AGM Minutes Format — SS-2 Compliant Template
MINUTES OF THE {{agm_number}} ANNUAL GENERAL MEETING OF {{company_name}}
CIN: {{cin}} | Registered Office: {{registered_office}}
Held on {{meeting_date}} at {{meeting_place}}.
PRESENT
| Sl. | Name | Capacity |
|---|
| 1 | {{chairman_name}} | Director — Chairman of the meeting |
| 2 | ____________ | Director |
| 3 | ____________ | Statutory Auditor / representative [SS-2: the auditor attends the AGM unless exempted] |
| 4 | ____________ | Company Secretary |
Members present in person: {{members_present}}. Proxies present: {{proxies_present}}, representing ____________ equity shares. [The proxy register and the attendance register were available at the meeting.]
1. CHAIRMAN
{{chairman_name}}, Chairman of the Board, took the chair of the meeting in accordance with the articles of association read with Section 104 of the Companies Act, 2013.
2. QUORUM [Section 103]
The Chairman noted that the requisite quorum was present — being 2 members personally present for a private company; and for a public company, 5 members personally present where the total number of members does not exceed 1,000, 15 where it exceeds 1,000 but does not exceed 5,000, and 30 where it exceeds 5,000 — and called the meeting to order.
3. NOTICE AND REPORTS
With the consent of the members present, the notice convening the meeting was taken as read. The Auditor's Report on the financial statements for the year ended {{financial_year}} was read out [SS-2: the qualifications, observations or comments on financial transactions or matters having an adverse effect on the functioning of the company, if any, must be read out at the meeting].
4. ADOPTION OF FINANCIAL STATEMENTS
The audited financial statements for the financial year ended {{financial_year}}, together with the reports of the Board and the Auditors thereon, were considered. The following resolution was proposed by ____________ and seconded by ____________, and put to vote:
"RESOLVED THAT the audited financial statements of the company for the financial year ended {{financial_year}}, together with the reports of the Board of Directors and the Auditors thereon, be and are hereby received, considered and adopted."
On a show of hands, the resolution was carried unanimously / by the requisite majority.
5. OTHER ITEMS OF BUSINESS — RECORD OF VOTING
[Repeat the pattern of Item 4 for each remaining item — dividend, director retiring by rotation, auditor appointment (in the year it falls due), and any special business. Record for each item the text of the resolution, the mode of voting and the result:]
| Item | Type of resolution | Mode of voting | Votes for | Votes against | Result |
|---|
| ____________ | Ordinary / Special | Show of hands / Poll / Remote e-voting | ____________ | ____________ | Carried / Lost |
| ____________ | Ordinary / Special | Show of hands / Poll / Remote e-voting | ____________ | ____________ | Carried / Lost |
[Where a poll is demanded under Section 109 or e-voting applies, record the appointment of scrutiniser(s), and the number of votes cast for and against as per the scrutiniser's report. On a show of hands, do not record the number of votes.]
6. CONCLUSION
There being no other business, the meeting concluded with a vote of thanks to the Chair.
- SS-2 / Section 118 checklist: minutes of the general meeting must be entered in the minutes book within 30 days of the conclusion of the meeting, with pages consecutively numbered, and signed and dated by the Chairman of the same meeting within that period (or, in the event of the death or inability of that Chairman, by a director duly authorised by the Board).
- Preservation: minutes books of general meetings are to be preserved permanently; office copies of notices, agenda and related papers for as long as they remain current or for 8 financial years, whichever is later.
Date of entry in the minutes book: ____________
_______________________________
{{chairman_name}}
Chairman of the meeting
Date of signing: ____________
Place: __________________
