AGM minutes are the official record of an annual general meeting. They list how many members attended, whether the quorum was met, who chaired, each agenda item (usually accounts, auditor, budget and elections), the resolution passed on each item and how the vote went. Unlike ordinary meeting minutes, AGM minutes are approved by the members, usually at the next general meeting. Below is a format you can copy and a filled-in sample from a housing society AGM.
This works for housing societies, resident welfare associations, clubs, trusts and member associations. A company AGM follows the same shape, with stricter legal requirements.
How AGM minutes differ from committee minutes
A managing committee meeting has a handful of people. An AGM is a meeting of all members, so three things matter more:
- Attendance as a number. Record how many members attended (and how many by proxy, if your rules allow proxies) against the total, and confirm the quorum. Keep the signed attendance sheet with the minutes.
- Resolutions put to the members. Adopting the accounts, appointing the auditor and approving the budget are decided by the members, not the committee.
- Elections. If the committee is elected at the AGM, the minutes record who was elected and how.
For committee and board meetings, see our board meeting minutes format.
AGM minutes format (copy this)
MINUTES OF THE ANNUAL GENERAL MEETING
Organisation: [Name, registration number if any]
AGM for year: [e.g. 2025-26]
Date and time: [Date, start time]
Venue: [Place]
Chair: [Name, role]
Minutes by: [Name, role]
ATTENDANCE
[Number] members present in person, [number] by proxy,
out of [total] members. Quorum: [met / not met].
1. CONFIRMATION OF PREVIOUS AGM MINUTES
[Confirmed / confirmed with corrections]
2. ANNUAL REPORT
[One or two lines; resolution]
3. AUDITED ACCOUNTS FOR [YEAR]
Resolution: [text] Vote: [for / against / abstain]
4. APPOINTMENT OF AUDITOR FOR [YEAR]
Resolution: [text] Vote: [...]
5. BUDGET / MAINTENANCE CHARGES FOR [YEAR]
Resolution: [text] Vote: [...]
6. ELECTION OF COMMITTEE (if due)
[Names elected, and how: unopposed / by vote]
7. ANY OTHER BUSINESS
[Items taken up with the chair's permission]
ACTION ITEMS
[Task] | [Owner] | [Due date]
Meeting closed at [time] with a vote of thanks.
Chair: ____________ Secretary: ____________ Date: ______A filled-in sample
Green Park Co-operative Housing Society — Annual General Meeting, 2025-26
Sunday 20 September, 11:00 am, Society Clubhouse. Chair: Mr. Mehta (Chairman). Minutes: Ms. Fernandes (Secretary).
Attendance: 46 members present in person and 6 by proxy, out of 120 members. The quorum was present.
1. Previous AGM minutes. The minutes of the AGM held on 22 September last year were read and confirmed.
2. Audited accounts for 2025-26. The Treasurer presented the audited accounts. Members asked about the increase in lift maintenance costs; the Treasurer explained the new contract. RESOLVED THAT the audited accounts for 2025-26 be adopted. Passed: 49 for, 2 against, 1 abstaining.
3. Auditor. RESOLVED THAT the current auditor be reappointed for 2026-27. Passed unanimously.
4. Maintenance charges. The committee proposed no increase this year. RESOLVED THAT maintenance charges remain unchanged for 2026-27. Passed unanimously.
5. Any other business. Members raised visitor parking. The committee will bring a proposal to the next general meeting.
Action items
| Task | Owner | Due |
|---|---|---|
| File the adopted accounts as required | Treasurer | As per the society's filing date |
| Draft a visitor parking proposal | Secretary | Next general meeting |
The meeting closed at 12:40 pm with a vote of thanks to the chair.
What the secretary should keep with the minutes
- The notice of the AGM and the agenda, as sent to members.
- The signed attendance sheet and any proxy forms.
- The accounts and reports that were presented.
- The signed minutes, once approved.
The notice period, quorum, proxy rules and filing deadlines come from your bye-laws, constitution or the law that applies to your organisation, and they differ between states and types of body. This post is a format guide, not legal advice. Check your own rules.
Writing AGM minutes from a recording
AGMs are long, many people speak, and the secretary has to follow every resolution while also answering members' questions. Recording the meeting helps. With MeetNotes, you put a phone near the front, press record, and when the meeting ends you get a summary, the decisions and action items, and a transcript that shows who said what. It handles meetings where members switch between Hindi, English or other languages. The secretary checks each resolution against the transcript, fixes the wording and exports a PDF or Word file to circulate. Announce the recording at the start and note it in the minutes.
For how much detail to include, see how long meeting minutes should be, and for everyday meetings the standard MoM format.
FAQ
What should be included in AGM minutes?
The organisation's name, date, time and place, who chaired, the number of members present and by proxy, confirmation of quorum, confirmation of the previous AGM minutes, each agenda item with its resolution and vote, election results if any, action items, and the closing time and signatures.
Who approves AGM minutes?
The members approve them, usually at the next general meeting, after which the chair signs them. Many societies also circulate the draft soon after the AGM so members can point out errors early. Check your bye-laws for the exact process.
Do AGM minutes need to record everything members said?
No. Record the decisions, the votes, and any dissent a member asks to have noted. Questions can be summarised in a line. A recording or transcript can be kept separately to check the draft.
