AGM minutes template: annual general meeting minutes to copy into Word

The Loro team Updated October 15, 2026 8 min read

In short

AGM minutes record how members were notified, who attended and who sent apologies, whether there was a quorum, the chair's and treasurer's reports, the vote on the accounts, the elections, and each resolution with its vote. The template below works for a club, a charity, an association or a company's general meeting, and you can paste it straight into Word or Google Docs. Your constitution or articles set the quorum, the majorities and who signs; for UK companies, the Companies Act adds a few rules (below). If the AGM is held by video call, Loro takes the notes without a bot; if it's in person, you can dictate the minutes afterwards with Ctrl + Win (fn on a Mac).

What goes in AGM minutes

Your constitution, rules or articles come first. Within them, AGM minutes usually have these parts:

Meeting details: organization, date, time, place or link, who chaired and who took the minutes.
Notice: when and how members were told about the meeting.
Attendance, apologies and quorum: how many members were present, any proxies if your rules allow them, the apologies received, and whether there was a quorum.
Minutes of the last AGM: approved as a true record or corrected.
Matters arising from those minutes.
Chair's report, in a few lines.
Treasurer's report and accounts, and the vote to approve them.
Elections: officers and committee members, with the votes for each candidate.
Resolutions: each one as voted, who proposed and seconded it, and the count for, against and abstaining.
Any other business, if your rules allow it.
The time the meeting closed, and the chair's signature.

What the law says (UK companies)

If your organization is a company in the UK, the Companies Act 2006 has three rules worth knowing:

Section 336: only public companies, and private companies that are traded companies, must hold an AGM. Many clubs, charities and other nonprofits hold one anyway, because their constitution says so.
Section 355: every company keeps the minutes of all its general meetings for at least 10 years from the date of the meeting.
Section 356(4): minutes of a general meeting signed by the chair of that meeting are evidence of what happened at it.

If your club, charity or association isn't a company, or isn't in the UK, its constitution and the law where it's registered set the rules. If the minutes will go to a regulator, a bank or a court, ask a solicitor or a lawyer what they need to show.

Template to copy

ANNUAL GENERAL MEETING MINUTES

Organization: 
Date:                  Time:                 Place or link: 
Chair:                                       Minutes by: 
Notice sent on:                              How: 

1. ATTENDANCE, APOLOGIES AND QUORUM
Members present:          Proxies (if allowed):          Total: 
Apologies: 
Quorum under the constitution or articles? 
Attendance list: attached

2. MINUTES OF THE LAST AGM
Minutes of:                      Approved?             Corrections: 

3. MATTERS ARISING
- 

4. CHAIR'S REPORT
- 

5. TREASURER'S REPORT AND ACCOUNTS (year ending:              )
Opening balance:                 Income: 
Expenses:                        Closing balance: 
Accounts approved?    For:        Against:        Abstained: 

6. ELECTIONS
Role:                    Candidates and votes: 
Role:                    Candidates and votes: 

7. RESOLUTIONS
- Resolution: 
  Proposed by:                   Seconded by: 
  For:            Against:          Abstained:           Result: 
- Resolution: 
  Proposed by:                   Seconded by: 
  For:            Against:          Abstained:           Result: 

8. ANY OTHER BUSINESS
- 

Meeting closed at: 

SIGNED AS A TRUE RECORD
________________________          Date: ______________
Chair

A full example

ANNUAL GENERAL MEETING MINUTES

Organization: Larchwood Tennis Club
Date: Wednesday 7 October 2026     Time: 7:30 pm     Place: clubhouse
Chair: Martin Webb                     Minutes by: Gemma Lloyd (secretary)
Notice sent on: 9 September 2026       How: email and clubhouse noticeboard

1. ATTENDANCE, APOLOGIES AND QUORUM
Members present: 48       Proxies: 6         Total: 54
Apologies: 12 members (names on the attached list)
Quorum under the constitution: yes (30 needed).
Attendance list: attached

2. MINUTES OF THE LAST AGM
The minutes of 9 October 2025 were approved as a true record.

3. MATTERS ARISING
- The resurfacing of court 3, agreed last year, was finished in June.

4. CHAIR'S REPORT
- Membership went from 197 to 214. Court 3 was resurfaced, and the
  junior team reached the county final.

5. TREASURER'S REPORT AND ACCOUNTS (year ending 31 August 2026)
Opening balance                          £18,420
Income                                   £41,350
  Subscriptions                          £32,600
  Court hire and coaching                 £6,150
  Social events                           £2,600
Expenses                                 £37,980
  Court 3 resurfacing                    £14,500
  Ground rent and rates                   £9,200
  Coaching and balls                      £6,000
  Utilities                               £5,830
  Insurance                               £2,450
Closing balance                          £21,790
Accounts approved?    For: 51      Against: 0      Abstained: 3

6. ELECTIONS
Chair: Priya Shah, unopposed. Elected.
Treasurer: Tom Hughes 33 votes, Owen Price 19, abstained 2.
Elected: Tom Hughes.
Committee (3 places): Ben Carter, Aisha Rahman and Owen Price, unopposed.
Elected.

7. RESOLUTIONS
- Resolution 1: raise the adult annual subscription from £160 to £175
  from 1 January 2027.
  Proposed by: Tom Hughes          Seconded by: Aisha Rahman
  For: 39         Against: 11       Abstained: 4         Result: carried
- Resolution 2: install LED floodlights on courts 1 and 2, up to £12,000,
  paid from reserves and a grant application.
  Proposed by: Ben Carter          Seconded by: Priya Shah
  For: 46         Against: 5        Abstained: 3         Result: carried

8. ANY OTHER BUSINESS
- A member asked for a beginners' session on Saturday mornings. The new
  committee will look at it in November.

Meeting closed at: 9:05 pm

SIGNED AS A TRUE RECORD
________________________          Date: ______________
Martin Webb, chair

Tips for minutes that get used

List apologies apart from absences. Members who sent apologies told you in advance; write their names or attach the list.
Count proxies separately, if your rules allow them, and write the total next to the quorum.
Put a number on every vote, and check that it adds up to the members present plus proxies.
Write each resolution exactly as voted, with the amounts and dates in it: "from £160 to £175 from 1 January 2027".
Put the totals of the accounts in the minutes and attach the full accounts.
Keep them with your other minutes. UK companies keep them for at least 10 years; a club or a charity should follow its constitution.

How to draft them with Loro

Many AGMs happen in a hall or a clubhouse. For those, dictate the minutes afterwards:

Download Loro for free for Windows or Mac.
Open the minutes in Word or Google Docs, hold Ctrl + Win (fn on a Mac) and go through the agenda item by item. For example, you say: "uh, Tom Hughes was elected treasurer, um, and Owen Price joined the committee". Loro types: "Tom Hughes was elected treasurer, and Owen Price joined the committee."
Check every vote against the attendance list and the proxies.

If the AGM is a video call, click Take notes when Loro asks. No bot joins the call, so tell everyone at the start that you're taking notes; the audio isn't stored. When you hang up, ask in the note's question bar for "the AGM minutes with attendance and apologies, the reports, the accounts vote, the elections and each resolution with its vote".

Add your members' names to your dictionary so they come out right. Loro helps you write the draft; approving and signing the minutes is up to the people your constitution or the law name.

Try Loro for free

Dictate in any app and get notes from your meetings, with no bot. For Windows and Mac, no card needed.

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Frequently asked questions

What should AGM minutes include?

The date and place, how members were notified, attendance and apologies, the quorum, the approval of last year's minutes, the chair's and treasurer's reports, the vote on the accounts, the elections, each resolution with its vote, any other business, and the chair's signature. Your constitution or articles may ask for more.

Is there an AGM minutes template for Word?

The one on this page. Click "Copy", paste it into Word or Google Docs, and fill it in. The full example shows what each part looks like for a club.

Who signs AGM minutes?

Usually the chair, as a true record, often once the next meeting has approved them. Your constitution or articles may say otherwise. For UK companies, minutes of a general meeting signed by the chair of that meeting are evidence of what happened at it (Companies Act 2006, s.356(4)).

Does every company have to hold an AGM?

Not in the UK: under the Companies Act 2006 (s.336), only public companies, and private companies that are traded companies, must hold one. Many clubs, charities and other nonprofits hold an AGM because their constitution requires it. Outside the UK, check your country's law and your bylaws.

What's the difference between an AGM and other general meetings?

The AGM is the yearly meeting of all members, with the reports, the accounts and the elections. Other general meetings, sometimes called special or extraordinary general meetings, are called for a specific decision. Your constitution or articles say who can call one and how much notice members get.

How long should we keep AGM minutes?

UK companies keep the minutes of their general meetings for at least 10 years from the meeting (Companies Act 2006, s.355). Clubs, charities and associations should follow their constitution; keeping every set of minutes together means anyone can check what was decided and when.

Sources

legislation.gov.uk, Companies Act 2006, section 336, checked October 15, 2026.
legislation.gov.uk, Companies Act 2006, section 355, checked October 15, 2026.
legislation.gov.uk, Companies Act 2006, section 356, checked October 15, 2026.

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