Society meeting notice format

Use this to call a general meeting of a housing society or residents' association, with the date, place and agenda.

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[NAME OF HOUSING SOCIETY OR ASSOCIATION] [Address] NOTICE OF GENERAL BODY MEETING Date: [Date] All members are informed that a general body meeting of the society will be held as below: Day and date: [Day and Date of Meeting] Time: [Time] Place: [Venue] Agenda: 1. [Agenda Item 1, for example to read and confirm the minutes of the last meeting] 2. [Agenda Item 2, for example to approve the accounts for the year 2025-26] 3. [Agenda Item 3, for example to decide on repainting the building] 4. Any other matter with the permission of the chair. All members are requested to attend on time. Members who wish to raise a point may give it in writing to the secretary by [Last Date for Points]. By order of the managing committee [Name of Secretary] Secretary

When to use this notice

Use this when the managing committee calls members together to decide something: accounts, repairs, elections, new rules. A meeting notice is a record as much as a message. If a decision is questioned later, the first paper people ask for is the notice, to see whether members were told properly and in time.

Before you send it

Check your society's bye-laws for how many days' notice a general meeting needs and how the notice must be delivered. The bye-laws, and your state's law for societies, come first.
List every matter that needs a decision. Decisions on matters not on the agenda are often challenged later.
Put the notice on the notice board and also send it to every member in the way the bye-laws say.
Keep a signed copy with the date it was displayed.

How to put it up

Follow your bye-laws on who may call the meeting, how much notice members must get and how it must be delivered. Usually it goes on the notice board and to every member, by hand, post, email or the residents' group as the bye-laws allow. Keep the signed office copy with the date of display, and a list of how each member was informed.

Mistakes that make a notice fail

An agenda that says only "any other matter". Members can object that they were not told what would be decided.
No time, or no exact place, for the meeting.
Issued by someone who has no authority under the bye-laws to call a meeting.
Sent only on a chat group when the bye-laws ask for a written notice.

This is a general format, written by us, to save you time. If the school or society has its own printed form, use that form. Last checked: 11 November 2026.

More notice formats

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