How to Prepare for Your Annual General Meeting (AGM) in Singapore

Did you know that late filing of AGM documents and annual returns is one of the top compliance offences in Singapore, costing companies hundreds of dollars in fines each year?

If you are an SME owner, director, or company secretary, preparing for an Annual General Meeting (AGM) can feel overwhelming — especially if it’s your first time. The process requires strict attention to AGM requirements the Accounting and Corporate Regulatory Authority (ACRA) sets, careful planning of documents, and timely filings.

This guide explains step-by-step how a company in Singapore can prepare for an AGM, the documents required, compliance tips, and how to avoid costly penalties.

TL;DR: Preparing an AGM in Singapore

• Check requirements: Not all companies need to hold an AGM — confirm with ACRA rules.
• Prepare documents: Financial statements, directors’ report, auditor’s report, AGM notice, and proxy forms.
• Draft agenda: Include financials, director appointments, dividends, and any special resolutions.
• Run the meeting: Ensure quorum, present reports, allow Q&A, and vote transparently.
• Post-meeting filing: Record minutes, file annual returns with ACRA within 30 days, and carry out approved resolutions.
• Pro tip: Partner with Grof to stay on top of Singapore’s corporate compliance requirements without stress.

Step 1: Understand the AGM Requirements in Singapore

Before you prepare, you need to know whether your company must hold an AGM at all.

According to ACRA, private companies can skip AGMs if:

• All shareholders agree in writing to dispense with it, or
• The company sends financial statements to shareholders within five months after the financial year end, and
• The company files its annual return on time.

If your company must hold an AGM, keep these deadlines in mind:

• First AGM – Within 18 months of incorporation.
• Subsequent AGMs – At least once every calendar year, with no more than 15 months between two AGMs.

✅ Tip: Mark these dates on your corporate calendar to avoid last-minute stress.

Step 2: Gather the Necessary AGM Documents

Preparing the right paperwork ensures your meeting runs smoothly. A Singaporean company requires the following AGM documents:

• Financial Statements – Audited or unaudited, depending on company type.
• Directors’ Report – Summarises company activities and performance.
• Auditor’s Report (if applicable) – Mandatory for companies meeting audit requirements.
• Notice of AGM – Must be sent to all shareholders at least 14 days before the meeting.
• Proxy Forms – Allow shareholders who cannot attend to appoint someone else.

👉 Keep copies of these records neatly filed, as they form part of your company’s statutory records under the Companies Act 1967.

Step 3: Draft the Agenda and Resolutions

A clear agenda makes your AGM efficient and productive. Typical agenda items include:

1. Approval of the previous AGM minutes.
2. Presentation of financial statements.
3. Appointment or re-appointment of directors.
4. Appointment or re-appointment of auditors (if required).
5. Approval of dividends.
6. Discussion of special resolutions (e.g., amendments to constitution).

Prepare draft resolutions in advance. Ensure the wording is clear, concise, and legally sound to avoid any future disputes. Shareholders can then review them ahead of the meeting, which minimises confusion and saves time during discussions.

Step 4: Conduct the AGM

On the day of the meeting, good governance is key. Follow these steps:

• Appoint a chairman – Usually the board chair or a director.
• Check quorum – Ensure the minimum number of shareholders are present, either in person or by proxy.
• Present financials – Walk shareholders through the financial statements and reports.
• Encourage questions – Give shareholders a chance to raise concerns or seek clarification.
• Vote on resolutions – Record votes and ensure transparency.

A well-run Singaporean company conducting an AGM properly demonstrates good corporate governance and inspires confidence in your stakeholders.

Step 5: Post-AGM Filing and Compliance

Once the AGM ends, your compliance duties continue. You must:

1. Prepare minutes – Record all decisions, votes, and discussions. File them securely.
2. File annual returns – Submit your annual return using the BizFile+ website within 30 days of the AGM. This includes company particulars, directors, shareholders, and financial statements.
3. Execute resolutions – For example, if dividends were approved, distribute them promptly.

Warning: Late filing can attract fines ranging from $300 to $600 per breach. Staying on top of Singapore’s corporate compliance and obligations saves your business money and protects its reputation.

👉 Need a deeper dive? Read our full guide here: Annual Return Filing for Small Businesses in Singapore

Why Partner with Grof for AGM Compliance?

Preparing for an AGM doesn’t have to be stressful. By following these five steps — understanding AGM requirements ACRA sets, preparing the right documents, drafting an agenda, conducting the meeting properly, and filing post-documents — you can run a smooth and compliant AGM.

Working with a trusted partner like Grof ensures your company’s AGM obligations are handled seamlessly, helping you avoid penalties and focus on growth.

As an experienced corporate secretarial services provider, we help you:

• Draft and circulate AGM notices.
• Prepare statutory records and resolutions.
• File annual returns with ACRA.
• Stay fully compliant with the Companies Act 1967.

Our team of professionals handles every detail, from drafting resolutions and taking meeting minutes to ensuring timely filing with ACRA.

 

Frequently Asked Questions

1. What is the main purpose of an AGM?

   The Annual General Meeting (AGM) is a mandatory yearly gathering where a company's shareholders meet to review the company's financial health and performance. A core activity is the presentation of the annual report, which compares the company's results against the previous financial year.

2. Is it mandatory to hold an AGM every year?

   Yes. Every company, except a One Person Company (OPC), must hold its Annual General Meeting (AGM) within six months of the end of its financial year. 

3. When must AGM be held in Singapore?

   • Query successful

   Try again without apps

   The AGM must be held annually, with the specific deadline determined by the company's status: Listed companies must hold their AGM within four months after the financial year end, while non-listed companies must hold it within six months after the financial year end.