Proxy form template
A proxy is a document in which a creditor names another person, the proxy-holder, to act for them at a meeting in an insolvency by speaking, voting, abstaining or proposing resolutions (rule 16.2(1)). When creditors are asked to decide something at a meeting, the notice must come with a blank proxy (rule 15.8(5)). This page explains each field on that blank proxy and where to send it once you have filled it in. The rules cover England and Wales only, as their title says (Insolvency (England and Wales) Rules 2016). Insolvency (England and Wales) Rules 2016, rule 16.2
General information only, not legal advice, and not reviewed by an insolvency practitioner.
What a proxy is
If a customer that owes your company money goes into insolvency, you may be asked to make a decision as a creditor (rule 15.3). For example, in a creditors' voluntary liquidation the creditors may nominate the liquidator (Insolvency Act 1986, section 100(1A)). If the decision is made at a meeting and you cannot attend, or would rather someone else spoke for you, you can appoint a proxy. Rule 16.2 says a proxy "directs or authorises another person ("the proxy-holder") to act as the representative of the creditor" at a meeting or meetings (rule 16.2(1)). The proxy-holder must be an individual, so not a company (rule 16.2(8)). You can name more than one person, but they act as alternates and only one of them can act at a meeting (rule 16.2(7)).
Specific or continuing proxy
- Specific proxy: for one named meeting (rule 16.2(2)(a)). It can tell the proxy-holder exactly how to act, let them act without instructions, or do both (rule 16.2(3)). A proxy counts as a specific proxy for the meeting it names unless it says it is a continuing proxy (rule 16.2(4)).
- Continuing proxy: for the whole insolvency (rule 16.2(2)(b)). It lets the proxy-holder attend, speak, vote, abstain or propose resolutions without specific instructions (rule 16.2(5)). A proxy for a specific meeting can override it, and you can withdraw it by written notice to the office-holder (rule 16.2(6)).
What the blank proxy must contain
The blank proxy must say that the creditor named in it appoints the person named or identified as their proxy-holder (rule 16.3(2)). When it is sent to you, it must not already name anyone as proxy-holder, or as a nominee for the office-holder, or say how the proxy-holder should act (rule 16.3(4)). Use the form you were sent if you can: the chair can require a proxy used at the meeting to be the same as, or substantially similar to, the blank proxy sent for that meeting (rule 16.4(7)).
| Field | What to write | Rule |
|---|---|---|
| Who is appointing | The name and address of the creditor (you, or your company) | r16.3(3)(a) |
| Who will act for you | The name of the person you appoint, or another way of identifying them, such as "the chair of the meeting", which the rule gives as an example | r16.3(3)(b) |
| Which kind of proxy | A statement that it is either for one meeting, which must be named, or a continuing proxy for the whole case | r16.3(3)(c) |
| How to vote | For a proxy for one meeting only: whether the proxy-holder must vote a set way, abstain or propose a resolution | r16.3(3)(d) |
| A note on the form | A note saying it may be completed with the name of the person, or the chair of the meeting, who is to be proxy-holder | r16.3(5) |
How to return it
- A proxy for a specific meeting must be delivered to the chair before the meeting (rule 16.4(1)). The notice of the meeting must say that any proxy must be delivered to the convener or chair before it can be used (rule 15.8(3)(l)), so follow what the notice says.
- A continuing proxy must be delivered to the office-holder, such as the liquidator or administrator. It can be used at any meeting that begins after it is delivered (rule 16.4(2)).
- If the meeting is adjourned, the same proxy can be used when it resumes, and a different proxy for the resumed meeting must reach the chair before it starts (rule 16.4(3)).
- Send your proof of debt too, by the date in the notice, or your vote may be disregarded (rule 15.8(3)(e)).
Sources: Insolvency (England and Wales) Rules 2016, rule 15.3, rule 15.8, rule 16.2, rule 16.3, rule 16.4, rule 16.5 and rule 16.7, and the Insolvency Act 1986, section 100 (accessed 26 October 2026). General information, not legal or insolvency advice.
Proxy forms: common questions
Do I need a proxy if the decision is by correspondence or electronic voting?
A proxy is only used at a meeting: it lets someone act for you "at a meeting or meetings" (rule 16.2(1)). Creditors can be asked to decide by correspondence, electronic voting, a virtual meeting, a physical meeting or another procedure that lets all creditors take part equally (rule 15.3). Where the decision is sought at a meeting, the notice must come with a blank proxy (rule 15.8(5)).
Can I appoint the chair of the meeting as my proxy?
Yes. If a proxy appoints the chair, the chair may not refuse to act (rule 16.5(1)). At a creditors' meeting in an administration, a creditors' voluntary winding up, a winding up by the court or a bankruptcy, if the chair holds a proxy that tells them to vote for a resolution and nobody else proposes it, the chair must propose it unless they think there is good reason not to (rule 16.5(3)). If they do not, they must send you a notice of the reason as soon as reasonably practicable after the meeting (rule 16.5(4)).
Can my proxy-holder vote to pay themselves fees?
Not unless you tell them to. A proxy-holder must not vote for a resolution that would let them, or an associate, receive pay, fees or expenses from the insolvent estate, or that would fix or change that pay, unless the proxy specifically directs them to vote that way (rule 16.7(1) and (2)).
Will my vote count if I have not sent a proof of debt?
It may not. The notice of the decision must say by when you must have delivered a proof of your claim, "failing which a vote by the creditor will be disregarded" (rule 15.8(3)(e)). See our proof of debt template.
Does this template work in Scotland or Northern Ireland?
No. These rules are part of the Insolvency (England and Wales) Rules 2016, so this page covers England and Wales only.
Not sure which route fits?
Tell us briefly what’s happening. It is free and confidential. We do not offer a call-back; we reply by email when we can.
Send my situation, free and confidential
Free and no obligation. We are an independent information service. Getting in touch does not appoint an insolvency practitioner or create a professional engagement. This is general information from an independent service, not advice from an insolvency practitioner.