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.
Read on to learn more about the AGM meaning and definition, and what needs to be included in your notice to stay compliant with the law.
What is an annual general meeting (AGM)?
An annual general meeting (AGM) is a yearly gathering of shareholders to discuss the performance and strategic direction of a company.
Under the Companies Act 2006, public companies, and private companies that have traded, are required by law to hold an AGM.
Private limited companies that haven’t traded may choose whether or not to hold an AGM. That being said, the articles of association may require them to.
What is a notice of AGM template?
If your private limited company is planning an AGM, you must notify your members with specific information at least 14 clear days before the date of the AGM.
Be sure to check the company’s articles though as it may require a longer notice period.
A notice of AGM template helps you to create a document to share with your members, making sure you include all the right information.
What’s included in a notice of AGM?
A notice of AGM template usually includes space for you to enter your company name and number, and the details of when and where the AGM will be held.
Next, there’s likely to be a section for you to outline the main purposes of the meeting, including example descriptions of some of the issues typically discussed at an AGM (for example, receiving accounts and appointing directors).
The notice must include:
- signature from the chairman, director, or secretary
- date and time
- duration of meeting
- venue
- company’s registered office
You can also add any other agenda items or rules that members need to be aware of.
How to use an AGM notice template
A notice of AGM template provides you with a basis for preparing your own document.
You should go through the template carefully and adapt it to fit your business. You should refer to your company’s articles of association to make sure you’re complying with any annual general meeting guidelines.
You might also want to include an AGM agenda template so your members know what to expect from the meeting.
How to run an annual general meeting
A typical AGM agenda might include:
- welcome and apologies
- minutes from the previous AGM
- performance overview
- financial report
- directors’ report
- auditors’ report
- appointment and reappointment of directors and/or auditors
What are your tips for running a successful annual general meeting? Let us know in the comments below.
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