Minutes of Shareholders' Meetings record the decisions made during a shareholders' meeting. Free annual shareholder meeting minutes template.How to hold an annual shareholder meeting and document your corporate minutes. Section 4.03 Special Meetings. Enjoy our free minutes template for your corporation's special shareholders meetings. Like all our forms, this template is intended for individual use. A special shareholder meeting is called to handle issues that occur in between annual meetings and there are requirements for calling and holding the meeting. Shareholders occasionally hold special meetings outside of normal annual meetings—and these should be recorded with meeting minutes. Fill out the form to access a sample of Practical Guidance. Shareholders: Information on shareholder meetings, voting procedures, and rights.