Annual General Meeting (AGM) Board Pack

Under English company law, each newly incorporated company is required to hold its first annual general meeting within eighteen months of incorporation. Thereafter, it will be required to hold an annual general meeting (AGM) in each calendar year with no more than fifteen months elapsing between any two annual general meetings.

An AGM is a meeting of the shareholders of a company at which the directors of the company present the company’s annual financial statements to the shareholders and seek certain approvals from its shareholders for matters such as the appointment and re-appointment of directors, the remuneration of directors, the appointment and re-appointment of auditors, the remuneration of auditors, and other similar matters.

A set number of days’ notice must be given to shareholders of an AGM. However, that notice period can be reduced with the consent of 90% or more of the shareholders and the company’s auditors.

Assuming that the notice of the meeting is validly served, the meeting can be convened if there is a quorum of shareholders present at the meeting.

A shareholder can attend and vote in person at the annual general meeting of the company or can appoint a third party known as a proxy to attend and speak on his behalf at the annual general meeting. Proxies must be appointed in writing using a prescribed form.

At the AGM itself, votes will be cast by a show of hands, or where properly demanded, a poll can be carried out in which case shareholders will usually have one vote for each share they hold.

Once the EGM has concluded, appropriate returns will need to be made to the Companies Registration Office.

Full details in respect of each of the above matters are contained in the EGM pack.

This AGM pack contains all the documents, instructions and guidance necessary to properly approve the company’s financial statement and convene an AGM in accordance with the law.

This annual general meeting pack has been carefully prepared by solicitors and is procedurally laid out to help you easily navigate this simple streamlined process.

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