An AGM is the yearly general meeting where a company's members approve the accounts and handle routine business. Every company except a One Person Company must hold one each year. The usual deadline is six months after the financial year ends, with no more than fifteen months between two AGMs, and notice must reach members at least 21 clear days ahead.
Last reviewed: 17 October 2026. Facts checked. We opened one compliance guide (SetIndiaBiz) on AGM requirements and ran web searches on sections 96 and 101. The opened guide has internal inconsistencies, which we avoided. We did not open the section text, since India Code and the MCA PDF returned 403 errors. We left out penalty amounts and the filing deadlines for AOC-4 and MGT-7 because the sources disagreed, and we link our own articles for those. We did not check current MCA circulars on virtual AGMs.
What the AGM is for
It is the members' yearly meeting with the Board. They receive the financial statements, the directors' report and the auditor's report, and vote on routine items. The statutory auditor is also on the agenda. See Section 139.
When to hold it
| Item | Rule from the pages we opened |
|---|---|
| Who must hold | Every company except a One Person Company |
| First AGM | Within nine months of the close of the first financial year |
| Later AGMs | Within six months of the close of the financial year |
| Gap | Not more than fifteen months between two AGMs |
| Example | For a March year-end, the later-AGM date is 30 September |
| Extension | The Registrar may extend an AGM other than the first by up to three months, for special reasons |
A company does not get an extension just by applying. The SetIndiaBiz guide says the application goes on Form GNL-1 before the original due date. It also says no extension is available for the first AGM.
Notice
Section 101 asks for 21 clear days' notice. Clear days leave out the day the notice goes out and the day of the meeting. Notice goes to members, directors and the auditor. Per the SetIndiaBiz guide, it also goes to debenture trustees.
Shorter notice is possible with consent. For an AGM, search results said consent of at least 95 percent of members entitled to vote. We did not see the statute text, so confirm the wording and any exemption for private companies.
Place and timing
The SetIndiaBiz guide says the meeting is held at the registered office or within the city, town or village where it is located. Virtual meeting relief has come through MCA circulars, and the guide says one such relief ran only until 30 September 2025. Check the current circular before planning a virtual AGM.
Ordinary business and special business
Ordinary business in the guide covers:
- adopting audited financial statements and the directors' and auditor's reports,
- declaring a dividend,
- appointing directors who retire by rotation,
- appointing auditors and fixing their pay.
Everything else is special business and needs an explanatory statement with the notice. Auditor pay under section 142 is fixed by the company in general meeting, or as the meeting decides, per a search excerpt.
What happens after the AGM
- Minutes are prepared, and a search result on section 118 says they are signed and entered within thirty days.
- Financial statements are filed with the ROC on AOC-4. See AOC-4 due date and filing.
- The annual return follows. See MGT-7 and MGT-7A.
- Special resolutions are filed separately on the relevant form.
The records to keep
- Notice, with proof of dispatch to every member, director and the auditor.
- Explanatory statement for special business.
- Attendance register and proxies.
- Signed minutes in the minutes book.
- Scrutiny or voting records where voting is used.
- Copy of the filed forms and challans.
Our AGM notice template and AGM minutes template cover the paper trail. The company due date finder shows the dates for your year-end.
Common slips
- Counting 21 days instead of 21 clear days, so the notice is short by two days.
- Forgetting to send notice to the auditor.
- Putting an item under ordinary business that is really special business, with no explanatory statement.
- Applying for an extension after the deadline has passed.
- Not keeping proof of dispatch to every member.
- Signing minutes late because the draft sat with one director.
Timeline for a March year-end
- Audit sign-off and Board approval of accounts.
- Fix the AGM date, leaving room for 21 clear days.
- Send notice, with the auditor copied.
- Hold the AGM by 30 September, or apply for an extension in time.
- File AOC-4 and MGT-7 on their own deadlines.
Frequently Asked Questions
What is the AGM deadline?
Six months after the financial year ends for a regular AGM, and nine months for the first. Gaps cannot exceed fifteen months.
How much notice is needed?
21 clear days, unless the required consent for shorter notice is obtained.
Can an AGM be extended?
The Registrar can extend by up to three months, except for the first AGM. Apply before the due date.
Does a One Person Company need an AGM?
No. The guide we opened exempts One Person Companies.
What is special business?
Any business at the AGM that is not ordinary business. It needs an explanatory statement.
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