Yes, a minimum of 21 "clear" days' notice is generally mandatory for an Annual General Meeting (AGM). This means 21 days excluding the day of service and the day of the meeting. A shorter notice period is allowed only if consented to by a specific high percentage of members (usually 95% or more).
It is best practice to give at least 21 days written notice of an AGM – explain the purpose of the meeting, give the order of business and include a reply slip seeking nominations for election to the committee. Typically there is a report made by the treasurer on the funds raised and how these have been spent.
The company must give a clear 21 days' notice to its members for calling the AGM. The notice should mention the place, the date and day of the meeting, and the hour at which the meeting is scheduled.
Notice and Participation
Every voting shareholder, director, and auditor must receive notice of the AGM at least 21 days before the meeting. Providing timely notice allows shareholders to review documents and prepare for informed participation.
Notice of AGM
The standard number of days is 21 or 28 but sometimes, it may be up to 45 days. Notice periods are important and must be adhered to. They need to be sent out no less than the number of days specified. It doesn't matter if the notice of meeting is sent ahead of the date, it must be sent by the date.
Requirements of an Annual General Meeting:
The Act provides that AGM shall be convened by giving 21 clear days' notice to all the members of the company. Further the Act also provides that an AGM can be called by sending a notice for a period shorter than 21 days to the members of the company.
AGM shall be held within a period of six months from the date of closing of the first financial year of the company i.e. 30th September.
Regulation 39 of Table A specifies that the accidental omission to give notice of a meeting to, or the non-receipt of notice of a meeting by, any person entitled to receive notice shall not invalidate the proceedings at that meeting.
To keep board meetings focused and on track, the Ohio Hospital Association makes sure that 80 percent of board members' time is spent discussing issues of strategic importance—and only 20 percent is devoted to business items.
Method of notice
(a) As well as notices being given to shareholders in person or by post, the Act has introduced provisions to make it easier for companies to circulate notices to shareholders by electronic means, including fax, email, or by posting on a website.
Organizations will have different rules based on the type of meeting. Individual bylaws will include which types of meetings require either formal notice or no notice at all and which meetings permit the board to offer a waiver of notice.
Here are three common mistakes to avoid: Neglecting summons and legal deadlines : An incorrectly convened AGM or convened after the deadline risks nullity. Any error in the form or convening deadline can call into question the Assembly deliberations.
Most groups will be required to hold their AGM on an annual basis, not longer than 15 months after their last AGM. Most groups will be required to advertise their AGM to their members 21 days in advance of the meeting. For example, via social media, leaflet drops, press releases or posters.
Email correspondence is usually accepted as “in writing” for contract and notice purposes-unless your contract says otherwise.
Check the minutes of the AGM before attending the AGM on the day and provide inputs as the minutes must be approved at the AGM (PMR 17(6)(f). Minutes must be made available to members 7 days after the Meeting = PMR 9(e).
Making the call
The directors must give at least 21 days' notice of the meeting to all members and the corporation's auditor (if it has one). The actual meeting could be held much later than the minimum 21 days' notice and will depend on what date is suitable for the members and directors.
As provided in para 1.2. 6 of secretarial standard-2, for the purpose of reckoning 21 days clear notice, the day of sending the notice and the day of Meeting shall not be counted. Further in case the company sends the notice by post or courier, an additional two days shall be provided for the service of notice.
An AGM requires 14 clear days' notice for a non-traded company. Traded companies require 21 clear days' notice, although public companies subject to the UK Corporate Governance Code must provide 20 working days' notice.
Under Section 96 of the Companies Act, 2013, companies must hold their AGM within six months from the end of the financial year. For FY 2024-25 (ending 31 March 2025), this means AGMs should have been completed by 30 September 2025 for most companies.
Once notice has been given for a general meeting or AGM the meeting cannot be postponed or cancelled unless the corporation's rule book has rules saying this can be done and how. If your rule book has no rule about it then the meeting cannot be postponed or cancelled – you must proceed to hold the meeting.
Consequences of Non-Compliance
If a company fails to hold the AGM within the deadline and doesn't secure an extension, the following penalties apply: Initial Penalty: A fine of up to ₹1,00,000 for the company and every officer in default.
A meeting of the Board shall be convened by giving not less than seven days' notice in writing to every director at his address registered with the company, and such notice shall be sent by hand or by post, or by electronic means.
What is the difference between the terms “agenda” and “notice”? A notice sets the time, place and date of a meeting, while the agenda refers to the topics that will be discussed at the meeting.
Request an amendment: If the secretary agrees that the minutes are inaccurate, they can amend them and circulate the revised version for approval. Address it at the next AGM: If the secretary is unwilling to amend the minutes, you can raise the issue at the next Annual General Meeting.