Notice of annual general meeting template
The annual general meeting is the yearly meeting at which a public company accounts to its members. The notice of AGM convenes that meeting and sets out the business to be considered. Because the AGM is a members meeting with statutory content, the notice needs to be precise about timing, business, and the wording of any resolution.
When a public company holds an AGM
Section 250N of the Corporations Act requires a public company to hold its first AGM within 18 months of registration, and after that to hold an AGM at least once each calendar year and within 5 months after the end of its financial year. The notice of AGM is the document that calls the meeting within that window. A proprietary company is not generally required to hold an AGM.
Business of the AGM
Section 250R sets out business that is usually transacted at an AGM, including the consideration of the financial report, the directors report, and the auditors report. For a listed company, the business includes a non-binding advisory vote on the remuneration report. The notice should list the items of business clearly and set out the full wording of any resolution, including any special resolution, so members can decide how to vote.
Key fields in the template
- Company name and ACN - A heading identifying it as a notice of annual general meeting - Date, time, and place or method of attendance - The items of ordinary business, including consideration of the reports - Any resolutions, with full wording - Proxy information and the deadline for lodging a proxy - The date of the notice and who gave it
A sample structure
Notice is given that the annual general meeting of [Company] Limited will be held on [date] at [time] at [place or method].
Ordinary business:
1. To receive and consider the financial report, the directors report, and the auditors report for the year ended [date] 2. [Other ordinary business]
Resolutions:
3. "That [exact wording]."
A member entitled to attend and vote may appoint a proxy. Dated [date]. By order of the board, [name], company secretary.
Good practice
Schedule the AGM so it falls within the section 250N window, and give notice in the manner and period required by the company type and the constitution. List the business clearly, set out resolutions in full, and include the proxy form and lodging deadline. Keep a record of when and how the notice was given.
Generate this in Quorum
Quorum tracks the AGM timing window from the entity record, so you never miss the section 250N deadline, and builds the notice with the ordinary business and resolution wording. It keeps the notice, the board pack, and the minutes for the AGM together. This helps you comply and supports your obligations. The company remains responsible for compliance.
Part of the Cohiva platform
Quorum is part of the Cohiva platform. Learn more at [www.cohiva.com](https://www.cohiva.com). For resolutions that need signing, [Cohiva Sign](https://www.cohiva.com) provides e-signatures on board resolutions.