Last Updated April 22, 2024
What are Corporate Bylaws?
Corporate Bylaws are the rules a corporation uses to organize its internal management. They outline meeting rules, voting rights, and the policies and responsibilities of the corporation’s directors, officers, and shareholders. Corporate Bylaws are typically drafted upon incorporation.
In British Columbia, Corporate Bylaws are known as Company Articles.
Who can use LawDepot's Corporate Bylaws template?
LawDepot’s Corporate Bylaws template can be used by for-profit corporations operating in every Canadian province and territory except British Columbia.
Simply select your province or territory when filling out our questionnaire, and your Corporate Bylaws will be customized to meet the laws and regulations of your jurisdiction. For federal corporations, you can have your bylaws governed by federal law instead.
If your corporation is registered in British Columbia, please use our Company Articles (BC) template, as there are different legislative requirements for corporations registered in this province.
What rules and terms should Corporate Bylaws include?
In Canada, Corporate Bylaws include important information about how your company’s decision-making process operates. When drafting them, here are the key rules you’ll have to outline.
1. Quorum
A quorum for a shareholders’ meeting is the minimum number of shareholders or the minimum percentage of voting shares represented at a meeting before the meeting can proceed.
Generally, when setting a quorum, it’s smart to select a percentage that effectively represents the desired cross-section of shareholders. For example, if one shareholder owns 66 percent of the corporation, setting the quorum percentage below 66 ensures that one shareholding is in effective control of the meeting. Alternatively, setting it at 67 percent or more ensures at least another shareholder needs to be present.
If your bylaws don't address what forms a quorum then, under the Business Corporations Act of your jurisdiction, a majority of the shareholders present at the meeting is a quorum.
2. Remote communication
There may be instances where it’s more practical for shareholders to attend a meeting remotely. If your Corporate Bylaws allow remote communication, a shareholder or director can attend a meeting by phone or video conference.
3. Voting trusts
A voting trust occurs when a shareholder temporarily gives their voting shares to a third party known as a trustee. This third party is usually obligated to vote in accordance with the shareholder’s instructions, which are outlined in a voting trust agreement (also known as a Shareholder Proxy).
Voting trusts are useful when a company has minority shareholders with limited interest or voting strength. They can also help resolve conflicts of interest, retain majority control, and prevent hostile takeovers.
4. Cumulative voting
When electing directors, cumulative voting allows minority shareholders to concentrate all their votes on a single director candidate.
For example, suppose a corporation holds five elections for five potential directors, and a minority shareholder has two votes in each election (ten total votes). In that case, cumulative voting allows the shareholder to apply their combined ten votes to a single director's election.
Cumulative voting can help prevent a majority shareholder from choosing all the directors of a company.
5. Meeting notice periods
When a special meeting is called, the Corporate Bylaws should state how much notice is required. LawDepot’s template provides three options: reasonable notice, a number of hours, or a number of days.
What qualifies as reasonable notice is up for interpretation and depends on the established business practices within the company. Select a different option if you prefer more definitive notice for directors’ meetings.
6. Conflict of interest
Your company may find it appropriate to stop a director from voting on issues where there is a potential conflict of interest.
A conflict of interest occurs when a director’s personal interests clash with the company’s interests. This is a problem because a director must act in the company’s best interest. As such, your Corporate Bylaws can ensure that directors with a conflict of interest are not allowed to vote on that issue at directors’ meetings.
7. Officer structure
In addition to directors, a corporation may choose to appoint additional people to certain named and defined roles in the company. When appointing officers, you can choose between a simple or complex officer structure.
A simple officer structure consists of a president, a treasurer, and a secretary. A complex officer structure can consist of a CEO, COO, CFO, president, and a number of vice presidents.
Why are Corporate Bylaws important?
Although your corporation isn’t legally required to have its own set of bylaws, it’s a good idea to have them.
Without your own Corporate Bylaws, your company's rules and regulations will be set by the Business Corporations Act of your province or territory. If your corporation was incorporated federally, it will be governed by the provisions set forth in the Canada Business Corporations Act.
Letting these acts govern your business may result in undesirable outcomes. The regulations outlined in these acts only provide a general guide for a wide range of corporations with different needs. By adopting Corporate Bylaws, you can customize how your corporation operates to better meet your shareholders’ needs.
How do I create Corporate Bylaws in Canada?
To create this essential document for your Canadian corporation, complete our questionnaire and follow these five simple steps:
- Step 1: State your location
- Step 2: Provide your corporation’s registered name
- Step 3: Outline the rules for shareholder meetings
- Step 4: Create rules for director meetings
- Step 5: Finalize director and officer details
What is the difference between Articles of Incorporation and Corporate Bylaws in Canada?
In Canada, Articles of Incorporation and Corporate Bylaws are essential for starting and managing your business.
Articles of Incorporation outline essential details about the corporation, such as its name, purpose, share structure, and initial directors. They are filed with the government to legally establish the corporation and are publicly available.
On the other hand, Corporate Bylaws are internal rules and regulations that guide the corporation’s day-to-day operations and management. While Articles of Incorporation are legally required for registration, Corporate Bylaws are not mandatory. Additionally, Corporate Bylaws are not accessible to the public and are stored privately in the corporation’s minute book.
How do I adopt and amend Corporate Bylaws?
Corporate Bylaws are initially adopted by resolution of the shareholders at the corporation’s initial organizational meeting.
As your business grows and corporate regulations change, it is important to update your Corporate Bylaws to reflect any changes in your corporation.
Both directors and shareholders can amend Corporate Bylaws using a special resolution. Once the proposed change has been voted on and approved, it can be adopted and integrated into the Corporate Bylaws.