Record & Protocol: templates and forms
10 forms available to fill out or download.
Certificate of resolutions of a general meeting or board of directors (Spain)
For the director or board secretary of a Spanish limited or public company who must prove resolutions already passed to a bank, a notary, the Registro Mercantil or a customer: a Spanish certificate copying the resolutions from the approved minutes, signed by the person entitled to certify (art. 109 of the Spanish Commercial Registry Regulation) and, where needed, approved by a second signature. To enter a resolution in the Registro Mercantil, it is as a rule put into a public deed before a notary; some, such as the appointment of directors, are entered on this certificate with the signatures certified by a notary. In Spanish.
Minutes of an S.L. general meeting removing and appointing a director (Spain)
For the members of a Spanish limited company changing its director: Spanish minutes of the general meeting (all members present, or called by notice) recording any removal and the appointment, a certificate of the minutes by the person entitled to certify, and the acceptance of the post signed by the new director. The appointment is filed with the Registro Mercantil within ten days of acceptance (art. 215 of the Spanish Companies Act), with the signatures certified by a notary. In Spanish.
Inventory and handover record for a rented flat (Spain)
For the landlord and the tenant of a home in Spain at the start of a lease: the record both sign on the day the keys are handed over, with the meter readings, the keys handed over, the state of each room, the inventory of furniture and appliances, the documents handed over, outstanding repairs and the number of photos attached. It records the state in which the tenant receives the home (articles 1561 and 1562 of the Spanish Civil Code). Signed in two copies, in person, and attached to the lease. In Spanish.
Minutes of an S.L. annual general meeting approving the accounts (Spain)
For the members of a Spanish limited company approving the year's accounts: Spanish minutes of the ordinary general meeting (all members present, or called by notice) approving the accounts, the allocation of the result and the directors' management, and the certificate of the resolutions filed with the accounts at the Registro Mercantil within a month of approval (art. 279 of the Spanish Companies Act). The certifier's signature is certified by a notary or, for online filing, made electronically. In Spanish.
Minutes of an S.L. general meeting dissolving the company and appointing a liquidator (Spain)
For the members of a Spanish limited company who decide to close it: Spanish minutes of the general meeting that resolves the voluntary dissolution (art. 368 of the Spanish Companies Act), opens the liquidation and appoints a liquidator, with a certificate of the minutes and the liquidator's acceptance. It is the private part of the closure: the resolution is put into a public deed before a notary and entered in the Registro Mercantil, and the liquidation ends with another deed, of extinction. In Spanish.
Certificate of the directors' decision to move the registered office (Spain)
For the director or board of a Spanish limited or public company moving its registered office elsewhere in Spain: a Spanish certificate of the management body's decision (art. 285.2 of the Spanish Companies Act) and of the new wording of the article of the articles of association, signed by the person entitled to certify. The decision is then put into a public deed before a notary and entered in the Registro Mercantil: those steps are the notary's and the registrar's. In Spanish.
Record of the return of keys and state of a rented home (Spain)
For the tenant and the landlord of a home in Spain when the lease ends: the record both sign when the keys are handed back, with the date of return, the meter readings, the keys returned, the state of each room, the damage the landlord points out and the tenant's comments, the deposit paid, what they agree about it and the account for its return. That date starts the month after which an unreturned deposit bears interest (article 36.4 of the Spanish Urban Leases Act). Signed in two copies, in person. In Spanish.
Founding act and statutes of an association (Spain)
For three or more people setting up a non-profit association in Spain (cultural, leisure, neighbours', parents'…): a Spanish founding act naming the founders, their decision to form it and the first board, and complete statutes with the content required by art. 7 of Spain's Organic Law 1/2002 on the right of association. All founders sign it, and it is filed with the National Register of Associations or the register of the autonomous community. In Spanish.
Catalan-law holographic will: model to copy out by hand (Spain)
The usual way to make a will in Catalonia, as in the rest of Spain, is the open will before a notary. This model is for people with Catalan civil residence (vecindad civil) who prefer to write their will by hand: a printed or typed copy is not a will. Under the Catalan Civil Code it is written and signed entirely in one’s own hand, with the place and date (article 421-17), and it lapses if not presented to a notary within four years of the death. It includes instructions and a model text. In Spanish.
Holographic will: model to copy out by hand (Spain)
The usual way to make a will in Spain is the open will before a notary. For those who prefer to write it in their own hand, this is a model to copy: a printed or typed copy is not a will. A holographic will must be written entirely by hand, signed and dated with year, month and day by an adult (article 688 of the Spanish Civil Code). It includes instructions and a model text. In the communities with their own regional civil law, their rules apply according to civil residence (vecindad civil), and Catalonia has its own model. In Spanish.
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