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Introducing Quinn for Proxy Statements
Proxy Process Solutions
Consult
Connect with our subject matter experts to address and improve your overall workflow, timeline and ability to connect more favorably with your stakeholders.
Our goal is to help you create a more successful and cost-effective annual meeting. Get your free consultation.
Design
Collaborate with our Design Advisory team in a cover-to-cover review of your existing materials to incorporate best-in-class presentation elements to enhance communication with your shareholders – including a review and suggestions for your Proxy Statement, Environmental Impact Statement, ESG Report, Annual Report, and provide guidance on iXBRL tagging.
Produce and File
Create highly stylized shareholder communications with visually engaging graphics, delivered with speed and complete accuracy.
Seamlessly transition from composed document to iXBRL tagged EDGAR and print-ready output utilizing our proprietary technology platform.
Deliver
Minimize expense without compromising the quality of your printed materials.
Toppan Merrill print production teams are seasoned and experienced graphic arts professionals who will guide you with recommendations customized to meet your goals.
Proxy Process Consultation:
Improve your process, enhance shareholder connectivity
Companies that engaged Toppan Merrill’s proxy consultation experts during the latest proxy season realized significant cost savings while enhancing design and messaging. This annual review evaluates five key areas: timeline, production and mailing, notice and access, vendor services, and environmental impact. Our experts identify opportunities to reduce costs and increase shareholder impact.
- Is your timeline compressed?
- Do you know without exception you have the most cost-effective and efficient process for producing and disseminating your shareholder communications?
- Is notice and access the most cost-effective and efficient way to conduct shareholder communications?
- Are you aware that often, many of your vendors overlap in services?
- Are you trying to determine how to connect more favorably with your stakeholders and increase engagement, while being environmentally conscientious?
If any of these questions hit a nerve or made you pause to consider, our free consultation is right for you! Request your complimentary consultation.
Design & Process Checklist
Meet shareholder expectations with a modern proxy strategy that increases engagement and clearly communicates corporate priorities. From CD&A to ESG topics, the 2027 Proxy Statement style guide delivers best practices, peer comparisons and innovative designs.
Conquer annual meeting and shareholder engagement challenges with five proven steps: optimize project management and timelines, review production and mailing, assess Notice & Access, evaluate vendors and analyze environmental impact to improve execution.
Produce and File
Creating annual shareholder meeting documents has never been easier. The entire annual meeting and proxy statement production process is seamlessly managed by the Toppan Merrill composition, filing, print and distribution experts. Our integrated workflows ensure projects are completed within required timelines and budgets. Our solutions include:
- Document content management
- Document formatting and graphic services
- Filing services including iXBRL tagging, EDGAR and SEDAR+
File error-free with
Toppan Merrill Bridge™
Toppan Merrill’s SEC financial reporting software, Bridge, is a single, secure, integrated SaaS platform backed by 55+ years of financial and regulatory disclosure service and subject matter expertise.
Deliver
Throughout the entire annual meeting and proxy statement production process, Toppan Merrill facilitates your printing and distribution timeline, process and budget management. In addition, you are always backed by Toppan Merrill expertise in annual meeting and production management.
- Deliver your content to the right person, on time, every time
- In-house print and distribution facilities
- Print and mail with cost-effective solutions
On The Dot
Podcast: SEC Section 16 requirements for Foreign Private Issuers beginning March 18, 2026 [7:27]
On The Dot (Episode 13) – A conversation with Jennifer Froberg on the new requirement for officers and directors of Foreign Private Issuers to comply with SEC Section 16 reporting beginning March 18, 2026.
Updates and Insights
Take the director’s chair in your proxy process
Working on Your Circular? Solving the Collaboration Challenge
Expanding the shelf: How the SEC could open capital markets to more issuers
“The shareholder communications team conducted a peer group analysis for our company and discovered an inefficient proxy layout and suggested we embrace "plain English" content. By changing our layout and content, we've increased voter participation and created a lighter document which saved us $32,000 in production and mailing costs.”Assistant General Counsel Fortune 100 Media Company
Related Solutions
ESG Reporting and Compliance Solutions
With an end-to-end ESG reporting solution, Toppan Merrill can support every step of your ESG journey by delivering your sustainability story in the way you intended
SEC Reporting and Filing Software
For your financial reporting solutions, count on a partner with expert technology coupled with iXBRL and EDGAR experts. Toppan Merrill…
Contact our team to get started.
Whether you are in the exploratory phases or ready to move, we are ready to learn about your needs and find the right solution.
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Have more questions?
Reduce complexity and get answers to some of our customers’ frequently asked questions.
See the full list of FAQsCorporate governance involves the processes, policies, guidelines and standards set by corporations to reference when managing and making formal decisions. Plus, it is a factor in helping a company avoid risk. There are seven characteristics of corporate governance often referenced: Discipline, transparency, independence, accountability, responsibility, fairness and social responsibility.
Corporate governance is also an important topic to include in shareholder communications. For example, risk management, diversity and human capital management are corporate governance topics frequently addressed in proxy statements. Additionally, shareholders remain keenly interested in corporate boardroom diversity, for reasons of both equity and performance. Including visuals such as iconography, infographics and pie charts can help represent the company’s position on these topics within the proxy. For support and additional information, explore our Annual Meeting and Proxy Solutions.
A proxy solicitor is a specialist firm hired to help issuers gather proxy votes. Issuers hire solicitors as an insurance policy to help drive shareholder voting for non-discretionary (non-routine) proposals, New York Stock Exchange (NYSE) regulatory changes regarding equity plans, and majority voting on director elections. Proxy Solicitors utilize shareholder lists to proactively contact shareholders to explain proposals and encourage voting. Ultimately, the solicitor’s job is to increase the shareholder vote. For support and additional information, explore our Annual Meeting and Proxy Solutions and the Toppan Merrill 2025 Proxy Style Guide.
Compensation Discussion and Analysis (CD&A) is a proxy statement component that covers the discussion of compensation philosophy, for example, pay-for-performance, performance metrics, and performance vesting equity. The CD&A shows an overview of the year‘s performance and compensation performance targets, and key compensation decisions made in the past year (i.e., salary changes, incentive plan changes). It also includes a compensation framework, including compensation policies/process and risk considerations, employment agreements, and compensation in comparison to peer group companies. For support and additional information, explore our Annual Meeting and Proxy Solutions.
SEC Form DEF 14A, also called a definitive proxy statement, is intended to furnish security holders with adequate information to be able to vote confidently at an upcoming shareholders’ meeting. Form DEF 14A is most commonly used with an annual meeting proxy and filed in advance of a company’s annual meeting. The statement must be filed with the Securities and Exchange Commission (SEC) by or on behalf of the firm soliciting shareholder votes.
Under The Securities and Exchange Act of 1934, Form DEF 14A ensures that shareholders receive crucial voting information including when and where a shareholder meeting will be held; voting information and procedures; revocability of proxies; procedure for submitting stockholder proposals; background on the company’s nominated directors; top shareholders and holding details; potential conflicts of interest among directors; board and executive compensation, with details including perquisites; audit fees and committee and other important details.
When a definitive proxy statement is distributed to shareholders, it’s also filed with the SEC. It becomes a public record, available for anyone to view, on the SEC’s EDGAR (Electronic Data Gathering, Analysis, and Retrieval) computer system for the receipt, acceptance, review and dissemination of documents submitted in electronic format to the Commission. For support and additional information, explore our solutions for Annual Meeting and Proxy Solutions.