AGM Notice & Minutes.
Every company other than a one person company must hold an annual general meeting within six months of the end of its financial year, with no more than 15 months between two AGMs. We prepare the notice, explanatory statement and meeting documents, support the meeting, and write minutes that meet section 118 and Secretarial Standard SS-2, so your AOC-4 and MGT-7 filings follow cleanly.
Typically four to six weeks from board approval of the financial statements to the meeting, because the notice needs 21 clear days. Minutes are finalised within 30 days of the AGM.
A partner — a chartered accountant or company secretary — from the first call to sign-off.
Based on your situation, and fixed in writing before any work starts.
Is this for you?
- Private and public companies adopting audited financial statements
- Companies appointing auditors or re-appointing directors who retire by rotation
- Companies declaring a final dividend
- Companies holding the meeting by video conference
What you receive at the end.
- 01AGM notice with explanatory statement
- 02Proxy form, attendance slip and chairperson's script
- 03Minutes of the AGM in SS-2 format
- 04Certified copies of resolutions passed
- 05Schedule of post-AGM ROC filings
AGM Notice & Minutes, step by step.
Typically four to six weeks from board approval of the financial statements to the meeting, because the notice needs 21 clear days. Minutes are finalised within 30 days of the AGM.
- 1
Timeline planning
We work back from the AGM due date to schedule the audit, board approval of the financial statements and board's report, and dispatch of the notice.
- 2
Notice and statement
We draft the notice with ordinary and any special business and the section 102 explanatory statement, and send it at least 21 clear days ahead, or on shorter notice with the consent of at least 95% of members entitled to vote.
- 3
Meeting documents
We prepare the proxy form (MGT-11), attendance records, chairperson's script and, where applicable, e-voting and scrutiniser arrangements.
- 4
Meeting support
We support the meeting, physically or by video conference, and record quorum, proceedings and voting results.
- 5
Minutes and filings
We finalise minutes within 30 days and line up the follow-on filings: ADT-1 within 15 days, AOC-4 within 30 days, MGT-7 or MGT-7A within 60 days, and MGT-14 for any special resolution.
What we need from you.
Don't have everything yet? We send a short checklist after the first call and work with what you have.
- Audited financial statements, auditor's report and board's report
- Register of members and email addresses for dispatch
- Details of directors retiring by rotation and of the auditor's appointment
- Proposed dividend, if any
- Proposals for any special business
- Board resolution approving the notice
The fee depends on your situation. After a short call, the partner who will do the work tells you what's involved and gives you a fixed fee in writing — before any work begins.
- Government fees and statutory charges are billed at actuals.
- When you pay — upfront, in stages or on completion — is agreed in writing with the fee.
Questions about AGM Notice & Minutes.
Ready to discuss AGM Notice & Minutes?
30-minute confidential call — no proposal, no commitment. A partner will write back within one business day.