Guide – How to Organize a Minute Book
Best practices for minute book organization including default tab and section suggestions
About this Guide
This guide provides a simple reusable template covering how to organize a minute book. Whether you are using physical minute books or digital, this guide covers the recommended minute book sections and tab pages.
Last updated on March 11, 2022
Guide – How to Organize a Minute Book
What You'll Learn in This Guide
This essential guide covers everything you need to know about organizing a minute book.
Good minute book organization starts with the sections and tabs used to organize corporate records in a minute book. There are many different styles and names for tabs in a minute book. Today, most law firms are switching to digital minute books that are organized with virtual tabs. The tabs shown in the below table are one example and will vary based on the jurisdiction and entity type For exameple, a Federal corporation in Canada will have different minute book sections than a Trust in Quebec. Many firms use different coloured tabs for different sections.
When working with cloud-based minute books it is preferable to use branded tab pages. The color of the tabs is not as important given that information in a digital minute book can be found easily with search, bookmarks and virtual tabs. For digital minute books you should use custom-branded tabs that represent the brand of your firm or company. You can also find custom-designed tabs and stationery on the MinuteBox App Store.
In this guide you'll learn the following
- How to organize a minute book
- Suggested default sections for a corporate minute book
- What documents go in each minute book tab
Not Legal Advice: All content presented herein is for informational and demonstration purposes only. Nothing should be construed as legal advice. Do not act upon any information presented without seeking professional counsel!
File the signed documents in the Minute Book as follows:
|Tab in Minute Book||Documents|
|Charter Documents or Articles||Certificate of Incorporation, Articles of Incorporation|
|Shareholder Agreements or Unanimous Shareholder Agreement||Sole Shareholder Declaration or Unanimous Shareholder Agreement - if applicable|
Copy of Form 6 – Changes Regarding Directors – if one is filed (with copy of the receipt for e-filing)
Form 2 - Initial Registered Office Address and First Board of Directors (with copy of the receipt for e-filing)
|Register of Directors||Register of Directors|
|Securities Register||Securities Register|
|Extraprovincial Registrations||Extraprovincial Registration documents|
|Shareholders Minutes||Shareholders Resolutions with the following attached – if applicable:
|Financial Statements||Current financial statements (if required to be filed in the Minute Book)|
First Directors Resolutions with the following attached – if applicable:
|Documents Approved by Directors||Registered Office Agreement – if applicable|
|Share Certificates||Share Certificates. Note: You may also keep the share certificate specimen and any cancelled shared in this tab.|
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