AGM preparation checklist for housing society committees

HousingMS Team · 1 Oct 2026 · 2 min read

The annual general meeting is where members review the year, approve the accounts and take decisions together. A well-prepared AGM is short and calm; a poorly prepared one goes on for hours. Use this checklist.

The exact rules — the deadline for holding the AGM, the notice period and the quorum — depend on your state's co-operative societies law and your registered bye-laws. Check them before you fix a date.

4–6 weeks before

• Close the books for the financial year and hand them to the auditor.
• Reconcile the bank account for every month of the year.
• Prepare the income & expenditure statement and balance sheet.
• List major works and contracts of the year (painting, lift, waterproofing) with amounts.

2–3 weeks before

• Fix the date, time and venue.
• Draft the agenda — confirmation of last minutes, adoption of audited accounts, budget, appointment of auditor, and any special items.
• Send the notice of the meeting with the agenda to every member, within the period your bye-laws require.
• Share the audited accounts with members in advance.

1 week before

• Prepare a statement of dues and the list of defaulters.
• Print or share flat-wise ledgers for members who ask.
• Collect written questions from members so answers can be prepared.

On the day

• Keep an attendance register and check the quorum.
• Record resolutions clearly — who proposed, who seconded, the decision.

After the meeting

• Write and circulate the minutes.
• Publish decisions as a notice to all residents.
• Update maintenance rates if the general body approved a change.
• File the minutes and audited accounts in the society's document records.

How HousingMS saves time

HousingMS reports give you the income & expenditure, balance sheet, member ledger and collection reports ready to export; the dashboard shows dues at a glance; notices reach every resident instantly; and minutes and audited accounts can be stored in the document vault with version history. If the AGM changes your rates, update the charges once and the next month's bills follow automatically.