Proxy Voting Form Template
Proxy Voting Form
10 sections · 35 fields to fill · free, nothing uploaded
PROXY FORM
Company Name:
Meeting Type: Annual Meeting Special Meeting
Meeting Date:
Meeting Time:
Meeting Location:
APPOINTMENT OF PROXY
The undersigned shareholder of hereby appoints:
PRIMARY PROXY:
Name:
Address:
OR, if unavailable, ALTERNATE PROXY:
Name:
Address:
as the lawful attorney and proxy of the undersigned, with full power of substitution, to represent and vote all shares of Stock that the undersigned is entitled to vote at the Meeting of Shareholders to be held on at at , and at any adjournment or postponement thereof.
SHAREHOLDER INFORMATION
Shareholder Name: _______________________
Number of Shares Held: _________ shares of Stock
Account/Certificate Number: _______________________
VOTING INSTRUCTIONS
THIS PROXY WILL BE VOTED AS DIRECTED. IF NO DIRECTION IS GIVEN, THIS PROXY WILL BE VOTED ALL PROPOSALS.
### PROPOSAL 1: ELECTION OF DIRECTORS
To elect directors to serve until the next annual meeting and until their successors are elected.
Nominees:
INSTRUCTION:
FOR all nominees listed WITHHOLD AUTHORITY to vote for all nominees
FOR all nominees EXCEPT the following: ___________________
### PROPOSAL 2:
To ratify the appointment of as the independent registered public accounting firm for the fiscal year ending .
FOR AGAINST ABSTAIN
### PROPOSAL 3:
To approve the Stock Option Plan authorizing issuance of up to shares.
FOR AGAINST ABSTAIN
### PROPOSAL 4:
To approve amendment to Articles of Incorporation to .
FOR AGAINST ABSTAIN
### PROPOSAL 5:
FOR AGAINST ABSTAIN
### OTHER BUSINESS
In their discretion, the proxies are authorized to vote upon such other business as may properly come before the meeting or any adjournment thereof.
Grant discretionary authority to proxies AGAINST any other business ABSTAIN on other business
SPECIAL INSTRUCTIONS
Additional Instructions or Comments:
_____________________________________________
_____________________________________________
_____________________________________________
REVOCATION AND REPLACEMENT
This proxy is revocable and may be revoked at any time before it is exercised by:
1. Delivering written notice of revocation to the Company Secretary 2. Submitting a later-dated proxy 3. Attending the meeting and voting in person
This proxy revokes all prior proxies given by the undersigned.
AUTHORITY
The proxy holders named above, or their substitutes, are hereby authorized and directed to vote or act with respect to all shares of stock which the undersigned would be entitled to vote or act upon, with all powers the undersigned would possess if personally present.
ACKNOWLEDGMENT
The undersigned acknowledges receipt of: Notice of Meeting Proxy Statement dated Annual Report
Other materials: ___________________
SIGNATURE
PLEASE SIGN EXACTLY AS NAME APPEARS ABOVE
If shares are held jointly, each holder should sign. When signing as attorney, executor, administrator, trustee, guardian, or corporate officer, please give full title.
Signature: _______________________
Print Name: _______________________
Date: _______________________
Second Shareholder (if joint ownership):
Signature: _______________________
Print Name: _______________________
Date: _______________________
IF SIGNING ON BEHALF OF A CORPORATION OR OTHER ENTITY:
Entity Name: _______________________
State of Organization: _______________________
Authorized Signature: _______________________
Print Name: _______________________
Title: _______________________
Date: _______________________
INSTRUCTIONS FOR RETURNING PROXY
DEADLINE: This proxy must be received by on
Return Methods:
Mail:
Attention: Corporate Secretary
Email:
Fax:
In Person: Deliver to Company's principal office at
Online:
IMPORTANT NOTICE
- If you plan to attend the meeting and vote in person, you do not need to return this proxy
- Returning this proxy does not prevent you from attending the meeting and voting in person
- Your vote is important - please complete and return promptly
- If you have questions, contact: at or
FOR COMPANY USE ONLY:
Received Date: ___________
Received By: ___________
Recorded: Yes
System Entry Date: ___________
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What is a Proxy Voting Form?
A Proxy Voting Form is a corporate governance document used when a company needs to record a decision, define how it is governed, or set out shareholder rights. In short: voting authorization.
It is typically signed by directors, company secretaries, founders, shareholders and startup operators. Governance documents work by evidencing that the right people decided the right thing in the right way. Quorum, notice and voting thresholds come from the company's constitution and local companies legislation — a resolution passed without them is voidable no matter how it is worded.
When you need one
- You are about to voting authorization and want the terms recorded before anyone relies on them.
- The other side has proposed a proxy voting form and you want to see what a balanced version looks like first.
- A previous arrangement was verbal, and something has now happened that makes writing it down urgent.
- You need a starting point you can adapt rather than a blank page — the structure matters more than the prose.
What this Proxy Voting Form template includes
The template is structured around 10 sections. Each one exists for a reason — if you delete one, delete it deliberately.
- 01Appointment Of Proxy
- 02Shareholder Information
- 03Voting Instructions
- 04Special Instructions
- 05Revocation And Replacement
- 06Authority
- 07Acknowledgment
- 08Signature
- 09Instructions For Returning Proxy
- 10Important Notice
Information you will need
Gather these before you start. Every one of them appears in the finished document, and a missing value is the most common reason a self-drafted proxy voting form fails to do its job.
- Shareholder Name
- Shareholder name
- Proxy Holder
- Person voting on behalf
- Meeting Date
- Shareholder meeting date
- Voting Instructions
- How to vote
How to write a Proxy Voting Form
- 1
Read the full template
Read the complete Proxy Voting Form on this page before you use it, so you know what every clause commits you to.
- 2
Gather your details
Collect the names, addresses, dates and amounts listed in the "What you will need" section — every square-bracketed placeholder needs a real value.
- 3
Fill in the blanks on this page
Type your answers into the form beside the template and they are written into every clause that uses them as you go. Nothing is uploaded — the document is assembled inside your own browser.
- 4
Download the finished document
Download your completed Proxy Voting Form as a PDF or an editable Word file, or copy the text. There is no signup and no watermark.
- 5
Sign and store it
Sign it — electronically with the free Sign PDF tool, or in ink where the document type requires it — and give every party a copy.
Mistakes to avoid
Ignoring quorum and notice
A meeting held without proper notice or quorum produces decisions that can be unwound later.
Undeclared conflicts of interest
Directors with a personal interest usually must declare it and abstain. Failing to record this is a common audit finding.
Minutes written months later
Contemporaneous minutes carry evidential weight. Reconstructed ones invite challenge.
No deadlock mechanism
Two equal shareholders with no tie-break clause is a company that stops functioning the day they disagree.
Jurisdiction note. Company law, filing obligations and shareholder protections vary by jurisdiction and entity type. Anything affecting share capital or constitutional documents should be reviewed by a corporate lawyer. This template is general-purpose information, not legal advice.
Proxy Voting Form FAQs
Is this Proxy Voting Form template free to download?
Yes. The complete text is published on this page — no email required. Fill in the blanks on the page, then copy it or download it as a PDF, Word (.docx) or plain-text file. There is no watermark and no usage limit.
Can I fill in this Proxy Voting Form template online?
Yes. Every square-bracketed blank in the template above is an editable field. Type your answer once and it is written into every clause that uses it, and the document beside the form updates as you type. When you are done, download the completed PDF or Word file. It all runs inside your browser — the document is never uploaded, and your answers are saved only in this browser so you can come back and finish later.
What information do I need to complete a Proxy Voting Form?
At minimum: shareholder name, proxy holder, meeting date, voting instructions. The form on this page lists every blank the document contains and counts how many are still empty. Every placeholder in [square brackets] needs replacing before the document is signed — an unfilled bracket is the most common defect in a self-drafted document.
What should a Proxy Voting Form include?
This template is structured around 10 sections: appointment of proxy, shareholder information, voting instructions, special instructions, revocation and replacement and others. Those are the provisions that make the document do its job; anything you delete, delete deliberately.
Is a Proxy Voting Form legally binding?
Governance documents work by evidencing that the right people decided the right thing in the right way. Quorum, notice and voting thresholds come from the company's constitution and local companies legislation — a resolution passed without them is voidable no matter how it is worded. Company law, filing obligations and shareholder protections vary by jurisdiction and entity type. Anything affecting share capital or constitutional documents should be reviewed by a corporate lawyer.
Can I edit this Proxy Voting Form template?
Yes, in three ways. Fill in the blanks on this page and download the result; or download the Word version and rewrite it in Word, Pages or Google Docs; or open it in the LegalDraft AI app, where the AI can rewrite any individual clause to be stricter, simpler or more balanced and review the finished document for risk before you sign.
Do I need a lawyer for a Proxy Voting Form?
Company law, filing obligations and shareholder protections vary by jurisdiction and entity type. Anything affecting share capital or constitutional documents should be reviewed by a corporate lawyer. For routine, low-value arrangements a carefully completed template is usually proportionate. The larger the sum, the more one-sided the terms, or the more the document depends on local statute, the stronger the case for professional review.
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