Extra-Ordinary General Meeting
An EGM is called whenever a matter needs shareholder approval before the next AGM — a name change, capital alteration, or any decision requiring a special or ordinary resolution outside the annual cycle.
An Extra-Ordinary General Meeting is convened by the board, or by members holding the requisite voting power, to pass a resolution that can't wait for the next AGM. It requires at least 21 days' clear notice to members, unless a shorter notice is consented to by the required majority, and must meet the applicable quorum before any resolution — ordinary or special — can be validly passed. Resolutions passed are recorded in minutes and, for special resolutions, filed with the ROC through Form MGT-14 within 30 days.
What this service covers
Every element of convening and conducting a compliant EGM.
- Drafting the board resolution to convene the EGM
- Preparing the notice and explanatory statement
- Confirming quorum requirements before the meeting
- Drafting ordinary and special resolutions
- Recording minutes of the meeting
- Filing Form MGT-14 for special resolutions passed
Key components
What a properly convened EGM requires.
Notice
At least 21 clear days' notice to all members, unless shorter notice is validly consented to.
Quorum
The minimum number of members required to be present for the meeting to validly proceed.
Resolutions
Ordinary resolutions need a simple majority; special resolutions need at least 75% of votes cast.
Our process
From initial consultation to completion.
Board Approves the EGM
The board resolves to convene the meeting and approves the notice.
Issue Notice
Send notice with the explanatory statement to all members within the required timeframe.
Conduct the Meeting
Confirm quorum, present resolutions, and record the voting outcome.
Record Minutes & File MGT-14
Finalise minutes and file special resolutions with the ROC within 30 days.
Why EGM procedure is strictly followed
What sets our approach apart.
Defective notice can invalidate resolutions
Missing the 21-day notice period, or an incomplete explanatory statement, can be grounds to challenge resolutions passed at the meeting.
Quorum failures halt the meeting
If quorum isn't met within the prescribed waiting time, the meeting stands adjourned, which delays whatever the EGM was meant to approve.
MGT-14 has a hard filing deadline
Special resolutions must be filed within 30 days of passing — we track this alongside the meeting itself so nothing is missed.
Extra-Ordinary General Meeting questions answered
What people ask before engaging us.
Need to convene an EGM?
We'll handle the notice, quorum checks, minutes and MGT-14 filing.
