Posting of Annual Report and Notice of AGM (2024)

FAQs

How do I announce an AGM? ›

Produce a notice giving details about the AGM and mail all your members. This should include date, time, duration, venue, and information about the elections of officers. You could include the whole agenda or just highlight one or two items.

Your report could cover:

Any successes, developments or project completions. Any challenges you encountered – what you would change if given the opportunity. Suggestions for work to be carried over to the next year. Acknowledge any people who have supported you in your role.

An AGM is a formal, mandatory meeting held once per year.

A report is presented by the company directors, to all company members and shareholders. The meeting is an opportunity for these interested parties to discuss company affairs over the last year.

We also recommend using an email marketing tool such as MailChimp to create a well-designed email where you can track open and click rates to ensure your AGM is getting the attention it needs for RSVPs and to guarantee quorum. Note: make sure your contact list is up to date!

The notice must state: • the date, time and place of the meeting; • the agenda (what will be discussed and voted on at the meeting); and • that a member may appoint someone to attend and vote instead of the member (this person is known as a proxy, see below).

Like all important documents, an annual report should also include an introduction. This introduction doesn't have to be long or detailed but should cover information such as a mission statement that outlines what the company does, how it does it, and why it does it.

Use clear, precise, and unambiguous writing. Maintain a professional and unbiased position throughout the document. The content of the annual report should be transparent and honest.

An AGM of a private company which is not a traded company requires 14 clear days' notice, compared with 21 clear days for an AGM of a non-trading public company.

What makes an AGM invalid? ›

Disclosure of Information: Companies must provide shareholders with adequate information about the topics to be discussed, including financial status, current strategy, and governance matters. Insufficient disclosure may render the AGM invalid.

An AGM can be called at a notice period shorter than 21 days if at least 95% of the members entitled to vote in the meeting agree to the shorter notice. The consent may be given in writing or through electronic mode.

Mode of Issuing Notice

Notice may be served by various modes, such as hand delivery, post, facsimile, e-mail or any other electronic means. Notice may even be sent through courier. However, if the Articles of the company prescribe the mode by which Notice has to be given, it should be given accordingly.

If your private limited company is holding an annual general meeting (AGM), you need to give members at least 14 days' notice. A notice of annual general meetings template can help you to make sure you're giving your members the right information about when and where the meeting will take place.

Procedure to Hold an AGM

The company must give a clear 21 days' notice to its members for calling the AGM. The notice should mention the place, the date and day of the meeting, and the hour at which the meeting is scheduled. The notice should also mention the business to be conducted at the AGM.

I am pleased to invite you to the [Year] Annual General Meeting of [Insert club/association name here], which will be held on [Date of AGM] at [Time] in [Location]. Included in this invitation is the agenda for current meeting and the minutes from the last AGM.