Company General Meetings

PLEASE BE AWARE THAT THE ECONOMIC CRIME & CORPORATE TRANSPARENCY ACT 2023 IS BEING IMPLEMENTED IN PHASES AND MAY CHANGE SOME OF THE TEMPLATES BELOW.

This Company General Meetings section contains template documents for the different stages of holding a company general meeting of shareholders.

It includes:

notices of general meetings and annual general meetings (AGMs), setting out the date, time, place and business of the meeting
chairman’s scripts for use at the meeting
minutes to record what happened at the meeting and the resolutions passed
general meeting resolution formats to capture the decisions formally

When To Use These Templates

Use these templates when you are:

convening a general meeting of shareholders to approve specific business
holding an AGM for a public company or a private company that chooses to have one
recording the proceedings and decisions taken at a general meeting or AGM
running a hybrid general meeting with both in-person and online attendance
updating the articles to allow hybrid or virtual meetings and explaining these changes to shareholders

AGMs and Private Companies

All public companies must hold an Annual General Meeting (AGM). Private companies are no longer required to hold an AGM, but may choose to do so.

For companies that wish to hold an AGM, this section provides:

a Notice of Annual General Meeting, setting out the proposed business
a Chairman’s Script for the AGM
Minutes of Annual General Meeting to record the business conducted and resolutions passed

Hybrid and Virtual Meetings

This section also includes templates to support hybrid general meetings (where some shareholders attend in person and others join electronically), such as:

notices, chairman’s scripts and minutes for hybrid meetings
a form of proxy for hybrid meetings
an explanatory letter to shareholders about hybrid general meetings
a shareholders’ special resolution to amend the articles of association to allow hybrid/virtual meetings

📁 Templates In This Section

Conventional general meetings

Annual general meetings (AGMs)

Hybrid and virtual meetings

🔀 Document Toolkit: Typical Sequence (may vary)

Step 1 - Use board minutes to convene the general meeting (including any hybrid meeting).

Step 2 - Send the relevant notice of general meeting or AGM to shareholders, together with any proxy forms or explanatory letters.

Step 3 - Use the chairman’s script at the meeting itself.

Step 4 - Complete the minutes and, where appropriate, the resolutions format to record the decisions that were taken.

Each document in the Company General Meetings section is drafted to comply with the Companies Act 2006.

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