{"id":6282,"date":"2026-04-27T13:04:22","date_gmt":"2026-04-27T11:04:22","guid":{"rendered":"https:\/\/progressholding.pl\/pl\/?p=6282"},"modified":"2026-04-29T13:09:19","modified_gmt":"2026-04-29T11:09:19","slug":"zgromadzenie-wspolnikow-spolki-z-o-o-obowiazki-terminy-i-jak-przeprowadzic-je-online","status":"publish","type":"post","link":"https:\/\/progressholding.pl\/en\/shareholders-meeting-in-a-polish-llc-obligations-deadlines-and-how-to-hold-it-online\/","title":{"rendered":"Shareholders&#8217; meeting in a&nbsp;Polish LLC \u2014 obligations, deadlines, and how to hold it online"},"content":{"rendered":"<p><\/p>\n<article>\n<p>The shareholders&#8217; meeting in a&nbsp;Polish LLC is the highest decision-making body in every Polish capital company. It serves to pass strategic resolutions, approve financial statements, and distribute generated profits. Every company has an absolute obligation to hold such a&nbsp;meeting at least once a&nbsp;year.<\/p>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_85 counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/progressholding.pl\/en\/shareholders-meeting-in-a-polish-llc-obligations-deadlines-and-how-to-hold-it-online\/#what-is-a-shareholders-meeting-in-a-polish-llc-and-what-are-its-types\" >What is a&nbsp;shareholders&#8217; meeting in a&nbsp;Polish LLC and what are its types?<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/progressholding.pl\/en\/shareholders-meeting-in-a-polish-llc-obligations-deadlines-and-how-to-hold-it-online\/#ordinary-shareholders-meeting\" >Ordinary shareholders&#8217; meeting<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/progressholding.pl\/en\/shareholders-meeting-in-a-polish-llc-obligations-deadlines-and-how-to-hold-it-online\/#extraordinary-shareholders-meeting\" >Extraordinary shareholders&#8217; meeting<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/progressholding.pl\/en\/shareholders-meeting-in-a-polish-llc-obligations-deadlines-and-how-to-hold-it-online\/#when-is-the-deadline-for-the-ordinary-shareholders-meeting-in-2026\" >When is the deadline for the ordinary shareholders&#8217; meeting in 2026?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/progressholding.pl\/en\/shareholders-meeting-in-a-polish-llc-obligations-deadlines-and-how-to-hold-it-online\/#who-convenes-the-shareholders-meeting-and-how\" >Who convenes the shareholders&#8217; meeting and how?<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/progressholding.pl\/en\/shareholders-meeting-in-a-polish-llc-obligations-deadlines-and-how-to-hold-it-online\/#sending-invitations-to-shareholders\" >Sending invitations to shareholders<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/progressholding.pl\/en\/shareholders-meeting-in-a-polish-llc-obligations-deadlines-and-how-to-hold-it-online\/#meeting-without-formal-convening\" >Meeting without formal convening<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-8\" href=\"https:\/\/progressholding.pl\/en\/shareholders-meeting-in-a-polish-llc-obligations-deadlines-and-how-to-hold-it-online\/#what-obligations-rest-on-the-meeting-after-the-year-ends\" >What obligations rest on the meeting after the year ends?<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-9\" href=\"https:\/\/progressholding.pl\/en\/shareholders-meeting-in-a-polish-llc-obligations-deadlines-and-how-to-hold-it-online\/#approval-of-the-financial-statements\" >Approval of the financial statements<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-10\" href=\"https:\/\/progressholding.pl\/en\/shareholders-meeting-in-a-polish-llc-obligations-deadlines-and-how-to-hold-it-online\/#profit-distribution-or-loss-coverage\" >Profit distribution or loss coverage<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-11\" href=\"https:\/\/progressholding.pl\/en\/shareholders-meeting-in-a-polish-llc-obligations-deadlines-and-how-to-hold-it-online\/#granting-discharge-to-board-members\" >Granting discharge to board members<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-12\" href=\"https:\/\/progressholding.pl\/en\/shareholders-meeting-in-a-polish-llc-obligations-deadlines-and-how-to-hold-it-online\/#how-to-hold-an-online-shareholders-meeting-in-poland\" >How to hold an online shareholders&#8217; meeting in Poland?<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-13\" href=\"https:\/\/progressholding.pl\/en\/shareholders-meeting-in-a-polish-llc-obligations-deadlines-and-how-to-hold-it-online\/#verification-of-shareholders-identity\" >Verification of shareholders&#8217; identity<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-14\" href=\"https:\/\/progressholding.pl\/en\/shareholders-meeting-in-a-polish-llc-obligations-deadlines-and-how-to-hold-it-online\/#remote-proceedings-regulations\" >Remote proceedings regulations<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-15\" href=\"https:\/\/progressholding.pl\/en\/shareholders-meeting-in-a-polish-llc-obligations-deadlines-and-how-to-hold-it-online\/#what-are-the-penalties-for-missing-the-shareholders-meeting-and-report\" >What are the penalties for missing the shareholders&#8217; meeting and report?<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-16\" href=\"https:\/\/progressholding.pl\/en\/shareholders-meeting-in-a-polish-llc-obligations-deadlines-and-how-to-hold-it-online\/#summary-of-deadlines-and-sanctions-for-2026\" >Summary of deadlines and sanctions for 2026<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-17\" href=\"https:\/\/progressholding.pl\/en\/shareholders-meeting-in-a-polish-llc-obligations-deadlines-and-how-to-hold-it-online\/#who-signs-the-minutes-of-the-shareholders-meeting\" >Who signs the minutes of the shareholders&#8217; meeting?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-18\" href=\"https:\/\/progressholding.pl\/en\/shareholders-meeting-in-a-polish-llc-obligations-deadlines-and-how-to-hold-it-online\/#how-does-it-look-in-practice-progress-holdings-experience\" >How does it look in practice? Progress Holding&#8217;s experience<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-19\" href=\"https:\/\/progressholding.pl\/en\/shareholders-meeting-in-a-polish-llc-obligations-deadlines-and-how-to-hold-it-online\/#when-is-a-notarys-presence-required-at-the-meeting\" >When is a&nbsp;notary&#8217;s presence required at the meeting?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-20\" href=\"https:\/\/progressholding.pl\/en\/shareholders-meeting-in-a-polish-llc-obligations-deadlines-and-how-to-hold-it-online\/#shareholders-meeting-in-a-single-member-llc\" >Shareholders&#8217; meeting in a&nbsp;single-member LLC<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-21\" href=\"https:\/\/progressholding.pl\/en\/shareholders-meeting-in-a-polish-llc-obligations-deadlines-and-how-to-hold-it-online\/#voting-secrecy-during-the-meeting\" >Voting secrecy during the meeting<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-22\" href=\"https:\/\/progressholding.pl\/en\/shareholders-meeting-in-a-polish-llc-obligations-deadlines-and-how-to-hold-it-online\/#frequently-asked-questions\" >Frequently asked questions<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-23\" href=\"https:\/\/progressholding.pl\/en\/shareholders-meeting-in-a-polish-llc-obligations-deadlines-and-how-to-hold-it-online\/#can-a-shareholder-vote-through-a-proxy\" >Can a&nbsp;shareholder vote through a&nbsp;proxy?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-24\" href=\"https:\/\/progressholding.pl\/en\/shareholders-meeting-in-a-polish-llc-obligations-deadlines-and-how-to-hold-it-online\/#how-to-calculate-the-majority-of-votes-for-resolutions\" >How to calculate the majority of votes for resolutions?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-25\" href=\"https:\/\/progressholding.pl\/en\/shareholders-meeting-in-a-polish-llc-obligations-deadlines-and-how-to-hold-it-online\/#can-a-meeting-be-held-without-the-management-boards-participation\" >Can a&nbsp;meeting be held without the management board&#8217;s participation?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-26\" href=\"https:\/\/progressholding.pl\/en\/shareholders-meeting-in-a-polish-llc-obligations-deadlines-and-how-to-hold-it-online\/#can-a-pledgee-of-shares-vote-at-the-meeting\" >Can a&nbsp;pledgee of shares vote at the meeting?<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-27\" href=\"https:\/\/progressholding.pl\/en\/shareholders-meeting-in-a-polish-llc-obligations-deadlines-and-how-to-hold-it-online\/#summary\" >Summary<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"what-is-a-shareholders-meeting-in-a-polish-llc-and-what-are-its-types\"><\/span>What is a&nbsp;shareholders&#8217; meeting in a&nbsp;Polish LLC and what are its types?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>A shareholders&#8217; meeting is a&nbsp;formal gathering of stakeholders, which Polish law divides into an ordinary shareholders&#8217; meeting and an extraordinary shareholders&#8217; meeting.<\/p>\n<p>The Commercial Companies Code precisely regulates the working mode of this body. Shareholders do not manage the company&#8217;s daily affairs. The management board performs this function. However, stakeholders decide on fundamental matters for the entity&#8217;s existence. They vote on business development directions. They evaluate the management board&#8217;s work for the past year. They grant formal discharge for this work. They also make amendments to the articles of association.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"ordinary-shareholders-meeting\"><\/span>Ordinary shareholders&#8217; meeting<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>This type of meeting is mandatory once a&nbsp;year. Its main goal is to summarize the past financial year. Shareholders analyze the company&#8217;s financial condition. They must review the management board&#8217;s report on the entity&#8217;s activities. The ordinary meeting closes the annual <a href=\"https:\/\/progressholding.pl\/en\/\" data-internallinksmanager029f6b8e52c=\"2\" title=\"Professional accountant in Poland - Expert accounting &amp; bookkeeping services\">accounting<\/a> cycle. This is a&nbsp;crucial moment for the legal security of every enterprise.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"extraordinary-shareholders-meeting\"><\/span>Extraordinary shareholders&#8217; meeting<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>It is convened at any time of the year. This results from the company&#8217;s sudden business needs. Extraordinary proceedings are necessary when selling an organized part of the enterprise. They are also organized to appoint a&nbsp;new board member. This mode is also used when making decisions about capital surcharges.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"when-is-the-deadline-for-the-ordinary-shareholders-meeting-in-2026\"><\/span>When is the deadline for the ordinary shareholders&#8217; meeting in 2026?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>The ordinary shareholders&#8217; meeting must be strictly held within 6 months after the end of each financial year.<\/p>\n<p>Most Polish companies have a&nbsp;financial year that coincides with the calendar year. It ends on December 31. In such a&nbsp;situation, the absolute deadline to hold the meeting expires exactly on June 30 of the following year. The management board must prepare all documentation well in advance. Time must be allowed for the accounting office to prepare the balance sheet.<\/p>\n<p>There are companies with a&nbsp;shifted financial year. Then the 6-month period is counted from the last day of that modified year. For example, if the year ends on March 31, the deadline for the meeting expires on September 30. From our experience at Progress Holding, foreigners often confuse these dates. We maintain a&nbsp;strict corporate calendar for our clients to avoid sanctions.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"who-convenes-the-shareholders-meeting-and-how\"><\/span>Who convenes the shareholders&#8217; meeting and how?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>The right and obligation to convene a&nbsp;meeting belongs to the company&#8217;s management board, which sends formal invitations by registered mail two weeks before the session.<\/p>\n<p>Management board members organize the meeting. They must specify the date, time, and exact location of the gathering. Meetings are usually held at the company&#8217;s registered office. The law allows other locations within Polish territory. However, this requires the written consent of all shareholders. The invitation must contain a&nbsp;precise and complete agenda.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"sending-invitations-to-shareholders\"><\/span>Sending invitations to shareholders<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>The board sends notifications by mail. It uses only registered letters or courier shipments. The posting date must precede the meeting date by a&nbsp;minimum of 14 days. The paper form can be abandoned. This requires the shareholder&#8217;s prior consent to email communication. This consent must be in written form and kept in the company&#8217;s files.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"meeting-without-formal-convening\"><\/span>Meeting without formal convening<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>The code provides an important exception to this rule. The meeting can be held immediately, without following the invitation procedure. This requires the presence of the entire share capital. All shareholders must appear in person or through proxies. None of the attendees can object to holding the meeting. The agenda cannot be questioned either.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"what-obligations-rest-on-the-meeting-after-the-year-ends\"><\/span>What obligations rest on the meeting after the year ends?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>The ordinary shareholders&#8217; meeting must pass resolutions approving the financial statements, dividing the profit or covering the loss, and granting discharge to the company&#8217;s governing bodies.<\/p>\n<p>These three obligations are absolutely essential. The law allows no exceptions in this regard. Failure to pass any of these resolutions results in the entire process being defective. The registry court will certainly summon the company to supplement the missing items. This generates costs and unnecessary stress for the board.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"approval-of-the-financial-statements\"><\/span>Approval of the financial statements<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Shareholders review the balance sheet and the profit and loss account. They evaluate the supplementary information prepared by the accountants. They accept these documents in the form of a&nbsp;resolution. We provide professional accounting for companies with foreign capital. Our company accounting services start from 799 PLN net. We prepare flawless reporting packages ready for immediate approval by the owners.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"profit-distribution-or-loss-coverage\"><\/span>Profit distribution or loss coverage<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Stakeholders decide about the money. The generated profit can be paid out as a&nbsp;dividend. It can also be allocated to the company&#8217;s reserve capital. Leaving the profit in the company facilitates future investments. In case of a&nbsp;loss, shareholders determine how to cover it. They often use profits from previous years for this purpose.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"granting-discharge-to-board-members\"><\/span>Granting discharge to board members<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Discharge (absolutorium) is an acknowledgment of work. Shareholders evaluate each board member individually. This applies to people holding office in the past financial year. Granting discharge releases the board from liability for damages towards the company itself. Lack of discharge opens the way to property claims. This is the most important protective document for the CEO.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"how-to-hold-an-online-shareholders-meeting-in-poland\"><\/span>How to hold an online shareholders&#8217; meeting in Poland?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>An online shareholders&#8217; meeting can be legally conducted using secure video communicators, provided the articles of association do not expressly prohibit such a&nbsp;form.<\/p>\n<p>The Commercial Companies Code has greatly simplified life for entrepreneurs. Participation in a&nbsp;meeting using electronic communication means is common. This requires ensuring real-time, two-way communication. Shareholders must see and hear each other. They must also be able to speak and cast valid votes.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"verification-of-shareholders-identity\"><\/span>Verification of shareholders&#8217; identity<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>The chairman of the meeting is responsible for the security of the proceedings. They must flawlessly identify every person logging in. In the practice of our clients, we most often see the use of webcams and showing ID cards in front of the screen. A detailed attendance list must be drawn up with an annotation about the remote mode. This protects the resolutions from being challenged later.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"remote-proceedings-regulations\"><\/span>Remote proceedings regulations<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>The company should have internal regulations. This document is adopted by the supervisory board or the shareholders themselves. The regulations specify the technical conditions of the connection. They indicate the rules for reporting internet faults. They also precisely define the method of casting secret votes over the network. The lack of such regulations can undermine the validity of the entire virtual meeting.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"what-are-the-penalties-for-missing-the-shareholders-meeting-and-report\"><\/span>What are the penalties for missing the shareholders&#8217; meeting and report?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Failing to hold the meeting and not submitting the financial report to the KRS results in severe fines, coercive proceedings, and even deleting the entity from the register.<\/p>\n<p>The management board bears full criminal and financial responsibility for these omissions. Registry courts have an automated control system. Algorithms immediately catch companies that have not submitted documents by mid-July. The court&#8217;s first step is to send a&nbsp;summons under pain of a&nbsp;fine. Ignoring the letters leads to an escalation of the problem.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"summary-of-deadlines-and-sanctions-for-2026\"><\/span>Summary of deadlines and sanctions for 2026<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>The table below presents the key calendar obligations for companies. It shows the direct consequences of breaking the Accounting Act regulations.<\/p>\n<table>\n<thead>\n<tr>\n<th>Type of legal obligation<\/th>\n<th>Strict deadline (calendar year)<\/th>\n<th>Possible sanctions for delay<\/th>\n<\/tr>\n<\/thead>\n<tbody>\n<tr>\n<td>Preparation of financial statements<\/td>\n<td>By March 31, 2026<\/td>\n<td>Fine imposed directly on the board.<\/td>\n<\/tr>\n<tr>\n<td>Ordinary shareholders&#8217; meeting<\/td>\n<td>By June 30, 2026<\/td>\n<td>Board&#8217;s liability for damages under the CCC.<\/td>\n<\/tr>\n<tr>\n<td>Submitting documents to the KRS repository<\/td>\n<td>By July 15, 2026 (15 days from approval)<\/td>\n<td>KRS fines (up to 15,000 PLN), company dissolution.<\/td>\n<\/tr>\n<tr>\n<td>Submitting the CIT-8 declaration to the Tax Office<\/td>\n<td>By March 31, 2026<\/td>\n<td>Fiscal penalties, statutory interest for delay.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p>Registry court penalties can be imposed multiple times. The ultimate sanction is dissolution proceedings without liquidation. The court appoints a&nbsp;curator who takes control of the assets. Such a&nbsp;risk completely destroys the business&#8217;s credit credibility in the eyes of banks.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"who-signs-the-minutes-of-the-shareholders-meeting\"><\/span>Who signs the minutes of the shareholders&#8217; meeting?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>The minutes of the proceedings must be signed by the attending shareholders or at least by the chairman of the meeting and the person acting as the minute-taker.<\/p>\n<p>Every meeting requires drawing up reliable minutes. This document records the course of the gathering. It indicates the agenda. It contains the full text of the adopted resolutions. It also records the number of votes cast for, against, and abstaining. The minutes are a&nbsp;legal proof. They are placed in the minute book at the company&#8217;s office.<\/p>\n<p>An attendance list is absolutely attached to the minutes. This list contains the participants&#8217; signatures. In the case of online meetings, only the chairman signs it. Proof of sending invitations is also attached. This protects the board against accusations of secretly organizing the gathering. All stakeholders have access to the minute book.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"how-does-it-look-in-practice-progress-holdings-experience\"><\/span>How does it look in practice? Progress Holding&#8217;s experience<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Based on the analysis of over 500 registration processes we conducted at Progress Holding, we know that the most common mistake is poor technical preparation of documents for the court.<\/p>\n<p>Many entrepreneurs try to submit reports themselves through the Financial Documents Repository (RDF) system. This system is free but extremely complicated. Accounting documents must strictly have the XML format. Ordinary PDF scans are rejected. Moreover, the meeting resolutions on profit distribution require the electronic signature of all board members. One missing e-signature blocks the entire shipment.<\/p>\n<p>The representation of foreign shareholders is also a&nbsp;frequent challenge. Stakeholders residing in Asia or America grant powers of attorney to local advisors. However, they forget the requirement for an appropriate form. A power of attorney to participate in the proceedings requires a&nbsp;simple written form on paper. A scan of a&nbsp;power of attorney sent by email is legally ineffective under the Polish Code. We help with the proper circulation of original documents.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"when-is-a-notarys-presence-required-at-the-meeting\"><\/span>When is a&nbsp;notary&#8217;s presence required at the meeting?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>The presence of a&nbsp;notary is necessary during proceedings where the articles of association are amended, share capital is increased, or a&nbsp;liquidation decision is made.<\/p>\n<p>A standard, ordinary meeting summarizing the year does not require a&nbsp;visit to a&nbsp;notary&#8217;s office. A simple written form of resolutions is 100% sufficient. The situation changes dramatically with structural changes. Changing the company name, changing the registered office, or changing the PKD business objects is an interference with the agreement. The law requires a&nbsp;protocol in the form of a&nbsp;notarial deed here.<\/p>\n<p>The notary draws up the document and ensures voting correctness. They check the identity of all attendees. We have conducted hundreds of such processes and we know that notaries always require valid passports from foreigners. The PESEL number of board members is also an important element. At Progress Holding, we help foreigners obtain a&nbsp;PESEL in Polish municipal offices. The service of a&nbsp;comprehensive change in the National Court Register, including legal assistance, starts with us from 1500 PLN net.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"shareholders-meeting-in-a-single-member-llc\"><\/span>Shareholders&#8217; meeting in a&nbsp;single-member LLC<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>In a&nbsp;single-member LLC, the sole shareholder exercises all the powers of the meeting, and their resolutions require a&nbsp;written form under pain of nullity.<\/p>\n<p>Running a&nbsp;company alone does not exempt you from bureaucratic duties. The sole owner must hold a&nbsp;formal &#8220;meeting&#8221;. They approve their own financial report. They grant themselves discharge. They do not have to send registered letters to themselves. It is enough to draw up and sign the minutes with the adopted resolutions. These documents also land in the government Repository.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"voting-secrecy-during-the-meeting\"><\/span>Voting secrecy during the meeting<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Voting at the shareholders&#8217; meeting is open, but secrecy is mandatory during elections and motions to hold corporate body members accountable.<\/p>\n<p>The principle of openness allows for quick proceedings. Votes regarding the approval of the report or profit distribution are open. Personnel matters are an exception. Appointing a&nbsp;CEO, dismissing a&nbsp;proxy, or voting on discharge for a&nbsp;board member requires secrecy. Furthermore, a&nbsp;secret ballot is ordered upon the express request of even one of the shareholders present in the room.<\/p>\n<p>During office meetings, secrecy is achieved through paper voting cards. In the case of online gatherings, the IT system must have a&nbsp;dedicated hidden voting module. Only the chairman or an appointed scrutiny committee sees the results. Details regarding corporate law can be tracked on an ongoing basis on the government portal <a href=\"https:\/\/www.biznes.gov.pl\/\" target=\"_blank\">Biznes.gov.pl<\/a>.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"frequently-asked-questions\"><\/span>Frequently asked questions<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<h3><span class=\"ez-toc-section\" id=\"can-a-shareholder-vote-through-a-proxy\"><\/span>Can a&nbsp;shareholder vote through a&nbsp;proxy?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Yes, every shareholder of a&nbsp;limited liability company has the full right to appoint a&nbsp;proxy to participate in the proceedings and cast votes. The document of such a&nbsp;power of attorney must strictly be drawn up in writing under pain of nullity. The original of this document must be physically attached to the company&#8217;s minute book.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"how-to-calculate-the-majority-of-votes-for-resolutions\"><\/span>How to calculate the majority of votes for resolutions?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Standard financial and personnel resolutions are passed by an absolute majority of votes cast in the meeting room. This means there must be more &#8220;for&#8221; votes than the combined &#8220;against&#8221; and &#8220;abstaining&#8221; votes. Amending the articles of association or deciding on dissolution requires a&nbsp;qualified majority of two-thirds (2\/3) of the votes.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"can-a-meeting-be-held-without-the-management-boards-participation\"><\/span>Can a&nbsp;meeting be held without the management board&#8217;s participation?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Yes, the presence of board members at the shareholders&#8217; meeting itself is not strictly required for the validity of the resolutions passed there. The board has an obligation to convene the meeting, but if its members boycott the gathering, the shareholders present in the room can independently elect a&nbsp;chairman and legally conduct all votes.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"can-a-pledgee-of-shares-vote-at-the-meeting\"><\/span>Can a&nbsp;pledgee of shares vote at the meeting?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Yes, a&nbsp;person holding shares in a&nbsp;pledge or a&nbsp;usufructuary of shares can exercise the right to vote in the meeting room. However, the articles of association must explicitly allow this. It is also necessary to make an appropriate entry regarding the establishment of the pledge and the transfer of voting rights in the company&#8217;s official share register.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"summary\"><\/span>Summary<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Properly organizing the annual shareholders&#8217; meeting is the foundation of legal and financial security for every company in Poland. The management board must strictly observe the June deadlines and ensure the perfect correctness of documents submitted to the KRS repository. Using technology facilitates online proceedings, but it requires caution and identity verification. Do you need professional support in preparing reports or KRS entries? Contact us at Progress Holding by calling +48 603 232 418 or emailing office@progressholding.pl.<\/p>\n<\/article>\n<p><\/p>","protected":false},"excerpt":{"rendered":"<p>The shareholders&#8217; meeting in a&nbsp;Polish LLC is the highest decision-making body in every Polish capital company. It serves to pass strategic resolutions, approve financial statements, and distribute generated profits. Every company has an absolute obligation to hold such a&nbsp;meeting at least once a&nbsp;year. What is a&nbsp;shareholders&#8217; meeting in a&nbsp;Polish LLC and what are its types? [&hellip;]<\/p>\n","protected":false},"author":8,"featured_media":6283,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"inline_featured_image":false,"_monsterinsights_skip_tracking":false,"footnotes":""},"categories":[1],"tags":[],"class_list":["post-6282","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-bez-kategorii"],"acf":[],"aioseo_notices":[],"aioseo_head":"\n\t\t<!-- All in One SEO Pro 5.0.1.1 - aioseo.com -->\n\t<meta name=\"description\" content=\"Organize your Polish LLC shareholders&#039; meeting legally. Check 4 key obligations for 2026, online voting rules, and KRS penalties. 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