Process to hold an Annual General Meeting (AGM)

Updated 1 year ago by Junie Zhu

To hold its Annual General Meeting (AGM), a company can either choose the form of paper meeting or physical meeting.

Sleek can assist you in the process of holding the Annual General Meeting. You may refer to the following steps below:

Steps for a paper Annual General Meeting (AGM)

  1. Company (or Sleek as accountant) will need to provide the finalised financial statements at least 2 weeks before the deadline to hold AGM. (The deadline to hold AGM: within 6 months after FYE or if extension is filed, within 8 months after FYE.)
    If a company is dormant and fulfils the requirements to be exempted from preparing financial statements, the company shall still provide its management accounts for tabling at the AGM.
  2. Sleek Corporate Secretary team will prepare and send the following documents for signature. The documents will be signed through SleekSign. You may refer to this article on how to SleekSign a document.

General list of AGM documents (documents may vary depending on structure of company):

  • Directors’ resolutions to amongst others, to approve the financial statements and approve holding of AGM (to be signed by all directors)
  • Statement by small company exempted from audit requirements (to be signed by all directors)
  • Statement by dormant company exempted from audit requirements (to be signed by all directors)
  • Notice of AGM (to be signed by a director)
  • Consent to short notice (if notice is less than 14 days from date of AGM) (to be signed by all members)
  • Written Agreements on sending and/or auditing of financial statements less than 14 days from date of AGM (to be signed by all members and auditors - if applicable)
  • Minutes of AGM (to be signed by chairman and attendees of AGM)
  • Annual Declaration (to be signed by 1 director)
  1. Respective directors and members will need to sign the Financial Statements and AGM documents.
  2. Company (or Sleek as accountant) will provide XBRL format of financial statements for filing with ACRA (if applicable).
  3. Sleek Corporate Secretary team will file the Annual Return with ACRA. The Annual Return should be filed:
    1. within 7 months after the end of FYE or if extension is filed, or
    2. within 9 months after the end of FYE.

Steps for a physical Annual General Meeting (AGM)

  1. Company (or Sleek as accountant) will need to provide the finalised financial statements at least 2 weeks before the deadline to hold AGM. (The deadline to hold AGM: within 6 months after FYE or if extension is filed, within 8 months after FYE.)
    If a company is dormant and fulfils the requirements to be exempted from preparing financial statements, the company shall still provide its management accounts for tabling at the AGM.
  2. Sleek Corporate Secretary team will prepare and send of Directors’ resolutions to amongst others, to approve the financial statements and approve holding of AGM.
  3. After the Directors’ resolutions have been signed, the financial statements shall be circulated to:
    1. Two Directors to sign the Statement by Directors (if applicable) and,
    2. The company’s auditors to sign the Independent Auditor’s report (if applicable)
  4. After the financial statements have been signed by all parties, the notice of AGM shall be prepared by sleek and signed by a Director. The notice of AGM shall include:
    1. The details of the proposed AGM (i.e. date, time and venue) and
    2. The agenda of the AGM (i.e. re-election of Directors, payment of dividends)
  5. Company should circulate Notice of AGM and financial statements to all persons entitled to receive notice of general meetings.
If less than 14 days notice is given, a consent to short notice shall be prepared and circulated to all members of the company for signature.

Plus, if less than 14 days notice is given, or the audit of the financial statements is less than 14 days (applicable when the company requires audited accounts), written agreements shall be prepared and circulated to all members (and to the auditors if the company has appointed any) for signature.
  1. After the AGM has been held on the proposed date, the minutes of AGM shall be prepared by Sleek Corporate Secretary team and send for signature. The minutes of AGM shall be circulated and signed by the Chairman of the meeting and all person(s) who attended.
  2. Company (or Sleek as accountant) will provide XBRL format of financial statements for filing with ACRA (if applicable).
  3. Sleek Corporate Secretary team will file the Annual Return with ACRA. The Annual Return should be filed:
    1. Within 7 months after the end of FYE, or
    2. If extension is filed, within 9 months after the end of FYE.


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