AGM notice wording template

How to use this: check your governing document’s notice rules first, then adapt this wording. Send it to everyone entitled to notice, in the required way and timeframe.

Notice of Annual General Meeting — [Charity name]

Notice is given that the Annual General Meeting of [Charity name] will be held
on [date] at [time], at [venue / online joining details].

The business of the meeting will be:
1. Apologies for absence.
2. To approve the minutes of the last Annual General Meeting.
3. To receive the trustees' annual report and accounts for the year ended
   [year-end date].
4. To elect trustees [and officers], and note any retirements.
5. [Any resolutions — set out the exact wording to be voted on.]
6. Any other business notified to the secretary in advance.

[If members may appoint a proxy, include the proxy arrangements and deadline
required by your governing document.]

By order of the trustees,
[Name], [Role]
[Date of notice]

Note: your governing document governs the notice period, who receives notice, quorum and proxy rules. This wording supports those requirements; it does not override them.