From the first notice
to the final minute —
we handle it all.
We handle every aspect of your meeting administration — from document preparation to post-meeting records — so you can focus on running your business.
What We Do
Every task, every document, every client — handled with precision.
Provide your clients' details and we securely store them in our protected database. We ensure records stay accurate with regular updates, giving you reliable contact lists whenever you need them.
Full documentation from scheduling through to completion — Notices, Proxy Forms, Vote Cards, Minutes, and all supporting documents prepared professionally and in full compliance.
We manage distribution of all documents directly to clients — with confirmation checks, follow-ups, and monitoring of returned proxies and attendances to ensure every recipient is reached.
A dedicated point of contact for client questions — guiding clients through the meeting process, discussions, and how to participate effectively so your meetings run smoothly.
We handle the entire voting process for AGMs and EGMs — collecting, recording, and maintaining accurate records by share or property allocation up to the deadline.
Receive a detailed pre-meeting report summarising attendance confirmations, proxy statuses, voting positions, and any raised client concerns — so you arrive fully informed and prepared.
More than just minutes — a comprehensive post-meeting report including voting results, questions and responses, and process milestones. Compiled, signed off, and securely distributed.
All documentation, minutes, and reports are securely stored and fully accessible upon request by you or authorised clients at any time — your compliance history always within reach.
Stay compliant with timely reminders for AGMs and general meetings. We set and manage your meeting schedule in advance, ensuring no deadlines are missed.
Quick and efficient management of time-sensitive emergency general meetings. We handle the pressure, coordination, and compliance so you can focus on the decisions that matter.
How It Works
A seamless end-to-end process so your meetings run perfectly.
Provide your clients' contact information and meeting requirements. We securely store everything and begin immediately.
All notices, proxy forms, vote cards, agendas, and supporting documents prepared and distributed to every client.
Arrive fully informed with a complete pre-meeting report covering attendance, voting status, and client queries.
Post-meeting minutes compiled, securely stored, and shared. All client follow-ups handled by our team.
Why MinuteBook
Trusted by businesses to deliver compliance, clarity, and complete peace of mind.
Eliminate hours of administrative work. From document preparation to client follow-ups, every task is handled — freeing you to focus on what you do best.
All documents are prepared to meet relevant legal and procedural requirements. AGMs, EGMs, or other resolutions — compliance is built into every step.
One point of contact. Complete oversight. From the first notice to the final minute, we manage everything end-to-end — nothing falls through the cracks.