Dividend and annual resolutions, ready to sign
Each year, a company's directors and shareholders approve routine business: the financial statements, the directors, the accountant and any dividends. Finvo prepares these resolutions with registry software, matches every dividend to your books and T5 slips, and sends them to you to e-sign. Finvo is not a law firm and does not give legal advice. This is general information, not legal advice for your situation.
Decisions your company puts on paper
A company acts through its directors and shareholders, and its decisions are recorded as resolutions. For most small companies, the yearly set looks like this.
Financial statements approved
The directors approve the year's financial statements, and they're presented to the shareholders.
Directors elected or confirmed
The shareholders elect the directors, or confirm the current ones continue.
Accountant or auditor
Appointing an accountant, or recording the shareholders' decision not to appoint an auditor where the law allows it.
Questions about audit waivers, shareholder rights or disputes go to your lawyer.
Dividends declared
Each dividend is declared by the directors, with the class of shares, the amount and the payment date.
Officers appointed
The directors appoint officers, such as a president or secretary, and the register is updated.
Other decisions
Bank signing authority, a large purchase or a loan to or from a shareholder can each call for a resolution.
Every dividend, on paper and in the books
A dividend shows up in three places: the directors' resolution, your company's books and the T5 slip the shareholder reports on their tax return. Each dividend resolution and payment must reconcile to the books. The shareholder's T5 reports the calendar-year total of reportable dividends, separated into eligible and other-than-eligible dividends.
Because we keep the books and prepare the T5 slips, we line the resolution up with both. Deciding how much to pay yourself as salary or dividends? Try our salary vs dividend calculator.
General information, not legal or tax advice for your situation.
Decide the amount
We look at the company's profit, cash and your personal tax before a dividend is paid.
Resolution prepared
A directors' resolution declares the dividend: the share class, the amount and the payment date.
Paid and recorded
The payment is recorded in your books against the resolution, not as a loose withdrawal.
T5 slip
Dividends paid in a calendar year go on T5 slips, filed by the last day of February the following year (for 2026 slips that is 1 March 2027, because 28 February 2027 is a Sunday).
Into the minute book
The signed resolution is added to your minute book, ready if a bank or the CRA asks.
A meeting, or a signed resolution
Many small companies don't hold formal meetings. Directors and shareholders sign written resolutions instead, where the rules allow.
Written resolutions
A resolution signed by the directors or shareholders can take the place of a meeting. Who has to sign depends on your company's statute and its articles, so we check both before preparing anything.
Annual general meeting
A BC company generally holds its first AGM within 18 months of recognition, then annually within the statutory timing limits, subject to permitted written resolutions, waivers or deferrals. BC lets meetings be held in person, virtually or both. In Alberta, the directors call an annual meeting within 18 months of incorporation and then within 15 months of the last one. In many small companies, the shareholders deal with that business in writing instead: in Alberta, a resolution signed by all the voting shareholders, or for a private corporation by holders of at least two-thirds of the voting shares, takes the place of the meeting.
Signed online
Resolutions come to you through the client portal for e-signature, and signed copies go into your minute book.
Missed years
We review the evidence of past decisions and prepare appropriate records using actual signing dates. Your lawyer advises where approvals were missing or their legal effect is uncertain.
Who does what
Routine records and filings, prepared with registry software, and the financial side of bigger changes: books, financial statements and tax.
Anything that needs legal advice: amalgamations, restorations, dissolutions that need advice, share reorganisations, disputes and agreements.
We stay in the loop and give your lawyer accurate documents and figures.
Resolutions, quoted for you
The price depends on your company and how many years need catching up, so we quote it after a free call. For your books, payroll and GST/HST, the business full suite is from $99 a month.
Quoted after a free call
Prices in Canadian dollars, before GST.
- Yearly resolutions from standard templates
- Dividends matched to your books and T5s
- Reviewed by a senior manager
- Sent to you to e-sign
- Signed copies added to your minute book
Resolutions, answered
What annual resolutions does a small company need?
Most small companies approve their financial statements, elect or confirm their directors and deal with the appointment of an accountant or auditor each year. Dividends and officer appointments need resolutions too. The exact list depends on your company's statute and articles, and we prepare the set that fits.
Does every dividend need a resolution?
Yes. Dividends are declared by the directors, so each one should have a directors' resolution showing the share class, the amount and the payment date. Without it, a payment to a shareholder can be hard to support as a dividend if a bank, a buyer or the CRA asks.
Does the dividend resolution have to match the T5 slip?
They must reconcile, though not one for one. Dividends paid in a calendar year are reported on T5 slips, filed by the last day of February the following year (for 2026 slips that is 1 March 2027, because 28 February 2027 is a Sunday). Each dividend resolution and payment must reconcile to the books. The shareholder's T5 reports the calendar-year total of reportable dividends, separated into eligible dividends (box 24) and other-than-eligible dividends (box 10), so one payment need not equal the T5 total: the year's resolutions and payments add up to it. Because we keep all three, we line them up. The slip also shows a larger taxable amount, which is the grossed-up figure the shareholder reports.
Can we sign resolutions instead of holding a meeting?
In many small companies, yes. Directors and shareholders can sign written resolutions in place of a meeting where the company's statute and articles allow it. Who has to sign depends on those rules, so we check them before preparing anything. Resolutions are e-signed through the client portal.
Should I pay myself salary or dividends?
It depends on your income, your company's profit and your plans, such as RRSP room and CPP. Our salary vs dividend calculator gives a first look, and we can go through it with you before any dividend is declared and the resolution is prepared.
Is Finvo a law firm? Can you give legal advice?
No. Finvo is not a law firm and does not give legal advice. We prepare routine corporate records and filings with registry software, for matters that don't need legal advice. For anything legal, your lawyer (or a lawyer we can recommend) does that work, and we support them. Consultants and paralegals can support administrative work under a lawyer, or handle filings that need no legal advice.
Sources, checked 27 Oct 2026. Rules and fees can change. This page is general information, not legal or tax advice for your situation.
- gov.bc.ca, Incorporated companies (last updated 24 Sep 2026): annual general meeting each calendar year; meetings in person, virtual or both; financial statements and minutes kept with the company's records.
- CRA, T5 information return, due date (canada.ca): filed by the last day of February following the calendar year; CRA, Completing the T5 slip: dividends from Canadian corporations reported on T5, the actual amount in box 24 (eligible) or box 10 (other than eligible) and the taxable, grossed-up amount in box 25 or box 11. Alberta Business Corporations Act s. 132 (annual meeting within 18 months of incorporation, then within 15 months of the last) and s. 141 (a written resolution signed by all the voting shareholders, or for a corporation that is not a reporting issuer by holders of at least 2/3 of the voting shares, instead of a meeting), checked 31 Oct 2026.
- CRA, When to file information returns (canada.ca, re-checked 28 Oct 2026): slips due the last day of February; a due date on a weekend moves to the next business day, so 2026 slips are due 1 March 2027.
Get your resolutions in order
Tell us about your company and the dividends you've paid. We'll explain what we'd prepare and what it would cost.
Which office?
Book a free 15-minute call15-minute calls every weekday at 10 am and 2 pm Pacific (11 am and 3 pm Mountain), except holidays.
Typical next slots, confirmed when you book:
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