Online signing of 10+special documents for listed companies: IPO application, information disclosure, and major decision-making online processing

provides a legal and effective electronic signing platform for listed companies, realizing important decision-making documents of the company's shareholders' meeting, board of directors, supervisory board, and other three meetings; The online signing of IPO application documents ensures the remote and efficient promotion of various businesses of listed companies. Paper contract documents cannot be transmitted in a timely manner through express delivery, and shareholders, directors, supervisors, and senior management personnel in various regions cannot sign in a timely manner. The IPO application, information disclosure, and major decision-making of the enterprise may face interruptions. The implementation of the "electronic signature" application, which enables online signature and stamping, has become one of the important conditions for listed companies to maintain stable operation. As early as 2020, Ye Yanfei, a first level inspector of the Policy Research Bureau of the China Banking and Insurance Regulatory Commission (CBIRC), stated at a press conference of the State Council's Joint Prevention and Control Mechanism that financial regulatory authorities need to improve their work and fully recognize the compliance and legality of electronic documents, electronic signatures, electronic data, etc. In 2022, the Shanghai Stock Exchange, Shenzhen Stock Exchange, and other two major exchanges successively issued documents supporting the use of electronic signatures to handle business and improve processing efficiency when submitting IPO, refinancing, M&A and restructuring applications or information disclosure. On March 27th, the Shanghai Stock Exchange issued a document stating that the Contract Lock Electronic Signature System can provide listed companies with an "independent and integrated" electronic signature public service platform. It can directly sign daily business documents through the Contract Lock Electronic Signature Cloud Platform and easily call the Contract Lock Electronic Signature Application through integration in office systems such as OA, Enterprise WeChat, and DingTalk.

One system connects the online signing and stamping channels of listed companies, meeting the cross regional and non face to face online signing needs of important decision-making documents of the company's shareholders' meeting, board of directors, supervisory board, and other three meetings. It enables directors, shareholders, supervisors, senior management, and employees from all over the world to sign and stamp online 24/7, ensuring the smooth and efficient progress of various business activities of listed companies.

Featured Scenarios: Online Signing Scenarios for 10+Special Businesses of Listed Companies

↓ Please refer to the detailed signing scenarios for some businesses below:

Online Signing of "IPO Application Materials"

>>; Offline signing difficulties: Once there are situations such as failure to sign contract documents according to regulations during the IPO application process, it will directly affect the IPO process. For example, during an audit of a company planning to go public, it was discovered that a small number of distributors had not signed contracts as required, which could not meet the IPO requirement of having corresponding contracts for each payment. Offline signing could not proceed, and the IPO could only be interrupted.

>> Contract Lock Online Signing Scheme: Currently, the Shenzhen Stock Exchange encourages IPOs to submit electronic signature applications. IPO companies can directly sign electronic contract documents through the electronic signature system and submit electronic materials for IPO application online. All kinds of IPO materials that have been missed or not signed can be stamped internally through the internal electronic signature service platform anytime and anywhere, and external companies can be invited to sign online. They can be automatically archived and downloaded, and materials can be efficiently and standardly submitted without meeting or leaving the house, with uninterrupted application and approval.

"Minutes of Shareholders' Meeting" signed online

>>; Offline signing difficulties: Some major decisions within listed companies must be made through meeting resolutions, and meeting resolutions often require signatures and confirmations from shareholders and the board of directors before they can take effect and be implemented.

Shareholders and board members are mostly distributed across the country, and currently cross regional offline meetings and face-to-face signings are hindered. Express logistics cannot sign for them in a timely manner, and meeting minutes and documents are difficult to circulate among multiple locations and people for signing. The entire work may be delayed by 20-30 days.

>> Contract Lock Online Signing Scheme: Currently, listed companies can integrate the contract lock electronic signature system into their existing OA office software at any time, creating a closed loop of "drafting approval online circulation signature archiving" for meeting minutes.

Implement online meetings and remotely initiate the "meeting minutes multi person signing" process. Shareholders and board members from various regions can log in to the electronic signing platform with just one click through SMS notifications. Facial recognition verification confirms identity, electronic signature confirms document content, and the process flows automatically without manual intervention.

>> For example, shareholders and board members can check and sign notification messages to complete identity authentication. Once one person completes the electronic signature, the document will automatically flow to the next shareholder.

Support "one click return", flexible to adapt to "opposing opinions" or "refusal" scenarios during signing. Shareholders or directors may refuse to sign documents based on the actual situation, achieving "automatic invalidation of documents if one person refuses". Online signing of the "Voting Agreement for Directors and Supervisors"; Offline signing difficulties: Currently, it is the peak period for the annual shareholders' meeting of listed companies. Due to the impact of the epidemic, many directors, supervisors, and senior personnel may not be able to sign in person. A document needs to be sent back and forth by express delivery between more than ten directors, supervisors, and senior management personnel. Currently, the timeliness of express delivery cannot be guaranteed, which brings many inconveniences to the signing of resolutions and the collection of opinions.

>> Contract Lock Online Signing Solution: Now, you can directly log in to the internal office system or electronic signature service platform, generate voting agreement files through electronic templates, fill in director, supervisor, and senior management information online, and the system will automatically notify the signatories via SMS. The signing process will be completed online in sequence, and the signed documents will be automatically returned for archiving and statistics, without the need for manual initiation and organization. This will comprehensively reduce the burden and improve efficiency, and solve the current signing difficulties.

(Multiple directors sign electronically to confirm)

"Employee Follow up Document" online signature

>>; Offline signing challenge: The follow-up investment business of listed company employees often requires hundreds or even thousands of employees to sign and affix the company seal at the same time to take effect. Due to the inability of employees to work on-site, it is difficult to draft and send the "risk notification letter, co investment agreement, capital confirmation letter, etc." co investment documents, such as paper and documents, as well as the inability to obtain official seals, stamp them, and proceed with the co investment. As a result, the co investment can only be interrupted.

>> Contract Lock Online Signing Solution: Currently, employees responsible for follow-up investment business only need to log in to internal office platforms such as OA, enterprise WeChat, or DingTalk to quickly upload risk notification letters, follow-up agreements, and other documents in one process, and initiate the signing process of thousands of follow-up investment documents in bulk online. Employees can authenticate their identity anytime and anywhere through SMS on their mobile phones, confirm their electronic signatures online, and automatically return signed documents for archiving. With zero delivery and zero paper, signing and archiving work can be completed online within a few hours.

(Mobile signing agreement)

After the employee signs, the file is automatically returned to the office system. Batch stamping is achieved by calling the contract lock through the integrated interface, eliminating the need for manual operation and simplifying the signing work comprehensively.

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(thousands of documents stamped in bulk)

" Employee Equity Incentive Agreement "signed online

>>>; Offline signing challenge: During the process of implementing equity incentives for employees by listed companies, it is necessary to sign a "Equity Incentive Agreement" as proof. However, employees from all over the country are currently unable to travel back and forth across regions, and there is no guarantee of timely delivery. The signing cycle has been infinitely extended, and employee services cannot be implemented in a timely manner.

>> Contract Lock Online Signing Solution: Now, with the help of electronic templates, the "equity incentive agreement" signing process can be initiated in batches, and employee information can be added in batches. Employees can complete the agreement signing work through their mobile phones, and the internal batch stamping of listed companies can be automatically done without manual intervention. The entire process can be completed and archived within 20 minutes. Employees can log in to the office system to download and save as needed, automatically verify the authenticity of electronic signatures, which is safe, efficient, and worry free.

(Initiate signature)

(Employee mobile electronic signature - automatic batch stamping by the enterprise)

(Electronic signature verification)

Summary

Various decision-making documents of listed companies have extremely high requirements for signature and stamping management. Contract Lock Electronic Signature collaborates with authoritative domestic CA institutions to provide online signing services for listed companies that are compliant, secure, effective in signing results, and flexible in signing scenarios. Supported by digital identity certificates, we ensure encrypted file transmission, anti-counterfeiting and tamper proof throughout the signing process, and ensure that important decision-making and business documents within listed companies have legal validity and can be verified for authenticity. We help build digital signing capabilities and assist listed companies in remotely promoting "IPO application, information disclosure, and resolution document signing" work without meeting in person, enabling efficient and convenient work from home.