JOB AID ON HOW TO

PREPARE GENERAL
INFORMATION SHEET
BACKGROUND
Under Sections 26 and 141 of the Corporation Code, corporations are
required to submit the General Information Sheet (GIS) annually to the
Securities and Exchange Commission, within 30 days after the
corporation’s annual or special stockholders’ meeting. Containing,
among other information, the names, nationalities and addresses of
the directors, trustees and officers of the company, the GIS is
accompanied by a certification under oath by the Corporate Secretary,
President or Chief Executive Officer.
Steps on how to prepare GIS:
1. Determine the stockholder’s annual meeting of the client or the date of the
actual annual meeting. The preparation and submission of the GIS must be
within 30 days from the date of the actual meeting. If there’s no actual meeting,
GIS must be submitted to SEC not later that January 30 of the following year.
2. Locate the latest version file of the GIS package to the MNA folder on the server.
Create a folder name (Client abbreviation) GIS 2017 e.g. AFSI GIS 2017. Copy the
GIS file package and paste it to the clients GIS folder. Rename the files by
adding the client abbreviation on the start of the files.
3. The GIS have two (2) Secretary Certificate (see Annex A). Update first the
documents and make sure that the document was transmitted ahead to the
client. Also, ask the client to have the certificates notarized. Secure cedula copy
of the client’s corporate Secretary.
Steps on how to prepare GIS:
4. Collate all the necessary documents for your reference on the preparation:
• Latest and original Articles of Incorporation and By-Laws;
• Latest or last year’s GIS;
• Certificate of registration (BIR Form 2303);
• Latest or last year’s Audited Financial Statement;
• Last year’s filed 1604CF and its alpha list;
• Latest payroll file for the number of manpower;
• Board resolution or minutes of the stockholders meeting, if there’s actual meeting.
• If there’s new appointed officers, a board resolution for such appointment.
• If there’s new investor(s)/stockholder(s), a proof of the purchase of new shares and a
board resolution for such.
5. Fill up the document (see annex B)
Steps on how to prepare GIS:
6. Update the GIS coversheet (See annex C);
7. Have the GIS package, together with the reference documents be reviewed by the
KDO or JDA. After considering corrections and as per advised by them, have PTM or
MGM approve the reproduction of the GIS.
8. Collate the GIS file package. Produce 6 sets of GIS and make sure that there’s at least
2 originally signed and notarized sets.
9. Burn the GIS file package to CD. Label the CD “(Client abbreviation) GIS 2017 e.g
AFSI GIS 2017. Secure the CD by putting it to the CD package or roll it on a clean
bond paper. 1 CD only per client.
10. Put the files and the CD to an expanded envelop and endorse it to the filing to SEC
in-charge.
END.