Instructions for establishing the shareholder register in a joint stock company

The shareholder register is a legal document that records information about shareholders and shares in a joint stock company. This document contains data on capital contributions, share ownership and related changes. The company uses this book to manage shareholders. Establishing and updating the shareholder register in accordance with the form and legal regulations helps protect the rights of shareholders and the company. This article will guide you in detail how to prepare an accurate shareholder registration book.

What is the shareholder register?

Pursuant to Article 122 of the Law on Enterprises 2020, it is stipulated that joint stock companies must establish and maintain a shareholder registration book from the time they are granted a Business Registration Certificate. The shareholder register can be a paper document or an electronic data set that records information about share ownership of company shareholders.

This is an important legal document in a joint stock company. This document records information about shareholders and company shares. The shareholder register is the basis for determining the rights and obligations of shareholders towards the company.

The shareholder register is kept at the company’s headquarters or other organizations with the function of keeping the shareholder register. Shareholders have the right to check, look up, extract and copy the names and contact addresses of company shareholders in the shareholder register.

Contents of the shareholder register in a joint stock company

Pursuant to Clause 2, Article 122 of the Law on Enterprises 2020, the shareholder book must include the following main contents:

• Name and address of the company’s headquarters;
• Total number of shares authorized to be offered for sale, types of shares authorized to be offered, and number of shares authorized to be offered for each type;
• Total number of shares sold of each type and value of contributed capital;
• Full name, contact address, nationality, legal document number of individual for individual shareholders; name, business code or legal document number of the organization, head office address for institutional shareholders;
• Number of shares of each type of each shareholder, date of share registration.

Process of drafting the shareholder register

Prepare necessary information and documents

The process of drafting the shareholder register begins with collecting complete information about shareholders from original documents. The company needs to carefully compare this information with the business registration certificate and company charter to ensure accuracy and validity.

Shareholders’ personal information must be carefully verified. The Company requires shareholders to provide copies of valid identification documents for comparison and to ensure accuracy. The number, type of shares and time of ownership of each shareholder need to be clearly recorded, creating a complete and reliable shareholder profile.

In addition to shareholders’ personal information, fully storing documents related to capital contribution and share transfer activities is extremely important. Minutes of the General Meeting of Shareholders, share issuance resolutions and transfer contracts are authentic evidence, helping the company update the shareholder register accurately and transparently.

Design a suitable shareholder registration form

The company needs to design a shareholder registration form that fully complies with the provisions of the Law on Enterprises. At the same time, the sample design needs to ensure scientificity, ease of tracking and updating. The register should include all required information about shareholders and shares, creating an effective shareholder management system.

To ensure the accuracy and transparency of information, the shareholder register needs a strict version management mechanism. Establishing a clear process for access and correction authority will help track any changes to the register, thereby preventing errors and ensuring transparency in shareholder management.

Enter data and update shareholder information

After completing the registration form, it is extremely important to enter accurate and complete shareholder information. The person in charge needs to carefully compare with the original records to ensure the accuracy of the data. Updating shareholder information must be done regularly, especially when there are changes such as share transfers or changes in contact information.

Pursuant to Article 122 of the Law on Enterprises 2020 on shareholder registration:

• In case shareholders change their contact address, they must promptly notify the company to update the shareholder register. The Company is not responsible for not being able to contact shareholders due to not being notified of changes in shareholders’ contact addresses.
• The company must promptly update changes in shareholders in the shareholder register at the request of relevant shareholders according to the provisions of the company’s charter.

Check and verify information

To ensure the accuracy and update of the shareholder register, the company needs to regularly check and compare information. Inspections will be conducted periodically and may be performed unexpectedly when required. The person in charge will compare the information on the register with the shareholder’s original records to ensure compatibility.

When detecting any errors in the shareholder register, the company needs to verify the information promptly and accurately. If necessary, the company has the right to request shareholders to re-provide relevant documents for comparison. Information adjustments must be made on the basis of clear and fully archived evidence as a basis.

Note when drafting the shareholder register

To ensure that the shareholder registration book is drafted accurately and completely, customers need to note the following points:

• When drafting the shareholder register, the company needs to comply with the law. The book must be made immediately after the company is granted a Business Registration Certificate. Information in the book must be accurate, complete and updated promptly.
• The company must ensure shareholders’ right to access the shareholder register. Shareholders have the right to look up or extract information about themselves in the book. However, the company needs to take measures to protect the personal information of other shareholders.
• The retention of the shareholder register must comply with regulations on document preservation. The company can keep books in the form of paper documents or electronic data files. In all cases, the company must ensure the integrity and traceability of the data.

Consulting services for drafting shareholder register

The shareholder register is one of the important legal documents that helps businesses manage the list of shareholders, their rights and obligations. However, drafting and maintaining a shareholder register requires specialized knowledge and experience to ensure accuracy and compliance with legal regulations. That is why Long Phan’s consulting service for drafting the shareholder register becomes necessary.

Long Phan accompanies businesses throughout the process of building and managing the shareholder register. Starting by collecting detailed information about the business, Long Phan will design a suitable registration form. After that, we will support businesses in updating information, answering questions and advising on legal issues related to the registration book.

Compiling a shareholder register requires accuracy and compliance with legal regulations. You need to master the content, process and notes when preparing books to ensure effective shareholder management. Long Phan Company provides professional consulting services, assisting you in designing book templates, entering data and updating accurate shareholder and stock information. Please contact Hotline 0906735386 immediately for assistance in drafting the shareholder registration book in accordance with regulations.