AGM agenda: example, format and template
The order of business for an annual general meeting in the UK, how much notice it needs and what the notice must include, with a worked example and a free Word template.
What is an AGM agenda?
An AGM agenda is the list of business for an annual general meeting. That's the yearly meeting where an organisation's members receive the accounts and vote on the things only they can decide, such as electing the committee or trustees. It goes out to members with the notice of the meeting, and the meeting takes the items in that order.
Unlike a committee or board agenda, it's the members who decide, not the people who run the organisation. And they can only decide what they were told about in advance. So the agenda isn't a working document to change on the day. It's part of the formal notice.
What goes on an AGM agenda, and in what order?
The AGM of a club, charity or members' association usually takes its business in this order:
- Welcome, apologies, proxies and quorum
- Notice of the meeting, usually taken as read
- Minutes of the last AGM, and matters arising
- The chair's report, or the trustees' annual report for a charity
- The treasurer's report and the accounts, with the auditor's or independent examiner's report
- Appointing the auditor or independent examiner, where the members make that choice
- Resolutions, in the order and words of the notice
- Elections: officers, committee members or trustees
- Members' questions, and any other business if your rules allow it
- Date of the next AGM, and close
The reports come before the votes so members have heard how the year went before they're asked to decide anything. Rule changes usually come before the elections, in case they change who can stand. Our agenda guide gives the same order in short.
A public company's AGM follows the business in its notice. That usually means receiving the accounts and reports, re-electing directors, reappointing the auditor and agreeing its fee, then any special resolutions.
Cricket club, south-east London
AGM agenda
Saturday 20 March 2027, 11am
The clubhouse, and by video link
secretary’s draft
Notice sent Friday 26 February 2027, with the accounts and nominations.21 clear days, as rule 14 needs
Close by 12.40
How much notice does an AGM need?
As much as your rules say, counted in clear days. A clear day excludes both the day the notice is given and the day of the meeting, so 21 clear days' notice for an AGM on Saturday 20 March 2027 means the notice must go out by Friday 26 February. If you send it by post or email, check whether your rules count it as given the day you send it or a day or two later.
Where there is no rule of your own, these are the usual minimums in the UK:
- Public companies: at least 21 days for an AGM.
- Private companies: at least 14 days for any general meeting, although most aren't required to hold an AGM.
- Charities: whatever the governing document says. The Charity Commission's model constitutions use 14 clear days, and where the rules are silent the Commission suggests at least three weeks.
- Clubs, societies and residents' associations: their own rules, which often say 14 or 21 days.
What must the AGM notice include?
The notice is the letter or email calling the meeting, and the agenda goes with it. Between them they should give:
- the date, time and place, and how to join if members can attend online
- every item of business, in enough detail that members know what will be decided
- the exact wording of any resolution, and for a company, which ones are special resolutions
- for a charity, the accounts and the trustees' annual report, or where to read them
- who is standing for election, and how to nominate if nominations are still open
- a proxy form, if your rules let members vote by proxy
A special resolution needs the most care. Under the Companies Act, a company's special resolution only counts if the notice set out its text and said it was a special resolution. Club and charity rules often make the same demand for changes to the rules. A public company's notice must also say that the meeting is its AGM.
Is any other business (AOB) allowed at an AGM?
Yes, but keep it to discussion. The Charity Commission recommends an item for any other business so members can raise new things on the day. It shouldn't be used to decide anything that wasn't in the notice. Members who stayed away because of what the agenda said were entitled to assume nothing else would be decided.
So treat any other business as a slot for questions and ideas. If something raised there needs a vote, the committee can take it up, or it can go on the agenda of the next general meeting. Some rules leave any other business off an AGM altogether, so check yours.
AGM agenda example
The agenda for the AGM of a members' cricket club in south-east London, in the order above. The club's rules require 21 clear days' notice and count an emailed notice as given on the day it's sent. A quorum is 20 members, and a rule change needs a two-thirds majority.
Saturday 20 March 2027, 11:00
The clubhouse, and by video link · Chair: RK · Secretary: JO
Sent by email on Friday 26 February 2027, with the accounts and nominations · 21 clear days, as rule 14 requires · Quorum: 20 members
- 1. Welcome, apologies and quorum
- 2. Notice of the meeting — taken as read
- 3. Minutes of the 2026 AGM and matters arising — for approval
- 4. Chair's report — questions from members
- 5. Treasurer's report and the 2026 accounts, with the independent examiner's report — to receive
- 6. To appoint the independent examiner for 2027
- 7. Ordinary resolution: that the senior subscription for 2027 be £195 (now £185)
- 8. Special resolution: that rule 6 be amended so the committee may co-opt up to two members — two thirds of votes cast needed
- 9. Chair, secretary, treasurer and four committee members — nominations closed on 12 February, candidates listed with the notice
10. Questions from members. Anything needing a vote goes to the committee or the next general meeting.
11. Date of the 2028 AGM · Close by 12:40
The full wording of rule 6, before and after, went out with the notice.
AGM agenda template
The template follows the order above, one page. Download the blank Word form, free and with no sign-up, or copy the worded version below into your own document and delete any heading you don't use.
[date], [start time]
[venue, and the video link if members can join online] · Chair: [name] · Secretary: [name]
Sent [date], with [the accounts, reports and nominations] · [number] clear days, as [rule or article] requires · Quorum: [number] members
Welcome, apologies, proxies and quorum
Notice of the meeting — taken as read
Minutes of the [year] AGM and matters arising — for approval
Chair's report, or the trustees' annual report
Treasurer's report and the accounts for [year], with the [auditor's / independent examiner's] report — to receive
To appoint [the auditor / independent examiner] for [year]
[Ordinary / Special] resolution: that [wording exactly as in the notice]
[Roles to be elected] — [candidates, as listed with the notice]
Questions from members
Date of the next AGM · Close by [time]
The minutes then follow the agenda's order, and our AGM minutes template is laid out to match. If your AGM runs on a video call, Sorinai can take the notes on your computer: it fills in your own template while the meeting runs, then writes the answers into your Word file when it ends. See how template filling works. Tell members at the start that the meeting is being recorded.
AGM agenda FAQ
Who has to hold an AGM in the UK?
A public company, within six months of the end of its financial year. A private company doesn't have to unless its articles say so. A charitable company needs one only if its governing document requires it, though most membership charities hold one each year, and the Charity Commission's model constitution for an association CIO requires one. Clubs, societies and residents' associations follow their own rules.
Who sets the AGM agenda?
The committee or board, usually drafted by the secretary with the chair. Members can often add a resolution by sending it in before a deadline in the rules, so it can go out with the notice. Under Robert's Rules, the agenda is a proposal until the meeting adopts it at the start.
Can an AGM be held online?
If your rules allow it. Many constitutions now allow meetings by video, or a hybrid with a room and a link, as long as everyone can hear, speak and vote. Put the link and the way to vote in the notice, and check the quorum counts members who join online.
How is a US annual meeting agenda different?
American nonprofits and associations usually follow their bylaws and Robert's Rules of Order, whose standard order of business runs: reading and approval of the minutes, reports of officers, boards and committees, special orders such as elections, unfinished business, then new business. The ideas are the same as a UK AGM, but new business there can include motions from the floor unless the bylaws require advance notice for them.
