Minutes – Annual General Meeting (AGM)

What are AGM Minutes and when should you use them?

An AGM gives members an opportunity each year to meet the directors, ask questions and get information about the company.

The main business conducted at the AGM is to:

• review the company’s financial statements;
• fill vacancies on the board of directors;
• appoint auditors (where applicable);
• and declare a dividend (a payment to members).

The AGM may also discuss and vote on other matters.

Check out our guide on board meetings to find out more

These Annual General Meeting Minutes include the following:

• Confirmation that the notice of the AGM was sent to relevant parties.
• Approval of minutes of preceding general meeting or acknowledgement that there were no outstanding minutes.
• Retirement and re-election of a director or a note that the Constitution did not require retirement and re-election by rotation.
• Note of the availability for inspection of Directors’ Service Contracts and the register of Directors’ Interests.
• Approval of Accounts.

There are specific procedural requirements for an AGM which are set out in he Companies Act 2014, so its important you manage it correctly.

To help you do that check out our AGM checklist 

What else might you need?

Members of a company have the right to receive notice of an AGM.

The notice should be sent at least 21 days before the AGM is held (not including the day the notice is sent or the day of the meeting).

This period is called the ‘notice period’.

A company is only allowed to give shorter notice if the company auditors and all the members entitled to attend and vote at the meeting agree.

The company may:

• hand the written notice to a member in person;
• send the notice by post;
• or send the notice electronically, if the company’s rules allow.

If the company’s rules do not allow the company to send notice electronically of an AGM, the members may change the rules.

To do so, the company must put a proposal to members to vote on at an AGM or Extraordinary General Meeting (EGM).

At least 75% of those voting at the AGM must approve the change.

If you need to issue a Notice you can find our Notice of an AGM template here