Proxy template
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Writing a proxy involves creating a legal document that authorizes one person or entity to represent and vote on behalf of another person or entity during a specific meeting or event. In corporate governance, proxies are often used to allow shareholders to designate someone to vote their shares at a shareholder meeting when they cannot attend in person.
Here's how to write a proxy:
- Identify the Parties Involved:
- Begin by identifying the principal (the person granting the proxy) and the proxy holder (the person or entity authorized to vote on behalf of the principal). Include their full legal names and contact information.
- Specify the Meeting or Event:
- Clearly state the name, date, time, and location of the meeting or event for which the proxy is being granted. This could be a shareholder meeting, a board of directors meeting, or another type of event.
- Declaration of Authorization:
- Use clear and unequivocal language to declare that the principal is granting the proxy to the proxy holder for the specified meeting. For example: "I, [Principal's Name], hereby appoint [Proxy Holder's Name] as my proxy and attorney-in-fact to vote on my behalf at the [Name of Meeting] scheduled to be held on [Date]."
- Voting Instructions:
- Specify how the proxy holder should vote on behalf of the principal. Include instructions on voting for or against specific agenda items, candidates, resolutions, or other matters to be decided at the meeting.
- If the principal wants to grant the proxy holder discretionary authority to make voting decisions, they should explicitly state this. Alternatively, they can provide specific instructions for each agenda item.
- Signature of Principal:
- The principal must sign and date the proxy. Their signature should match the name provided at the beginning of the document.
- Some jurisdictions may require notarization of the principal's signature, so check local laws and regulations to determine whether notarization is necessary.
- Delivery:
- Determine how the proxy will be delivered to the proxy holder or the organization hosting the meeting. This can vary depending on the organization's rules and regulations.
- Ensure that the proxy is delivered to the appropriate recipient in a timely manner, well before the meeting date.
It's important to be aware of any specific requirements or forms provided by the organization hosting the meeting, as they may have their own prescribed format for proxies. Ensure that the proxy is completed accurately and in compliance with local laws and the organization's rules. If in doubt, seek legal or professional advice to draft a proxy that meets all necessary legal and procedural requirements.
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