If your club has held its annual general meeting, the next step is to make sure there is a clear and accurate written record of what happened.

This AGM minutes template for a club will help you record attendance, reports, decisions, elections, motions, and actions in a professional format that can be kept on file and approved at the next AGM.

For sports clubs, community organisations, youth clubs, and voluntary groups, good AGM minutes are an important part of club governance and administration.

Related: Club AGM Meeting Template

What are AGM minutes?

AGM minutes are the formal written record of a club’s annual general meeting.

They summarise the business discussed, the reports presented, the decisions made, and the outcomes of any elections, motions, or votes. They are usually taken by the secretary and then approved at the next annual general meeting.

AGM minutes do not need to be a word-for-word transcript. Instead, they should provide a clear and accurate record of:

• when and where the AGM took place
• who attended
• what business was dealt with
• what decisions were made
• who was elected
• whether any actions were agreed

Why AGM minutes matter

AGM minutes are important because they:

• provide an official record of the meeting
• support transparency and accountability
• show what decisions were agreed by members
• help the committee follow up on actions
• create a reference point for future meetings
• support good club governance

Well-written minutes can also help avoid disagreements later, especially where elections, motions, constitutional amendments, or financial matters were discussed.

What should be included in AGM minutes?

A club AGM minutes template should usually include the following:

1. Club name

Clearly state the name of the club or organisation.

2. Date, time, and venue

Record when and where the AGM took place.

3. Names of those present

List the members who attended, or note that an attendance sheet was used.

4. Apologies

Record any apologies received.

5. Name of the chairperson

State who chaired the meeting.

6. Approval of previous AGM minutes

Record whether the previous AGM minutes were approved.

7. Reports presented

Note the annual report, secretary’s report, chairperson’s address, and treasurer’s report, as relevant.

8. Financial matters

Record that the financial statements were presented and whether they were adopted or accepted.

9. Elections

Record the names of those elected to officer and committee positions.

10. Motions and amendments

Note any motions proposed, seconded, discussed, and either passed or defeated.

11. Any other business

Summarise any additional items raised.

12. Closing time

Record when the AGM ended.

AGM minutes template for a club

Below is a sample AGM minutes template you can copy and adapt.

Sample AGM Minutes Template

[Club Name]
Minutes of Annual General Meeting
Date: [Insert date]
Time: [Insert time]
Venue: [Insert venue]

1. Present
[List names of members present or state that an attendance sheet was circulated.]

2. Apologies
[List apologies received.]

3. Opening of the meeting
The Chairperson, [Insert name], opened the meeting and welcomed those present.

4. Minutes of previous AGM
The minutes of the previous Annual General Meeting, held on [Insert date], were presented.

Proposed by: [Insert name]
Seconded by: [Insert name]

It was agreed that the minutes were a true and accurate record.

5. Matters arising
[Insert summary of any matters arising from the previous AGM minutes.]

6. Secretary’s report / Annual report
[Insert summary of the secretary’s report or annual report.]

The report was adopted.
Proposed by: [Insert name]
Seconded by: [Insert name]

7. Treasurer’s report / Financial statements
[Insert summary of the treasurer’s report and financial position.]

The financial statements were adopted.
Proposed by: [Insert name]
Seconded by: [Insert name]

8. Chairperson’s address
[Insert summary of the chairperson’s remarks.]

9. Elections
The following officers were elected:

• Chairperson: [Insert name]
• Secretary: [Insert name]
• Treasurer: [Insert name]
• PRO: [Insert name]
• Committee Members: [Insert names]

10. Motions / Resolutions
[Insert details of motions considered and whether they were carried or defeated.]

11. Constitutional amendments
[Insert details of any proposed amendments and outcomes.]

12. Membership fees / subscriptions
[Insert any decision made regarding membership fees.]

13. Any other business
[Insert summary of any other business discussed.]

14. Closing of the meeting
There being no further business, the meeting closed at [Insert time].

Signed: ____________________
Chairperson

Date: ____________________

Signed: ____________________
Secretary

Date: ____________________

Short AGM minutes template

For smaller clubs, this simplified format may be enough.

Simple AGM Minutes Format

[Club Name] AGM Minutes
Date:
Time:
Venue:

Present:
Apologies:

1. Welcome by Chairperson
2. Previous AGM minutes approved
3. Annual report presented
4. Treasurer’s report presented
5. Elections held
6. Motions discussed
7. Any other business
8. Meeting closed

How to write AGM minutes properly

Be accurate

Minutes should reflect what was actually decided, not personal opinions or side discussions.

Be clear and concise

Keep the language simple and professional. Record the key points and outcomes without unnecessary detail.

Record decisions, not every sentence

The purpose of AGM minutes is to show what happened and what was agreed. They are not a full transcript of the meeting.

Note proposers and seconders where relevant

For approvals, adoptions, and motions, many clubs like to record who proposed and seconded the item.

Record election outcomes carefully

Names and positions should be written clearly and checked for accuracy before the minutes are finalised.

Store the minutes safely

Approved AGM minutes should be kept with the club’s governance and meeting records.

Common mistakes in AGM minutes

Writing too much

Minutes should not try to capture every comment made during the meeting.

Writing too little

At the same time, they should still show what reports were presented, what decisions were made, and what the outcomes were.

Leaving out motions or election results

This can create confusion later and weaken the official record.

Failing to record approvals

If members approved minutes, reports, or financial statements, the minutes should state that clearly.

Using informal language

AGM minutes are formal club records and should be written in a professional style.

Who should take AGM minutes?

In many clubs, the secretary takes the minutes. If the secretary is unavailable, another committee member may be asked to do so.

Whoever records the minutes should:

• understand the agenda
• know the names of the main officers and members
• listen for decisions and outcomes
• check spellings of names
• prepare the final written record promptly after the meeting

AGM minutes and the club constitution

Your constitution may set out specific rules about:

• how AGM minutes are approved
• who signs them
• who keeps them on file
• whether they must be circulated to members
• how motions and amendments must be recorded

It is always a good idea to check your constitution and follow the club’s established procedure.

Final thoughts

Using a proper AGM minutes template helps your club keep a reliable and professional record of its annual general meeting.

It supports better governance, makes future reference easier, and helps the committee show exactly what happened, what was approved, and what decisions were made.

If you are preparing for the meeting as well as recording it afterwards, see our AGM Agenda Template for a Club for a matching agenda format.

FAQ

What are AGM minutes?

AGM minutes are the formal written record of a club’s annual general meeting, including reports, decisions, elections, and motions.

Who writes AGM minutes for a club?

In most clubs, the secretary writes the AGM minutes, although another person may do so if needed.

Do AGM minutes need to include every discussion?

No. AGM minutes should record the main business and decisions, not every word spoken.

Should AGM minutes include who proposed and seconded motions?

Many clubs include the proposer and seconder for key decisions, especially where formal approval or adoption is required.

When are AGM minutes approved?

AGM minutes are usually approved at the next annual general meeting, unless the club follows a different procedure in its constitution.