How do I prove delivery?

Request written acknowledgment from the corporate secretary or transfer agent. Use registered mail, courier with tracking, or an e-signature platform that issues delivery receipts and an audit trail to document receipt.

Can I revoke electronically?

Yes, electronic revocation is generally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided the method meets any issuer or bylaw requirements for authentication and consent.

What if the issuer won't accept my revocation?

Confirm the issuer's stated procedures in the proxy materials. If refused, document the rejection and consult counsel; you may need to deliver a signed paper revocation or seek injunctive relief in contested matters.

Does a notarized revocation work better?

Notarization can strengthen evidentiary weight but is rarely required for proxy revocation. Follow bylaws or transfer agent guidance if notarization or witnesses are specified.

Can I revoke and vote in person?

Yes. Attending the meeting in person commonly revokes a previously granted proxy; inform the issuer per their instructions and confirm your in-person vote is accepted.

How long should I retain records?

Keep the revocation, proof of delivery, and audit trail for at least three years after the meeting; retain longer when required by tax, securities, or industry rules.

Electronic Signature
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Revocation of Proxy

Revocation of Proxy

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

What a Revocation of Proxy Is and When it Applies

A Revocation of Proxy is a written statement by a shareholder or party who previously granted proxy voting authority, formally withdrawing that authorization. It informs the issuer, corporate secretary, or meeting chair that the proxy holder no longer may vote on the revoking party’s behalf. Typical contexts include corporate shareholder meetings, union ballots, or other representative votes where an earlier proxy was delivered. The revocation should identify the original proxy, the meeting or vote it covered, and the effective date of revocation to prevent the proxy holder from casting votes after notice is received.

Why Revoking a Proxy Matters and Its Legal Basis

A clear revocation preserves your voting rights and prevents unintended votes from being cast on your behalf. Electronic revocation is generally valid under the ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes, subject to limited statutory exceptions and any corporate bylaw conditions.

Who Typically Prepares or Receives a Revocation of Proxy

Shareholders, corporate secretaries, and legal counsel commonly prepare or accept revocations to control voting outcomes and maintain accurate records.

Individual shareholders who previously granted voting authority and wish to change their vote or act in person at a meeting.
Corporate secretaries and transfer agents that receive, record, and communicate revocations to meeting officials and registrars.
Legal and proxy advisory firms that draft revocation language consistent with securities law and company bylaws.

Primary Roles Involved

Company Secretary

The Company Secretary receives and records revocations, validates identity and delivery method against corporate bylaws, and communicates accepted revocations to the board or meeting chair to ensure votes reflect current shareholder intent.

Shareholder

A shareholder signs and delivers the revocation; they must identify the original proxy, specify the meeting or vote affected, and use the method permitted by bylaws or issuer instructions to ensure the revocation is accepted and processed.

Core Elements of a Professional Revocation of Proxy

A complete revocation should be concise, clearly identify the original proxy, and state the effective date and delivery method to avoid ambiguity.

Identifying Information

Name of shareholder, address, and any shareholder or account number used by the issuer to match the revocation to the original proxy.

Reference to Original Proxy

Date of the original proxy, name of proxy holder, and any proxy identification number or description of the authority revoked.

Effective Date

A clear effective date or statement that the revocation is effective immediately upon delivery to the issuer or agent.

Signature

Handwritten or electronic signature of the shareholder, accompanied by date and, if required, authentication method.

Delivery Statement

How the revocation is being delivered (email, certified mail, in-person), including addresses or recipient names.

Optional Notary Line

Space for notarization or witness if corporate bylaws or state practice require extra authentication.

Security and Compliance Features to Include

Encryption: TLS 1.2/1.3, AES-256 at rest

Audit Trail: Timestamp, IP, action log

HIPAA Ready: BAA available if needed

ESIGN / UETA: Legal framework support

21 CFR Part 11: Available for FDA-regulated records

Accessibility: WCAG 2.0 Level AA

Step-by-Step: How to Prepare and Submit a Revocation

Follow these steps to create a clear, enforceable revocation and deliver it in a way that issuer personnel can process without delay.

01

Identify the proxy: Locate original proxy details and date
02

Draft revocation: State you revoke the proxy and reference specifics
03

Sign and date: Provide signature and MM/DD/YYYY
04

Deliver properly: Send to issuer per bylaws or provided instructions

How Revocation Is Processed After Delivery

Understanding the processing steps helps ensure the revocation is logged and the vote is either prevented or updated before the meeting tally.

Receipt Acknowledgment: Issuer logs delivery and acknowledges receipt
Validation: Issuer matches revocation to original proxy
Recording: Revocation recorded in shareholder records
Vote Adjustment: Proxy votes blocked or corrected before counting

Configuring an Online Revocation Workflow

Set up fields and authentication in your e-signature platform to capture required information and create an auditable revocation record.

Field	Configuration
Authentication Method	Email link, SMS code, or stronger KBA
Signature Type	Electronic signature with audit trail
Required Fields	Name, account ID, original proxy date
Delivery Confirmation	Automated receipt to issuer and signer

Electronic Submission: Platform and Format Considerations

Ensure the recipient accepts electronic delivery per corporate bylaws and preserve a copy with the audit trail for your records.

File Formats: PDF and Word DOCX accepted
Integrations: Salesforce, NetSuite, Google Workspace
Audit Features: Timestamp and signer attribution

eSignature Vendor Pricing Snapshot for Revocation Workflows

Compare common vendor starting prices and core capabilities relevant to secure revocation handling and record retention; signNow is listed first per platform comparisons.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	No trial	No trial	Yes, limited	Yes, limited
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Timing Considerations and Practical Deadlines

Timely delivery ensures the revocation is processed before votes are cast; check corporate bylaws and meeting notices for any specified cutoffs.

Deliver Early:

Submit well before the meeting to allow issuer processing

Bylaw Cutoffs:

Follow any specific deadline in corporate bylaws or proxy materials

Record Date:

Verify the record date to confirm shareholder entitlement and processing window

Electronic Receipt:

Require acknowledgment to confirm the revocation was logged

Contested Votes:

Allow time for counsel review if the revocation may be challenged

Practical Tips for Accurate Revocation Preparation

Follow consistent formatting and confirmation steps to reduce rejection risk and to create an auditable record of the revocation.

Match Issuer Records

Use the exact shareholder name and account ID the issuer uses; mismatches are the most common cause of processing delays.

Get Delivery Proof

Use delivery methods that provide receipt or tracking; keep copies of acknowledgments and audit trails for disputes.

Follow Bylaws

Confirm any specific revocation language, notarization, or delivery address required by corporate bylaws or proxy statement.

Preserve the Audit Trail

Retain the signed revocation and platform audit trail including timestamps, IP addresses, and authentication events for at least the retention period.

Common Pitfalls to Avoid

Late delivery that arrives after votes are cast, leaving the original proxy effective.
Name or account mismatches that prevent the issuer from associating the revocation with the correct proxy.
Failure to follow corporate bylaws or proxy instructions for acceptable delivery methods.
Using an unauthenticated electronic method when bylaws require stronger identity verification.

Risks and Potential Consequences of an Improper Revocation

Revocation Ignored: Proxy still counts

Vote Disputed: Resulting litigation risk

Recordkeeping Gaps: Noncompliance with audit obligations

Regulatory Scrutiny: Possible SEC or state inquiry

Operational Delay: Processing backlog and corrections

Costs: Legal and administrative expenses

Frequently Asked Questions about Revoking a Proxy

Answers to common questions address identity verification, delivery, and what to do if your revocation is not acknowledged.

Need help? Contact support

How do I prove delivery?
Request written acknowledgment from the corporate secretary or transfer agent. Use registered mail, courier with tracking, or an e-signature platform that issues delivery receipts and an audit trail to document receipt.
Can I revoke electronically?
Yes, electronic revocation is generally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided the method meets any issuer or bylaw requirements for authentication and consent.
What if the issuer won't accept my revocation?
Confirm the issuer's stated procedures in the proxy materials. If refused, document the rejection and consult counsel; you may need to deliver a signed paper revocation or seek injunctive relief in contested matters.
Does a notarized revocation work better?
Notarization can strengthen evidentiary weight but is rarely required for proxy revocation. Follow bylaws or transfer agent guidance if notarization or witnesses are specified.
Can I revoke and vote in person?
Yes. Attending the meeting in person commonly revokes a previously granted proxy; inform the issuer per their instructions and confirm your in-person vote is accepted.
How long should I retain records?
Keep the revocation, proof of delivery, and audit trail for at least three years after the meeting; retain longer when required by tax, securities, or industry rules.

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