An extract from the protocol is an indispensable attribute of the workflow of any organization. Having a legal force similar to the original document, the extract must contain all the necessary details. In preparing the relevant documents, attention should be paid to detail.
As a rule, the requirements for the execution of extracts from the minutes are established at each enterprise in accordance with the internal rules of business turnover. However, there are generally accepted norms for how this document should be drawn up.
An extract from the minutes is an exact copy of the text of the original document on a specific issue. Thus, an extract from the minutes of the meeting must include the name of the governing body, the meeting of which was recorded. As a rule, this information is indicated in the title of the document. Here the document type "Protocol" is changed to "Extract from the Protocol". In some cases, the inscription "Statement" is given in the upper right corner of the document.
In addition, in order to preserve the legal force of the original, the extract from the protocol must contain information:
- date, place and time of the meeting;
- information on the presence of a quorum for making decisions;
- information about the person performing the functions of the presiding officer;
- information about the person performing the functions of the secretary.
The agenda of the meeting is reduced to a specific issue for which an extract is being prepared. Similarly, all fragments related to the discussion of third-party issues are excluded from the document.
Consideration of the issue on the agenda, on which the extract is being prepared, is given exactly with the serial number, wording, the course of the discussion and the decisions taken.
At the end, the extract is signed by the presiding officer and certified by the seal. This is followed by the requisite confirming its authenticity "The statement is correct" ("Correct") and the secretary's signature with a decryption is put.
The original extract from the minutes is numbered, stitched and certified by the seal and signature of an authorized person.
