Our Services
End-to-end corporate services for businesses
at every stage
Polling Agent & Scrutineer Services
Shareholder meetings require clear voting procedures, especially where resolutions involve director appointments, share capital matters, constitutional changes, shareholder approvals or other significant corporate decisions. A properly managed poll helps ensure that votes are collected, counted and recorded accurately.
For SGX-listed issuers, resolutions at general meetings must be voted by poll and at least one independent scrutineer must be appointed. For private companies, appointing a polling agent or scrutineer can strengthen governance, reduce voting disputes and provide greater confidence in the outcome of shareholder decisions.
Our team provides polling agent and scrutineer support for AGMs, EGMs and other formal meetings, helping companies conduct voting in a structured, transparent and well-documented manner.
Polling Agent Support
A polling agent manages the practical voting process before and during the meeting.
We can assist with preparing voting arrangements, registering attendees, collecting votes, tabulating results and supporting the announcement of poll outcomes. This helps ensure that the voting process is organised, consistent and easier for shareholders and meeting organisers to follow.
Scrutineer Services
A scrutineer provides independent oversight of the voting process.
We can assist with reviewing voting procedures, supervising vote counting, verifying poll results and preparing the scrutineer's confirmation or report. For listed issuers, the scrutineer should be independent of the persons conducting the polling process to preserve the integrity of the vote.
AGM and EGM Voting Support
Our services are suitable for Annual General Meetings, Extraordinary General Meetings and other shareholder meetings involving ordinary or special resolutions.
This may include voting on matters such as financial statements, dividends, director appointments, auditors, directors' fees, share issuance mandates, share buyback mandates, amendments to the constitution and other corporate approvals.
Proxy and Attendance Verification
Accurate attendance and proxy verification are important for determining who is entitled to vote.
We assist with reviewing proxy forms, checking corporate representative letters, confirming shareholder attendance, matching attendees against shareholding records and identifying incomplete or conflicting proxy appointments.
This helps create a clear record of who attended, who voted and how votes were cast.
Vote Counting and Result Verification
We assist with counting and verifying votes for each resolution.
This includes reviewing votes for and against, abstentions where applicable, invalid or rejected votes, proxy votes and votes cast by shareholders present at the meeting. The verified results can then be used for announcement, meeting minutes and internal records.
Post-Meeting Documentation
After the meeting, we assist with preparing the relevant voting records and supporting documents.
This may include poll result summaries, scrutineer's confirmation, attendance records, proxy records, voting records and supporting documents for meeting minutes or regulatory purposes.
Why Work With Us
We provide structured meeting support focused on accuracy, transparency and proper documentation.
By engaging an independent polling agent or scrutineer, companies can reduce the risk of voting errors, strengthen shareholder confidence and maintain reliable records of important corporate decisions.
Our team works closely with directors, company secretaries, share registrars, legal advisers and meeting organisers to support a smooth and well-controlled voting process.
Frequently Asked Questions
1. Is it compulsory to appoint a scrutineer in Singapore?
For SGX-listed issuers, at least one scrutineer must be appointed for each general meeting, and all resolutions at general meetings must be voted by poll. For private companies, appointing a scrutineer is generally not a universal requirement. However, it can be useful where there are multiple shareholders, proxy votes, complex voting rights or important resolutions.
2. What is the difference between a polling agent and a scrutineer?
A polling agent manages the voting process, including ballot control, vote collection and tabulation. A scrutineer independently supervises and verifies the voting process.
3. What documents are needed before the meeting?
Common documents include the notice of meeting, resolutions, proxy forms, register of members or shareholder records, attendance list, corporate representative letters and voting entitlement records.
4. What happens after the votes are counted?
The results are verified, prepared for announcement or documentation, and recorded in the meeting minutes together with the relevant supporting records.
5. Can the same party act as polling agent and scrutineer?
For SGX-listed issuers, the scrutineer must be independent of the persons undertaking the polling process. Companies should avoid arrangements that compromise the scrutineer's independence.
Ensure a Well-Managed and Transparent Shareholder Vote
Independent polling and scrutineer support helps companies conduct meetings with greater confidence, accuracy and transparency. Contact us to discuss your upcoming AGM or EGM.
Talk to Us Today →READY TO TAKE THE NEXT STEP?
Contact Us
Get in touch with our friendly staff and we will get back to you within one business day.