Notarial minutes of the general meeting of shareholders

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It is the official notarial document that records all decisions and resolutions adopted by partners or shareholders during a General Meeting. This document includes:

• Date, time, and place of the meeting
• List of attendees present and represented
• Agenda items discussed and developed
• Resolutions adopted with voting results
• Relevant interventions by partners

Minutes formalized in a public deed before a notary is the only means to provide full legal validity to corporate decisions and register them with the Commercial Registry.

Absolutely yes. General Meeting Minutes formalized online via videoconference with a notary has exactly the same legal validity as one done in person at the notary office. Both comply with all requirements established in the Notarial Law and the Capital Companies Law.

Online minutes are certified with the notary's qualified electronic signature, which has full legal validity under the European Union's eIDAS Regulation. It is valid for registration with the Commercial Registry, submission to the Tax Agency, and any other administrative or judicial procedure.

It is mandatory to elevate General Meeting resolutions to notarial public deed in the following cases:

• Modification of corporate bylaws (name, purpose, registered office, etc.)
• Increase or reduction of share capital
• Transformation, merger, or spin-off of the company
• Issuance of bonds or debentures
• Dissolution of the company
• Appointment or removal of directors when registration is required
• Approval of annual accounts if required by bylaws
• Any resolution that must be registered with the Commercial Registry

Although other resolutions do not require a public deed, formalizing them before a notary provides legal certainty and enhanced evidentiary value.

The complete process of formalizing online General Meeting Minutes has the following approximate timeframes:

• Documentation submission: 10-15 minutes to complete the form
• Review and drafting: 4-6 hours (same day if submitted in the morning)
• Videoconference and signing: 15-20 minutes duration
• Final certification: 2-4 hours after signing

In total, from when you submit the documentation until you receive the certified minutes, it normally takes between 24 and 48 hours. For urgent cases, we can expedite the process and have the minutes ready the same day.

To formalize your online General Meeting Minutes, you need to gather the following documentation:

• Notice: Copy of the notice document sent to partners
• Attendee list: List of present, represented, and absent partners with their ownership stakes
• Resolutions adopted: Detailed summary of all decisions made
• Updated bylaws: Latest current version of corporate bylaws
• Deed of incorporation: Founding document of the company
• Digital certificate or electronic ID: For electronic identification and signing
• Additional documents: According to resolutions (reports, valuations, projects, etc.)

Our team will help you verify that all documentation is complete before proceeding.

Yes, perfectly. One of the great advantages of online General Meeting Minutes is that it allows participation of partners who are in different cities or even countries, without the need for travel.

Each partner can connect from their location to the videoconference with the notary, who will verify the identity of all participants using a digital certificate or electronic ID. This is especially useful for companies with international or geographically distributed partners, reducing coordination costs and time.

The cost of formalizing online General Meeting Minutes depends on several factors:

• Type of meeting (ordinary or extraordinary)
• Complexity of the resolutions to formalize
• Share capital of the company
• Need for additional services (registry processing, copies, etc.)

Notarial fees are regulated by official schedule and are similar both online and in person. The online advantage is the savings on travel and time.

Request a no-obligation quote by completing the form. We will send you a detailed quote tailored to your specific case in less than 2 hours.

Completely safe. The notarial videoconference process complies with all security and confidentiality standards:

• Verified identification: Through qualified digital certificate or electronic ID
• Encrypted connection: Communication protected with bank-level encryption
• Audiovisual recording: Session recording as legal guarantee
• Qualified electronic signature: With the same value as handwritten signature
• Data protection: Strict GDPR compliance
• Professional secrecy: Legal obligation of the notary

The notary personally verifies the identity, capacity, and will of all signers, guaranteeing the same security as an in-person signature.

Yes, of course. Online formalized General Meeting Minutes are ready for immediate registration with the Commercial Registry. The document is issued with the notary's recognized electronic signature, which is fully valid for electronic submission to the registry.

If you wish, we can also handle the registry registration as an additional service, taking care of all processing with the corresponding Commercial Registry. This includes electronic submission, procedure follow-up, and obtaining the registry certification once the minutes are registered.

If a material or conceptual error is detected in the minutes after its formalization, there are legal mechanisms to correct it:

• Material or arithmetic errors: The notary can rectify them through a correction note without the need for a new meeting
• Errors in resolutions: A new meeting may be necessary to ratify, modify, or revoke incorrect resolutions
• Omissions: Can be completed through supplementary minutes or notarial rectification depending on the nature of what was omitted

That is why it is essential to carefully review the draft minutes we send you before final signing. Our team helps you verify that everything is correct before proceeding with final certification.