e\n\n\u003ctd style=\"padding:10px;border-bottom:1px solid #d9e6e8;vertical-align:top;white-space:nowrap\"\u003eDOCX + PDF\u003c\/td\u003e\n\n\n\u003c\/tr\u003e\n\n\u003ctr\u003e\n\n\u003ctd style=\"padding:10px;border-bottom:1px solid #d9e6e8;vertical-align:top\"\u003e\u003cstrong\u003e07. English User Guide\u003c\/strong\u003e\u003c\/td\u003e\n\n\u003ctd style=\"padding:10px;border-bottom:1px solid #d9e6e8;vertical-align:top\"\u003eEnglish-language user instructions for the five main Swedish templates and the Excel register.\u003c\/td\u003e\n\n\u003ctd style=\"padding:10px;border-bottom:1px solid #d9e6e8;vertical-align:top;white-space:nowrap\"\u003eDOCX + PDF\u003c\/td\u003e\n\n\n\u003c\/tr\u003e\n\n\u003ctr\u003e\n\n\u003ctd style=\"padding:10px;border-bottom:1px solid #d9e6e8;vertical-align:top\"\u003e\u003cstrong\u003e08. Excel register with nine tabs\u003c\/strong\u003e\u003c\/td\u003e\n\n\u003ctd style=\"padding:10px;border-bottom:1px solid #d9e6e8;vertical-align:top\"\u003eOverview, Meetings, Matters, Notices, Shareholders, Voting, Decisions, Registration, and Read me.\u003c\/td\u003e\n\n\u003ctd style=\"padding:10px;border-bottom:1px solid #d9e6e8;vertical-align:top;white-space:nowrap\"\u003eXLSX\u003c\/td\u003e\n\n\n\u003c\/tr\u003e\n\n\n\u003c\/tbody\u003e\n\n\n\u003c\/table\u003e\u003c\/div\u003e\n\n\u003cp\u003eThe templates contain actual fields for company name, registration number, date, proposed decisions, voting list, vote counting, minute approval, and filing status. \u003cstrong\u003eNo shareholders, signatures, or meeting decisions are pre-filled.\u003c\/strong\u003e\u003c\/p\u003e\n\n\n\u003c\/div\u003e\n\n\u003ch2\u003eWhat is an extraordinary general meeting?\u003c\/h2\u003e\n\n\u003cp\u003eAn 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 \u003cstrong\u003eChapter 7, Section 13 of the Companies Act\u003c\/strong\u003e, demand that the board convenes an EGM for a specific matter.\u003c\/p\u003e\n\n\u003ch2 id=\"mb-kallelse\"\u003eNotice of extraordinary general meeting – what time limits apply?\u003c\/h2\u003e\n\n\u003cp\u003eIt is not correct to use the same notice period for all extraordinary general meetings. According to \u003cstrong\u003eChapter 7, Sections 19–20 of the Companies Act (2005:551)\u003c\/strong\u003e, the following main rules apply:\u003c\/p\u003e\n\n\u003cul\u003e\n\n\u003cli\u003e\n\n\u003cstrong\u003eOther extraordinary general meeting:\u003c\/strong\u003e notice no earlier than six weeks and no later than two weeks before the meeting.\u003c\/li\u003e\n\n\u003cli\u003e\n\n\u003cstrong\u003eEGM regarding amendment of articles of association:\u003c\/strong\u003e 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.\u003c\/li\u003e\n\n\u003cli\u003e\n\n\u003cstrong\u003ePublic limited companies, specific decisions, and notice methods:\u003c\/strong\u003e 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.\u003c\/li\u003e\n\n\n\u003c\/ul\u003e\n\n\u003cp\u003eAnyone using the template must themselves assess the decision type, articles of association, distribution channels, and any specific requirements. \u003ca href=\"https:\/\/bolagsverket.se\/foretag\/aktiebolag\/drivaaktiebolag\/tabeslutiaktiebolaget\/bolagsstamma\/kallelsetillbolagsstamma.553.html\"\u003eBolagsverket explains the notice periods\u003c\/a\u003e.\u003c\/p\u003e\n\n\u003ch2 id=\"mb-protokoll\"\u003eWhat must the minutes from an extraordinary general meeting contain?\u003c\/h2\u003e\n\n\u003cp\u003eThe approved meeting minutes must provide a fair picture of \u003cstrong\u003ewhen 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\u003c\/strong\u003e. The voting list must be included in the minutes or as an annex. According to \u003cstrong\u003eChapter 7, Section 48 of the Companies Act\u003c\/strong\u003e, 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.\u003c\/p\u003e\n\n\u003ch2\u003eBoard changes – decisions and registration with Bolagsverket\u003c\/h2\u003e\n\n\u003cp\u003eThe 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. \u003ca href=\"https:\/\/bolagsverket.se\/ff\/foretagsformer\/aktiebolag\/driva\/styrelsevd\"\u003eSee the agency's guidance on board changes\u003c\/a\u003e.\u003c\/p\u003e\n\n\u003cp\u003e\u003cstrong\u003eSpecific disclaimer:\u003c\/strong\u003e 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.\u003c\/p\u003e\n\n\u003ch2 id=\"mb-excel\"\u003eExcel register with nine tabs\u003c\/h2\u003e\n\n\u003cp\u003e\u003cstrong\u003eOverview, Meetings, Matters, Notices, Shareholders, Voting, Decisions, Registration, and Read me.\u003c\/strong\u003e 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.\u003c\/p\u003e\n\n\u003cp\u003e\u003cstrong\u003eThe formulas do not determine if a meeting decision is valid.\u003c\/strong\u003e 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.\u003c\/p\u003e\n\n\u003ch2\u003eHow to use the documents step-by-step\u003c\/h2\u003e\n\n\u003col\u003e\n\n\u003cli\u003eDetermine which decisions actually need to be made by the shareholders and if an EGM is required.\u003c\/li\u003e\n\n\u003cli\u003eCheck the articles of association, the board's decision to convene, and specific rules for the decision type.\u003c\/li\u003e\n\n\u003cli\u003ePrepare notice and detailed decision proposals. Check if specific documentation or longer notice periods are required.\u003c\/li\u003e\n\n\u003cli\u003eIssue and document the notice correctly and at the right time.\u003c\/li\u003e\n\n\u003cli\u003eEstablish a voting list, check the share register, share classes, and any proxies.\u003c\/li\u003e\n\n\u003cli\u003eConduct the meeting and document the decisions, any voting, and reservations.\u003c\/li\u003e\n\n\u003cli\u003eSign and approve the minutes correctly; save the annexes.\u003c\/li\u003e\n\n\u003cli\u003eFollow up on registrable decisions and diary numbers in Excel; check actual registration.\u003c\/li\u003e\n\n\n\u003c\/ol\u003e\n\n\u003ch2\u003eRelated products and guides\u003c\/h2\u003e\n\n\u003cul\u003e\n\n\u003cli\u003e\n\n\u003ca href=\"\/en\/products\/protokoll-arsstamma-aktiebolag-mall\"\u003eMinutes for Annual General Meeting\u003c\/a\u003e – the right template for the ordinary AGM.\u003c\/li\u003e\n\n\u003cli\u003e\n\n\u003ca href=\"\/en\/products\/kallelse-till-arsstamma-mall-aktiebolag-word-pdf\"\u003eNotice of Annual General Meeting\u003c\/a\u003e – with different main deadlines and the AGM's specific items.\u003c\/li\u003e\n\n\u003cli\u003e\n\n\u003ca href=\"\/en\/products\/protokoll-for-styrelsemote-aktiebolag-mall\"\u003eBoard minutes in limited companies\u003c\/a\u003e – when it is the board, not the general meeting, that decides.\u003c\/li\u003e\n\n\u003cli\u003e\n\n\u003ca href=\"\/en\/products\/andring-bolagsordning-aktiebolag-2027\"\u003eAmendment of articles of association\u003c\/a\u003e – separate process for articles of association issues.\u003c\/li\u003e\n\n\u003cli\u003e\n\n\u003ca href=\"\/en\/blogs\/arsredovisning-information-och-vagledning\/guide-till-arsstamma-for-aktiebolag\"\u003eGuide: Annual General Meeting for limited companies\u003c\/a\u003e – compare what should be addressed at the AGM.\u003c\/li\u003e\n\n\u003cli\u003e\n\n\u003ca href=\"\/en\/blogs\/foretag\/styrelseprotokoll-aktiebolag-krav-innehall\"\u003eGuide: Board minutes and common mistakes\u003c\/a\u003e.\u003c\/li\u003e\n\n\u003cli\u003e\n\n\u003ca href=\"\/en\/collections\/mallar-for-aktiebolag\"\u003eMore document templates for limited companies\u003c\/a\u003e.\u003c\/li\u003e\n\n\n\u003c\/ul\u003e\n\n\u003ch2 id=\"mb-faq\"\u003eFrequently asked questions about EGM\u003c\/h2\u003e\n\n\u003ch3\u003eHow do you write minutes for an extraordinary general meeting?\u003c\/h3\u003e\n\n\u003cp\u003eSpecify 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.\u003c\/p\u003e\n\n\u003ch3\u003eHow far in advance of an EGM must the notice be sent?\u003c\/h3\u003e\n\n\u003cp\u003eIt 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.\u003c\/p\u003e\n\n\u003ch3\u003eIs a template for EGM included for board changes?\u003c\/h3\u003e\n\n\u003cp\u003eYes, a separate decision annex for changes to the board of directors is included. Registration with Bolagsverket must be done separately.\u003c\/p\u003e\n\n\u003ch3\u003eCan the template be used for extra dividends?\u003c\/h3\u003e\n\n\u003cp\u003eThe 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.\u003c\/p\u003e\n\n\u003ch3\u003eDoes Excel calculate if the majority has voted correctly?\u003c\/h3\u003e\n\n\u003cp\u003eNo. Excel sums entered votes but does not determine if a decision meets applicable majority requirements.\u003c\/p\u003e\n\n\u003ch3\u003eAre the main minutes available in English?\u003c\/h3\u003e\n\n\u003cp\u003eNo. The five main documents are Swedish. However, an English User Guide and a Swedish user guide are included.\u003c\/p\u003e\n\n\u003ch2\u003eSources and version information\u003c\/h2\u003e\n\n\u003cul\u003e\n\n\u003cli\u003e\u003ca href=\"https:\/\/www.riksdagen.se\/sv\/dokument-och-lagar\/dokument\/svensk-forfattningssamling\/aktiebolagslag-2005551_sfs-2005-551\/\"\u003eThe Companies Act (2005:551), especially Chapter 7.\u003c\/a\u003e\u003c\/li\u003e\n\n\u003cli\u003e\u003ca href=\"https:\/\/bolagsverket.se\/foretag\/aktiebolag\/drivaaktiebolag\/tabeslutiaktiebolaget\/bolagsstamma.551.html\"\u003eBolagsverket: General meeting\u003c\/a\u003e\u003c\/li\u003e\n\n\u003cli\u003e\u003ca href=\"https:\/\/bolagsverket.se\/foretag\/aktiebolag\/drivaaktiebolag\/tabeslutiaktiebolaget\/bolagsstamma\/skrivaprotokollpabolagsstamman.561.html\"\u003eBolagsverket: Writing minutes at a general meeting\u003c\/a\u003e\u003c\/li\u003e\n\n\u003cli\u003e\u003ca href=\"https:\/\/bolagsverket.se\/foretag\/aktiebolag\/drivaaktiebolag\/tabeslutiaktiebolaget\/bolagsstamma\/kallelsetillbolagsstamma.553.html\"\u003eBolagsverket: Notice of general meeting\u003c\/a\u003e\u003c\/li\u003e\n\n\n\u003c\/ul\u003e\n\n\u003cp\u003e\u003cstrong\u003eEdition 1.0 – 2026\/2027. Source review October 18, 2026.\u003c\/strong\u003e 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.\u003c\/p\u003e\n\n\u003c\/section\u003e","brand":"Svenska Dokumentmallar","offers":[{"title":"Default Title","offer_id":55847264452950,"sku":"EXTRA-STAMMA-2027","price":79.0,"currency_code":"SEK","in_stock":true}],"thumbnail_url":"\/\/cdn.shopify.com\/s\/files\/1\/0827\/2373\/3846\/files\/extra-bolagsstamma-protokoll-huvudbild-2027_8c964a84-ee3e-4cd1-9d1c-a4ff93b923ad.png?v=1792339888","url":"https:\/\/mallbutiken.se\/en\/products\/protokoll-extra-bolagsstamma-kallelse-rostlangd-2027","provider":"Mallbutiken","version":"1.0","type":"link"}