Cover Information
Company name, meeting type, date, and record date presented clearly to establish context and eligibility for the vote.
Using a structured Shareholder Voting Template reduces ambiguity, helps ensure votes meet corporate and state requirements, and creates a reproducible record that satisfies ESIGN and UETA standards for electronic execution. A consistent form reduces errors during tabulation and supports defensible corporate records in the event of challenges or audits.
Corporate officers and legal teams prepare the template; shareholders and proxy agents complete and sign it when casting votes.
Responsible for preparing the template, setting the record date, sending notices, and maintaining the corporate minute book. Works with legal counsel to ensure the resolution wording meets charter and bylaw requirements and coordinates with transfer agents where applicable.
A holder of record or beneficial owner who selects voting options and signs or authorizes a proxy. Accurate identification (name, address, shareholder account number) is required to attribute the vote correctly and avoid backup withholding or processing delays.
| Field | Configuration |
|---|---|
| Authentication Method | Email link or SMS code; stronger KBA for large transfers |
| Conditional Fields | Show proxy block only if delegation checkbox selected |
| Bulk Send | Use templates to distribute to many shareholders at once |
| Access Controls | Restrict template edits to corporate officers |
Ensure the chosen platform supports required file formats, secure authentication, and an auditable completion certificate.
Determines eligible voters; set per bylaws, commonly 10–60 days before meeting
Delivered as required by bylaws and state law; timing varies by entity type
Allow sufficient time for mailing and responses; public companies follow SEC proxy calendar
Set in form; late returns typically rejected unless authorized
Tabulation and certification occur immediately after deadline
Company name, meeting type, date, and record date presented clearly to establish context and eligibility for the vote.
Exact wording of the proposed action in plain language so shareholders understand the legal effect before voting.
Discrete choices (For, Against, Abstain) for each resolution with instructions for selecting only one option per line.
Fields for name, account number, share class and number of shares to ensure accurate vote weight and attribution.
Clear block for delegating voting authority, including proxy name, scope, and any limitations per bylaws.
Instructions for counting votes, resolving ambiguities, and certifying results for the corporate record and regulators.
| Criteria | Shareholder Written Consent | Proxy Voting Form |
|---|---|---|
| Use Case | unanimous written action | vote at meeting or by proxy |
| Notarization | rarely required | rarely required |
| Signatory | record holders sign directly | shareholder or proxy signs |
| State Filing | occasional (amendments) | not typical |
| 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 card required | Varies by plan | Varies by plan | Varies by plan | Varies by plan |
| Bulk Send | Yes | Yes | Yes | Yes | No |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes | Yes | Yes | No | No |