Drafting a notice for an annual general meeting always feels harder than it should. The date is set. The agenda is more or less settled. Still, the blank page sits there while you wonder if the wording sounds official enough, or whether you left out something the bylaws require.
Most AGM notices, once you strip away the formal dressing, follow a familiar shape. Each one opens with a short letterhead, states a clear meeting time and place, lists what needs a vote, and closes with a line from the board. Fifteen real examples sit below. They cover companies, associations, clubs, and community groups, so you can borrow the parts that fit your own meeting and skip the rest.
AGM Notice Samples
Each sample below is ready to use pretty much as it stands. Swap in your own organization’s name, dates, and agenda, then send it as is.
1. The Full Corporate Notice
Meridian Robotics Corporation
450 Harbor Boulevard, Suite 300, San Diego, California 92101
June 3, 2026
Dear Shareholder,
Notice of Annual General Meeting
Notice is hereby given that the Annual General Meeting of Meridian Robotics Corporation will be held on Thursday, July 23, 2026, at 10 a.m. Pacific Time at the company’s San Diego headquarters, to transact the following business.
Ordinary Business
1. Receive and approve the audited financial statements for the year ended December 31, 2025, along with the directors’ and auditors’ reports.
2. Re-elect Patricia Nolan and Marcus Webb as directors, each for a further three-year term.
3. Reappoint Kestrel and Finch LLP as auditors and authorize the board to set their pay.
Special Business
4. Approve an ordinary resolution raising the authorized share capital from ten million to fifteen million common shares.
A shareholder entitled to attend and vote may appoint a proxy to attend and vote in their place. Proxy forms must reach the registered office no later than 48 hours before the meeting starts.
By order of the Board,
Rachel Kim
Corporate Secretary
2. The Quick Email Version
Notice of Annual General Meeting for Hawthorne Consulting Group LLC
Hi everyone,
This note is to let you know the annual meeting for Hawthorne Consulting Group LLC is set for Monday, August 10, 2026, at 9 a.m. at the Hawthorne office on 220 Elm Street in Austin. The plan is to go over last year’s numbers, vote on renewing the lease for the downtown office, and confirm Thomas Reyes and Dana Whitfield for another year as managing members.
Anyone who cannot make it in person should reply to this email, and a video link will be sent over. Please let Dana know by August 3 if you plan to send a proxy in your place.
Thanks,
Thomas Reyes
Managing Member, Hawthorne Consulting Group LLC
3. The Nonprofit Member Notice
Bright Path Literacy Alliance
1140 Maple Avenue, Columbus, Ohio 43215
July 1, 2026
Dear Member,
Notice of Annual General Meeting
You are invited to the Annual General Meeting of Bright Path Literacy Alliance on Saturday, August 15, 2026, at 10 a.m. at the Columbus Public Library, Main Branch, 96 South Grant Avenue.
Business for the meeting
1. Review of the 2025 program report, including tutoring hours and the new evening reading circle.
2. Presentation of the year’s finances by Treasurer Angela Ruiz.
3. Election of three new board members to replace outgoing members completing their terms.
4. Open floor for member suggestions on next year’s programs.
A light lunch follows the meeting. Please let the office know by August 8 if you plan to attend so there is enough food for everyone.
Warmly,
Board of Directors
Bright Path Literacy Alliance
4. The HOA Notice
Willow Creek Homeowners Association
c/o Fairview Property Management, 3300 Ridgeline Drive, Denver, Colorado 80211
June 20, 2026
Dear Homeowner,
Notice of Annual General Meeting
The Annual General Meeting of the Willow Creek Homeowners Association will be held on Wednesday, July 29, 2026, at 6 p.m. in the community clubhouse at 88 Willow Creek Lane.
Items on the agenda
1. Approval of the 2025 financial report and the proposed budget for 2027.
2. Election of two board seats currently held by Diane Foster and Raymond Ochoa, both eligible for re-election.
3. A vote on the proposed rule change extending pool hours from 8 p.m. to 9 p.m. during summer months.
4. Update on the fence repair project along the east perimeter.
Owners unable to attend may submit a proxy form, available at the clubhouse office or by request from the management company. Proxies must be turned in before the meeting begins.
Sincerely,
Willow Creek HOA Board
5. The Condo Board Notice
Bayview Terrace Condominium Association
77 Shoreline Drive, Tampa, Florida 33602
May 28, 2026
Dear Owner,
Notice of Annual General Meeting
Notice is given that the Annual General Meeting of Bayview Terrace Condominium Association will take place on Tuesday, July 14, 2026, at 6 p.m. in the building’s second-floor conference room.
Business to be covered
1. Review of the 2025 reserve fund report and current balance of $184,000.
2. A vote on a special assessment of $1,200 per unit to cover roof replacement, following the contractor bids received in April.
3. Election of one board seat left open after a resignation earlier this year.
4. Discussion of updated parking assignments for the west garage.
Owners who cannot attend in person may join by phone using the number posted in the lobby, or submit a written proxy to the management office by July 10.
Regards,
Bayview Terrace Board of Directors
6. The Credit Union Notice
Prairie Trust Credit Union
500 Center Street, Wichita, Kansas 67202
April 10, 2026
Dear Member,
Notice of Annual General Meeting
Prairie Trust Credit Union will hold its Annual General Meeting on Thursday, May 21, 2026, at 5 p.m. at the credit union’s main branch community room.
Agenda
1. Report from the president on last year’s loan growth and member deposits.
2. Vote to approve two open seats on the volunteer board of directors.
3. Announcement of the new car loan rate program starting in June.
4. Drawing for three $100 savings bonuses among members who attend.
Light refreshments will be served, and every member who signs in gets entered into the drawing. Proxy voting is not available for this meeting under the credit union’s bylaws, so members are encouraged to attend in person.
Board of Directors
Prairie Trust Credit Union
7. The Housing Co-op Notice
Oakdale Housing Cooperative
14 Poplar Court, Portland, Oregon 97201
March 15, 2026
Dear Shareholder Member,
Notice of Annual General Meeting
The Annual General Meeting of Oakdale Housing Cooperative will be held on Saturday, April 25, 2026, at 11 a.m. in the community room at 14 Poplar Court.
Matters for discussion and vote
1. Approval of the 2025 audited statement prepared by Halvorsen and Cole Accounting.
2. A proposed increase in the monthly maintenance fee of $35 per unit, effective July 2026.
3. Update from the redevelopment committee on the proposed laundry room renovation.
4. Election of the cooperative’s treasurer for a two-year term.
Members holding proprietary shares may vote in person or send a written proxy to the co-op office no later than three days before the meeting.
By order of the Board,
Oakdale Housing Cooperative
8. The Casual Club Notice
Riverside Rowing Club
Hey everyone,
Annual General Meeting Notice
Our AGM lands on Sunday, June 7, 2026, at 4 p.m. at the boathouse. Bring a chair if you can, since seating inside is limited.
On the list this year is a look back at the spring regatta results, a vote on raising membership dues from $180 to $200 a year to cover the new erg machines, and electing a new equipment officer since Danny is stepping down after four years.
Stick around after for pizza. Let the club know by June 3 if you are coming so there is enough food.
See you there,
Riverside Rowing Club Committee
9. The Trade Group Notice
National Association of Independent Bakers
2200 Corporate Drive, Suite 150, Chicago, Illinois 60601
February 12, 2026
Dear Member,
Notice of Annual General Meeting
The Annual General Meeting of the National Association of Independent Bakers will be held on Wednesday, March 18, 2026, at 1 p.m. at the Chicago Marriott Downtown, followed by the spring trade showcase.
Business of the meeting
1. Review of membership numbers and the 2025 financial statement.
2. A proposed bylaw amendment allowing associate memberships for suppliers and equipment vendors.
3. Vote on raising annual dues from $250 to $275 starting in 2027.
4. Election of three regional representatives to the national board.
Members may vote by mail ballot if unable to attend, provided the ballot is postmarked by March 10. Ballots are included with this notice.
By order of the Board,
National Association of Independent Bakers
10. The Alumni Group Notice
Fairview High School Class of 2010 Alumni Association
Hi Fairview grads,
Notice of Annual General Meeting
Our AGM lands on Friday, August 21, 2026, at 7 p.m. over video call. The link goes out the week before to everyone on the mailing list.
On the table this year is the treasury update from the last reunion fund, ideas for the fifteen year reunion in 2027, and a vote to bring in two new committee members to replace Jenna and Mark, who are rolling off after a great run.
Reply to this note if you want to join the committee or just have thoughts on where to hold the reunion.
Talk soon,
Alumni Committee
11. The Church Meeting Notice
Grace Community Church
910 Chapel Road, Nashville, Tennessee 37203
January 8, 2026
Dear Church Family,
Notice of Annual General Meeting
The congregation’s Annual General Meeting will be held on Sunday, February 8, 2026, at 12 p.m. in the fellowship hall, right after morning service.
Items for the meeting
1. Presentation of the 2025 budget report by the finance committee.
2. Approval of the proposed 2027 ministry budget.
3. Election of two new deacons to serve alongside Pastor Wilkins.
4. Update on the roof repair fund and remaining goal of $8,000.
A potluck lunch follows right after, so bring a dish if you are able. Everyone in the congregation is welcome to attend and vote.
In Christ,
Grace Community Church Elders
12. The School PTA Notice
Lincoln Elementary PTA
Hi families,
PTA Annual General Meeting
Mark the calendar for Tuesday, September 9, 2026, at 6 p.m. in the school cafeteria. Free childcare is provided in the gym next door.
Plans include a look at last year’s fundraising total, plans for the fall book fair, and picking new volunteers for the room parent and hospitality roles. Snacks are provided, and kids are welcome.
Hope to see everyone there,
Lincoln Elementary PTA Board
13. The Union Local Notice
United Steelworkers Local 1234
450 Industrial Parkway, Pittsburgh, Pennsylvania 15222
September 5, 2026
Dear Member,
Notice of Annual General Meeting
The Annual General Meeting of United Steelworkers Local 1234 will be held on Sunday, October 4, 2026, at 2 p.m. at the union hall on Industrial Parkway.
Order of business
1. Report from the negotiating committee on the current contract talks with plant management.
2. Financial report from the local’s treasurer covering dues collected and the strike fund balance.
3. Election of the vice president and recording secretary, both up for a three-year term.
4. Discussion of proposed changes to overtime scheduling raised at the last shift meeting.
Members in good standing are eligible to vote. Proxy voting is not permitted under the local’s constitution, so showing up in person is the only way to have a say.
In solidarity,
United Steelworkers Local 1234 Executive Board
14. The Virtual Startup Notice
Nimbus Cloud Technologies, Inc.
88 Innovation Way, Seattle, Washington 98101
July 20, 2026
Dear Shareholder,
Notice of Annual General Meeting
Notice is given that the Annual General Meeting of Nimbus Cloud Technologies, Inc. will be held virtually on Thursday, August 27, 2026, at 9 a.m. Central Time. The meeting link goes out to registered shareholders three days before the meeting.
Business to be transacted
1. Review of the 2025 financial results and the report from CEO Devon Park.
2. Re-election of two board members, Sarah Litton and James Okafor.
3. Approval of an expanded employee stock option pool of 500,000 additional shares.
4. Ratification of Bram and Holt LLP as the company’s independent auditor.
Shareholders may vote online through the link provided or appoint a proxy using the form attached to this notice. Proxies are due 24 hours before the meeting starts.
By order of the Board,
Nimbus Cloud Technologies, Inc.
15. The Small Village Notice
Cedar Hollow Village Association
Neighbors,
Annual General Meeting Notice
The village association meets Saturday, October 17, 2026, at 3 p.m. at the old schoolhouse on Route 9.
On the agenda is the yearly report on well water testing results, a vote on chipping in $40 per household for spring road grading, and picking a new secretary since Ruth is moving out of state this winter.
Bring a dish for the potluck after. Coffee and cider are provided either way.
See everyone there,
Cedar Hollow Village Association
Wrapping Up
Fifteen different rooms show up above, from boardrooms to boathouses. Every notice still leans on the same handful of parts. There’s a clear date, a straightforward agenda, and a way for absent members to still cast a vote.
Pick the sample closest to your own group. Swap in your real names, dates, and numbers, then send it out today. The earlier it lands in inboxes and mailboxes, the more time your members get to actually show up.