Meeting Minutes Template for Malaysia

Meeting Minutes are the official written record of what happens during a business meeting or board discussion. They capture key decisions, discussions, and action items, serving as the legal memory of an organization's formal gatherings under Malaysian company law.

For Malaysian companies, maintaining proper minutes is a legal requirement under Section 266 of the Companies Act 2016. These records protect organizations by documenting important votes, tracking progress on business matters, and providing clear evidence of corporate governance. Good minutes help prevent disputes, guide future actions, and keep absent members informed.

Meeting Minutes become essential during any formal business gathering where decisions affect your organization's future. Use them to record board meetings, annual general meetings (AGMs), and significant management discussions - especially when dealing with financial decisions, leadership changes, or strategic planning.

Malaysian companies must keep Meeting Minutes for all board meetings and shareholder gatherings under the Companies Act 2016. They're particularly important when approving annual reports, changing company directors, or making major business decisions. Having clear minutes helps protect your organization during audits, legal disputes, or regulatory investigations by providing an official record of what was decided and why.

• Company Meeting Minutes: Standard format for board and shareholder meetings, focusing on corporate governance and major business decisions
• General Meeting Minutes: Used for AGMs and EGMs, capturing shareholder discussions and voting outcomes
• Meeting Minutes With Action Items: Detailed format highlighting specific tasks, responsibilities, and deadlines
• Project Meeting Minutes: Specialized format for tracking project progress, milestones, and team decisions
• Meeting Minutes Form: Simplified template for routine operational meetings and quick documentation

• Company Secretaries: Legally responsible for preparing and maintaining Meeting Minutes under Malaysian law, ensuring accuracy and compliance
• Board Directors: Review, approve, and sign minutes of board meetings, taking ultimate responsibility for their accuracy
• Shareholders: Participate in and receive minutes from AGMs and EGMs, using them to track company decisions and performance
• Management Teams: Use minutes to implement decisions, track action items, and maintain operational continuity
• Regulatory Bodies: May request Meeting Minutes during audits or investigations to verify corporate governance compliance
• Legal Advisors: Reference minutes when providing guidance on corporate matters or during dispute resolution

• Meeting Details: Record date, time, venue, and type of meeting (board, AGM, etc.)
• Attendance List: Document all present members, apologies, and guests with their full names and roles
• Agenda Items: Prepare a clear outline of topics to be discussed in chronological order
• Key Discussions: Take detailed notes of important points, decisions, and voting outcomes
• Action Items: Note specific tasks assigned, responsible parties, and deadlines
• Supporting Documents: Gather and attach relevant reports, presentations, or financial statements
• Signatures: Ensure chairman and company secretary sign the final version as required by Malaysian law

• Meeting Identification: Company name, registration number, meeting type, date, time, and venue
• Quorum Statement: Confirmation that required attendance numbers were met per company constitution
• Attendance Record: Full names and designations of all present, absent with apologies, and invited guests
• Previous Minutes: Confirmation of previous meeting's minutes approval and matters arising
• Resolution Details: Exact wording of resolutions, voting results, and dissenting views
• Discussion Summary: Key points discussed, decisions made, and rationale for important choices
• Signature Block: Chairman's signature, date of signing, and company secretary's countersignature

Meeting Minutes are often confused with Board Minutes, but they serve distinct purposes in Malaysian corporate governance. While both document formal meetings, their scope and legal requirements differ significantly.

• Legal Authority: Meeting Minutes cover any formal business gathering, from team meetings to AGMs, while Board Minutes specifically document board of directors' decisions and are strictly regulated under Section 266 of the Companies Act
• Content Detail: Meeting Minutes typically focus on discussion points and action items, while Board Minutes must capture detailed strategic decisions, director attendance, and voting records
• Storage Requirements: Board Minutes must be kept for 7 years at the registered office, while general Meeting Minutes have more flexible retention periods
• Access Rights: Board Minutes are confidential and accessible only to directors and auditors, while general Meeting Minutes can be shared with relevant stakeholders