What Is the Meydan Board Meeting Minutes for AML?
The Meydan Board Meeting Minutes for AML is a formal corporate resolution document — provided as a downloadable template by Meydan Free Zone — that records the company's formal acknowledgement and approval of its beneficial ownership disclosure. It is the second of the two template-specific documents required during Meydan's AML beneficial ownership inspection.
The document serves as formal evidence that the company's directors/shareholders have convened, reviewed the beneficial ownership information, and formally resolved to submit the required documents to Meydan's AML supervision team. Without this document, the AML compliance submission is incomplete.
📧 What Meydan Requires in the Board Meeting Minutes
Meydan's warning email describes it as: "Board Meeting Minutes" — this document should be completed using Meydan's attached downloadable template. It records the company's formal meeting to acknowledge its beneficial ownership obligations and authorise the submission of the required documents.
Structure of the Meydan Board Meeting Minutes Template
Meydan's Board Meeting Minutes template follows the standard corporate meeting minutes format but adapted for the AML beneficial ownership disclosure purpose. Here is how each section should be completed:
1
Organisation Name
The full legal name of the Meydan company — exactly as it appears on the trade licence. For example: "G-ZONE L.L.C-FZ" or "[Company Name] FZ-LLC". Do not use abbreviations or trading names.
✓ Must match trade licence exactly
2
Date of Meeting
The date on which the meeting was held to discuss and resolve the AML beneficial ownership disclosure. This should be a real meeting date — use the current date or a recent date. The meeting date should be before the submission date and within the compliance window given by Meydan.
📌 Use current/recent date — must precede submission
3
Present (List of Attendees)
The names of all persons present at the meeting — all directors and shareholders should ideally be present. At minimum, a quorum as defined in the company's articles of association must be present. List each person's full name and their role (e.g. Sole Shareholder and Director, or Shareholder 1 / Shareholder 2).
✓ All shareholders/directors should attend
4
1. Announcements
Record the announcement that the meeting has been convened to address Meydan Free Zone's AML beneficial ownership inspection requirement under Cabinet Decision No. 109/2023. State that the company has received a compliance reminder from Meydan's AML supervision team and that the purpose of the meeting is to review and approve the required submissions.
📌 Reference Meydan AML inspection and Cabinet Decision No. 109/2023
5
2. Discussion
Summarise the discussion of the beneficial ownership structure — confirming who the ultimate beneficial owners are, their ownership percentages, and that the information to be submitted in the Entity Registry is accurate and complete. Record the decision to submit all five required documents to amlsupervision@meydanfz.ae by the stated deadline. Appoint a named individual as the authorised signatory responsible for submission.
📌 Include resolution to submit all 5 documents + named authorised signatory
6
3. Roundtable / Next Meeting
Record any other matters discussed and confirm the next meeting date if applicable. For a compliance-specific meeting, this section can be brief — confirming that no other matters arose and noting that ongoing AML compliance will be maintained.
✓ Can be brief for AML-specific meetings
Who Signs the Meydan Board Meeting Minutes?
The Board Meeting Minutes must be signed by all attendees of the meeting — typically all directors and/or shareholders of the company. The signature requirements are similar to those for the shareholder resolution in a liquidation context:
✅ Signing Requirements
All directors and shareholders present at the meeting must sign
Signatures must be wet ink — physical signatures on the document
Signatures should match the signatories' passport signatures
Company stamp should be applied if the company holds an official stamp
Date of signatures should match or follow the stated meeting date
📋 What the Document Confirms
The company confirms it has reviewed its beneficial ownership structure
The company confirms the information in the Entity Registry is accurate
A named individual is appointed to submit the documents to Meydan AML
The company commits to maintaining up-to-date UBO records
The company acknowledges its obligations under Cabinet Decision No. 109/2023
Must Use Meydan's Template — Not a Generic Resolution
The Board Meeting Minutes must be completed using Meydan's downloadable template — the links are in the AML warning email. A generic board resolution or a standard shareholders' resolution document in a different format will not be accepted. Fastlane has the current Meydan Board Meeting Minutes template and completes it as part of our AML compliance response service. See our AML compliance service.
Board Meeting Minutes for AML vs Shareholder Resolution for Liquidation
Business owners who are both going through AML compliance and a company liquidation sometimes confuse these two documents. They are different:
🛡️ Board Meeting Minutes (AML)
Purpose: Confirm and approve beneficial ownership disclosure
Submitted to: amlsupervision@meydanfz.ae
Legal basis: Cabinet Decision No. 109/2023
For: Ongoing/active Meydan companies
Also needed: Entity Registry + 3 other docs
🏢 Shareholder Resolution (Liquidation)
Purpose: Authorise voluntary liquidation of the company
Submitted to: Meydan Free Zone — liquidation department
Legal basis: UAE Companies Law / Meydan deregistration process
For: Companies being closed/deregistered
Also needed: Liquidation audit report + other closure docs
Board Meeting Minutes Not Prepared Yet? Fastlane Drafts It Using Meydan's Template.
Fastlane drafts and completes the Meydan Board Meeting Minutes using Meydan's required template — along with the Entity Registry and all other AML compliance documents. Same-day service available for urgent compliance deadlines.
Frequently Asked Questions
What should the Meydan Board Meeting Minutes for AML include?+
The Meydan Board Meeting Minutes should include: (1) Organisation name — the full legal company name, (2) Date of meeting, (3) Present — all directors/shareholders attending, (4) Announcements — that the meeting was convened for Meydan AML compliance under Cabinet Decision No. 109/2023, (5) Discussion — confirmation of the beneficial ownership structure, resolution to submit all 5 required documents, and appointment of an authorised signatory, (6) Roundtable/next meeting. Must be completed on Meydan's downloadable template.
Do all shareholders need to attend the Meydan AML board meeting?+
Ideally all directors and shareholders should be present and listed in the "Present" section. If a shareholder is overseas and cannot attend in person, they can join remotely — but their signature on the minutes will still need to be wet ink on the physical document, which may need to be couriered for signing.
Can I use a generic board resolution instead of the Meydan template?+
No — Meydan requires the Board Meeting Minutes to be completed using their specific downloadable template. A generic resolution document will not be accepted for AML compliance submission. The template must be downloaded from the links in the AML warning email, or Fastlane can provide the current template as part of our compliance service.
Is the Board Meeting Minutes for AML different from a Shareholder Resolution for liquidation?+
Yes — they are different documents for different purposes. The Board Meeting Minutes for AML confirms the company's beneficial ownership disclosure and is submitted to Meydan's AML team for an ongoing company. The Shareholder Resolution for liquidation authorises the voluntary closure of the company and is submitted to Meydan's deregistration department when closing the company.
👨💼
Nithin Pathak — Fastlane Management Consultancy
FTA-Registered Tax Agent · MoE-Registered Auditor · Dubai, UAE · TRN: 104218042400003
The Board Meeting Minutes is actually the easiest of the five documents to prepare — the template is straightforward and most of the content is formulaic once you have the company details. The complexity comes when shareholders are overseas or in different time zones and you need wet ink signatures quickly. For sole shareholder companies it is simpler — one person signs in both capacities (sole shareholder and sole director). For multi-shareholder companies, coordinate the signing simultaneously rather than sequentially to save time. Fastlane drafts the completed minutes for client review and signature — you do not need to write anything from scratch.