Gera Tools

AGM / Shareholder Meeting Notice Builder

Generate a formal notice of Annual General Meeting for companies

Creates a formal notice of Annual General Meeting with the meeting date and location, standard agenda items such as accounts, dividend, director elections and auditor appointment, plus proxy voting instructions. Not legal advice.

How much notice is required for an AGM?

In the UK, a private or public company must give at least 21 clear days' notice for an AGM unless all members entitled to attend and vote agree to shorter notice (a public company AGM cannot be shortened). Check your articles and jurisdiction — periods vary.

Issue a compliant notice of AGM

Every company with shareholders must convene a general meeting and give proper notice of it. The notice tells members when and where the meeting is, what business will be transacted, and how to appoint a proxy if they cannot attend. This builder assembles a formal AGM notice from your inputs, including the standard ordinary business and a proxy paragraph.

How it works

A notice of AGM has a fixed structure that the builder reproduces:

  1. Heading — the company name and registered number, and the words “Notice of Annual General Meeting”.
  2. Convening line — a statement that the meeting will be held on a given date, time, and at a stated venue or virtual link.
  3. Agenda / business — numbered resolutions. Ordinary business covers receiving the accounts, declaring the dividend, re-electing directors, and re-appointing the auditors. Special business lists any additional or special resolutions.
  4. Proxy notice — a paragraph informing members of their right to appoint a proxy, that the proxy need not be a member, and the deadline (commonly 48 hours before) for lodging the proxy form.
  5. Sign-off — “By order of the board”, the company secretary’s name, and the date.

Tips and example

Allow the full statutory notice period — counting clear days, which excludes both the day of posting and the day of the meeting. State the record date that determines who may vote. Mark each resolution as ordinary or special so members understand the threshold. Include the proxy lodging deadline prominently; many companies require it 48 hours before the meeting. A typical resolution reads: “Resolution 3 (ordinary): To re-elect A. Director, who retires by rotation, as a director of the company.”