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This document allows shareholders of Gentian Diagnostics ASA to authorize a proxy to attend and vote on their behalf at the annual general meeting scheduled for May 6, 2025. It includes instructions

How to fill out voting and proxy form

How to fill out voting and proxy form

1. Obtain the voting and proxy form from the relevant election authority or organization.
2. Carefully read the instructions provided on the form.
3. Fill in your name, address, and any other required personal information.
4. Indicate your choice of candidate(s) or proposals by marking the appropriate boxes.
5. If appointing a proxy, provide the proxy's name and details in the designated section.
6. Sign and date the form where indicated.
7. Submit the completed form according to the instructions, either by mail, in person, or electronically if permitted.

Who needs voting and proxy form?

1. Individuals who wish to vote but cannot attend the election in person.
2. Shareholders or members of an organization who need to make their vote count in corporate decisions.
3. Anyone participating in a vote where a proxy option is allowed to designate someone else to vote on their behalf.

Voting and Proxy Form: A Comprehensive Guide

Understanding voting and the role of proxy forms

Voting serves as the cornerstone of democracy, allowing citizens to express their preferences regarding leadership and policy direction. It activates the democratic process and ensures that everyone in the electorate has a voice on important issues, from local regulations to national elections. There are various types of voting systems in practice, including in-person voting, mail-in ballots, and increasingly popular online systems.

Proxy voting is a method that allows an individual to appoint someone else to cast their vote on their behalf. This approach is particularly useful in situations where voters are unable to attend an election or a meeting due to various reasons such as illness, travel, or personal commitments. It's essential to understand the legal framework surrounding proxy voting as it is governed by state laws and organizational bylaws.

• In-person voting: Traditional method where voters cast their votes at polling places.
• Mail-in voting: Voters receive ballots via mail and return them to ensure their participation.
• Online voting: Growing in popularity, allowing voters to cast votes via secure digital platforms.

Overview of the proxy form

A proxy form is a documented authorization that allows a designated individual—known as a proxy agent—to vote on behalf of the voter. This form contains essential information to validate the voter's identity and intentions. Forms may appear in various formats including paper and electronic versions, with each offering unique benefits in terms of ease of use and speed of submission.

Key components of a proxy form typically include the voter's details, the proxy agent's information, and explicit voting instructions. It’s vital to specify the scope of authority granted to the proxy agent—whether they can vote as they see fit, or if they must adhere to specific instructions laid out in the form. Clarifying this authority helps avoid potential conflicts and ensures the proxy acts in accordance with the voter's wishes.

• Voter details: Such as name, address, and voting eligibility.
• Proxy agent's information: Name and contact details should be clearly stated.
• Voting instructions: Clear guidance on how the proxy should cast their vote.

Detailed walkthrough: Filling out a proxy form

Filling out a proxy form requires accuracy and attention to detail. Here’s a simple step-by-step guide to ensure your proxy form is completed correctly:

• Identify the election or meeting for which the proxy is being assigned, referencing the specific date.
• Fill in the details of the voter, including name and address, to establish eligibility.
• Provide the proxy agent's information, ensuring their name and contact details are accurate.
• Specify voting instructions, whether general (the proxy can decide) or specific (voter outlines exact choices).
• Sign and date the form to validate it as an official document.

To avoid common pitfalls, ensure that all sections are completely filled out, and pay attention to any deadlines for submission as these can vary by jurisdiction. Missing signatures or incomplete information can invalidate your proxy, so double-check before submitting.

Specific scenarios for using proxy forms

Proxy forms play a critical role in both business and nonprofit sectors. In corporate settings, shareholders often use proxy voting during meetings when they cannot attend in person. This allows shareholders to exert their influence on board decisions and company policies without needing to be physically present.

In nonprofit and community organizations, proxy forms are invaluable for board elections, where members may delegate their voting rights to others. Community organizations also frequently utilize proxy voting during local elections where residents may be unable to attend due to personal constraints.

• Corporate governance: Shareholders utilize proxy forms to influence decisions remotely.
• Nonprofit board elections: Proxy voting enables participation in decision-making processes.
• Community elections: Local governments may allow proxy voting, encouraging civic engagement.

Interactive tools for proxy forms

pdfFiller offers powerful features for creating and managing proxy forms. Users can easily create and customize documents online, tailoring them to meet specific needs. The platform provides live editing and collaboration features, enabling multiple parties to work on the form concurrently.

Additionally, electronic signatures streamline the authorization process. With pdfFiller, users can sign documents electronically and track their submissions efficiently. These features not only simplify the process but also enhance the overall security of voting by ensuring the integrity of submitted proxy forms.

• Create and customize proxy forms with ease using the online platform.
• Utilize live editing for collaborative form creation.
• Implement electronic signatures for quicker authorization.

Understanding the legal implications of proxy voting

Both the proxy and the voter hold specific rights and responsibilities that must be understood in order to ensure compliance with laws governing proxy voting. The proxy must act in good faith and represent the interests of the voter, while the voter is responsible for ensuring that their proxy form complies with legal standards.

If a proxy fails to represent the voter's interests appropriately, the voter should have recourse to address the issue. Additionally, understanding the laws and regulations surrounding proxy voting—such as SEC regulations for corporate entities—is critical to ensuring compliance and avoiding potential legal issues. Noncompliance can result in serious consequences, affecting both the validity of the votes cast and the outcomes of elections.

• Legal responsibilities of the proxy: Must act in the voter’s best interest.
• Legal responsibilities of the voter: Must ensure proxy form complies with relevant laws.
• Importance of familiarizing oneself with laws governing proxy voting to ensure compliance.

FAQs about voting and proxy forms

When considering proxy voting, several common concerns arise. One frequently asked question is, 'What if the proxy is unable to attend?' In such cases, it's best practice to appoint an alternate proxy if allowed, or to develop a broader set of instructions for how to proceed if an assigned proxy is unavailable.

Another point of confusion might be whether one could have multiple proxies voting on their behalf. Generally, most regulations allow voters to appoint only one proxy for an election event; however, specific stipulations may vary based on local laws and organizational rules. To avoid confusion, consult any governing documents or legal advice for clarity.

• Questions about proxy attendance: Planning for proxy unavailability is crucial.
• Many jurisdictions restrict having multiple proxies; verify your local regulations.
• Legal advice resources can provide clarity on rights and responsibilities.

Next steps: Utilize pdfFiller for your proxy needs

To create and manage your proxy forms effectively using pdfFiller, start by signing up and navigating the platform. It offers a user-friendly interface that enables you to easily access and create custom proxy forms tailored to your specifications. With pre-made templates available, you can simplify the process even further.

Once your proxy form is ready and submitted, pdfFiller provides tools to track the document and ensure your submission is processed. This comprehensive tracking system ensures that your voting actions are recorded accurately, offering peace of mind as you engage in the voting process.

• Sign up on pdfFiller and easily navigate to proxy form creation.
• Utilize pre-made templates to save time and streamline form filling.
• Track your document submissions to ensure proper processing.

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With pdfFiller, you may not only alter the content but also rearrange the pages. Upload your voting and proxy form and modify it with a few clicks. The editor lets you add photos, sticky notes, text boxes, and more to PDFs.

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Use pdfFiller's Gmail add-on to upload, type, or draw a signature. Your voting and proxy form and other papers may be signed using pdfFiller. Register for a free account to preserve signed papers and signatures.

What is voting and proxy form?

Voting and proxy forms are documents used by shareholders to exercise their voting rights in a company. The voting form allows shareholders to cast their votes on corporate matters, while a proxy form authorizes another person to vote on their behalf.

Who is required to file voting and proxy form?

Shareholders of a company who are entitled to vote on corporate matters are required to file a voting and proxy form if they are unable to attend the meeting in person. This includes both individual and institutional shareholders.

How to fill out voting and proxy form?

To fill out a voting and proxy form, a shareholder must provide their personal information, indicate their voting preferences for each agenda item listed, and sign the form. If appointing a proxy, the shareholder must also include the proxy's information.

What is the purpose of voting and proxy form?

The purpose of voting and proxy forms is to facilitate participation in corporate governance by allowing shareholders to express their opinions and make decisions on important matters, even if they cannot attend the meeting.

What information must be reported on voting and proxy form?

The information that must be reported on a voting and proxy form typically includes the shareholder's name, address, the number of shares held, the items being voted on, the voting choices (for, against, abstain), and any designated proxy's information.