An annual general meeting report sample for a housing society has four core parts: the AGM Notice and Agenda, the Secretary's Annual Report, the Chairman's Report, and the Audited Financial Statements. Together, these documents give every resident a clear picture of how the society was managed and where the money went over the past year. If your managing committee is getting ready for an upcoming AGM, this guide covers every section with ready-to-use templates and practical tips that work for cooperative housing societies across India.
Why the Annual General Meeting Report Matters?
As per the respective State Cooperative Societies Acts, all registered housing societies have to conduct their Annual General Meeting within 6 months from the end of the financial year, preferably by 30th September. The audited accounts and the committee reports shall be sent to all members at least 14 days before the date of the meeting.
Good reports will create trust. But if it's incomplete, they create confusion and often unnecessary disputes between the residents and the committee.
Read also: Housing Society AGM Rules
What does an Annual General Meeting Report Sample Cover?
A well-prepared Annual General Meeting sample covers four sections. Here is what each one includes:
1. Notice and Agenda: The formal invitation to the meeting, listing the date, time, venue, and the exact agenda items to be discussed.
2. Secretary's Annual Report: A narrative account of what the managing committee did during the year, covering membership changes, maintenance work completed, statutory compliances, and community events. The secretary report for AGM template in this guide covers all these sections.
3. Chairman's Annual Report: A high-level overview of the society's administrative health, financial discipline, community achievements, and plans for the year ahead. The AGM chairman's report example, further below, follows a format that works across most cooperative housing societies.
4. Financial Statements: The audited numbers, including the Receipts and Payments Account, the Income and Expenditure Account, and the Balance Sheet.
Supporting documents to attach alongside these four: the Auditor's Report, the Proposed Budget for the next year, and a Defaulters List showing members with pending maintenance dues.
Read also: Financial Statement of Cooperative Society
AGM Notice and Agenda: A Working Template
[Society Name / Letterhead]
Reg. No.: [Society Registration Number]
Address: [Society Address]
NOTICE
Notice is hereby given that the [Number] Annual General Meeting of [Society Name] will be held on [Day, Date] at [Time] at [Venue] to transact the following business:
AGENDA
- Welcome: Opening address by the Chairman.
- Previous AGM Minutes: To read and confirm the minutes of the last Annual General Meeting.
- Secretary's Report: To receive, discuss, and adopt the Annual Report on the activities of the society for the preceding financial year.
- Financials: To receive, consider, and adopt the audited Balance Sheet and Income and Expenditure Statement for the year ending 31st March [Year].
- Auditor Appointment: To appoint the Statutory Auditor for the ensuing financial year and fix their remuneration.
- Maintenance and Dues: To review the status of maintenance dues and decide on recovery measures for defaulters.
- Any Other Business: To discuss any other matter with the permission of the Chair.
By Order of the Managing Committee,
[Signature]
[Name of Secretary],
Honorary Secretary Date: [Date of Notice]
Legal note: A quorum requires at least 2/3rd of the total members or 20 members, whichever is less, to be physically present. Proxies are typically not permitted under standard cooperative bylaws.
Secretary Report for AGM Template
The secretary report for AGM template is often the most personal document of all. It should read as an honest account of the year, written in clear language that any resident can follow, not a dense legal submission.
SECRETARY'S ANNUAL REPORT
Name of the Society: [Insert Full Society Name]
Financial Year: [e.g., April 1, 2025 to March 31, 2026]
Dear Members,
It gives me great pleasure to welcome you all to the [Number] Annual General Meeting of our society. On behalf of the Managing Committee, I present this report covering the activities, administrative progress, and milestones of our community during the past financial year.
Membership Status
- Total Number of Flats/Units: [Number]
- Occupied Units: [Number]
- New members added during the year: [Number]
- Resigned or transferred: [Number]
The managing committee held [Number] meetings this year to ensure smooth day-to-day administration.
Maintenance and Facility Management
Our primary focus remained on maintaining the structural integrity and cleanliness of our premises. Key updates during the year include:
- Water Supply: Regular monitoring and maintenance of underground and overhead water tanks.
- Security: Upgraded our security system with [e.g., CCTV at key entry points / new visitor management software].
- Electrical and Plumbing: Routine servicing of lifts, power backups, and common area lighting.
- Waste Management: Continued operation of the society's waste segregation and disposal program.
Major Repairs and Capital Improvements
To protect property value and improve living conditions, the following projects were completed this year:
- [e.g., Waterproofing of Terrace Blocks A and B]
- [e.g., Exterior painting of all wings]
- [e.g., Upgrades to the children's play area]
Community Events
It was an active year on the community front. Residents came together for:
- Independence Day and Republic Day flag hoisting
- Festival celebrations, including Diwali, Holi, and Christmas
- Senior citizen gatherings and children's sports events
Statutory Compliances
The statutory audit for the financial year [Year] has been completed by [Auditor Name]. Income Tax Return (Form ITR-5) and GST returns were filed within the required deadlines.
Future Plans
The proposed focus areas for the incoming committee include:
- [e.g., Installation of a rainwater harvesting system]
- [e.g., Revision of the parking allotment policy]
- [e.g., Upgrading CCTV network with AI-enabled cameras]
Acknowledgements
My sincere thanks to the Chairman, Treasurer, and all managing committee members for their time and dedication. Thank you to our security and housekeeping staff, and to all residents for your cooperation and active participation.
Warm Regards,
[Your Name],
Honorary Secretary [Society Name]
Date: [Date] | Place: [Location]
Tip: Use this secretary report for AGM template as a starting point each year. Updating it is much faster than writing from a blank page, and it keeps the structure consistent across AGM cycles.
Chairman Report for AGM: Structure and Sample
The chairman's report at AGM sets the tone for the entire meeting. It is a high-level view of the society's year and should be warm, honest, and forward-looking. This sample chairman report for AGM will help secretaries and committee members to understand what the right format looks like. The template below follows the structure used by cooperative housing societies across India.
[Name of the Housing Society] Chairman's Annual Report for the Year Ending [e.g., 31st March 2026]
Dear Members,
On behalf of the Managing Committee, I welcome you to the [Number] Annual General Body Meeting of our society. This agm chairman's report example covers our key achievements, maintenance highlights, and the plans we are proposing for the year ahead.
Society Administration
Our society maintained strong occupancy this year. All routine membership transfers were completed, and we have stayed in regular communication with local governing bodies to ensure compliance with cooperative bylaws.
Financial Overview
The Managing Committee maintained strict fiscal discipline throughout the year. Our Treasurer will present the full audited accounts at this meeting. Overall, we are in a stable financial position. I request all the residents to pay their monthly maintenance by the [e.g., 5th] of each month to avoid interest penalties.
Repairs, Maintenance, and Upgrades
Providing a safe and clean environment for all residents remained our top priority this year.
- Structural Audit: Completed as required under statutory guidelines.
- Common Areas: Upgraded lighting to energy-efficient LEDs; completed painting of [specific block or wing].
- Water and Security: Regular water tank cleaning was carried out; security surveillance systems were maintained as scheduled.
Community Initiatives
We successfully organised our annual festivals, including Diwali and Independence Day celebrations, with strong participation from residents across all wings. Our waste segregation program continued to function well throughout the year.
Future Plans
The Managing Committee proposes the following for the coming year:
- Lift Modernisation: Upgrading elevator panels to improve safety and reduce breakdowns.
- Parking Optimisation: Revised layout to better accommodate visitor vehicles.
- Security Enhancements: AI-enabled CCTV cameras for improved coverage.
Acknowledgements
I am immensely thankful for all the efforts of our Honorary Secretary and Treasurer. Thanks a lot, residents, for your faith, cooperation and active participation in society affairs.
Warm regards,
[Your Name], Chairman,
[Name of Housing Society]
Date: [Date of AGM]
Note: The chairman's report at AGM does not need to be long. Two to three pages is standard. The important thing is that it is clear, honest, and gives members a fair idea of how the year went before the detailed financial discussion starts. Use this AGM chairman’s report example as a template and change the specific project names, wing details and future proposals to reflect your society’s actual year.
AGM Financial Report Example: Templates
The AGM financial report example below follows the cooperative society format. Fill in the gaps with your actual audited numbers.
1. Receipts and Payments Account (Cash Basis)
This shows all actual money coming in and going out during the financial year.
| Receipts (Inflow) | Amount (₹) | Payments (Outflow) | Amount (₹) |
| Opening Cash in Hand | Security Agency Charges | ||
| Bank Savings Account | Housekeeping and Cleaning | ||
| FD Matured | Common Area Electricity | ||
| Maintenance Charges Collected | Water Tanker Charges | ||
| Sinking Fund Contributions | Lift AMC | ||
| Repair Fund Collections | Plumbing and Electrical Repairs | ||
| Non-Occupancy Charges | Statutory Auditor Fees | ||
| Share Transfer Fees | Conveyance and Stationery | ||
| FD Interest Received | Closing Cash in Hand | ||
| Tower or Gym Rent | Closing Bank and FD Balance | ||
| Total Receipts | Total Payments |
2. Income and Expenditure Account (Accrual Basis)
This records income earned and expenses incurred during the year, regardless of when cash was exchanged.
| Income | Amount (₹) | Expenditure | Amount (₹) |
| Maintenance Charges Billed | Repairs and Maintenance | ||
| Non-Occupancy Charges | Housekeeping and Security | ||
| Interest on Fixed Deposits | Electricity and Water Bill | ||
| Parking Charges Billed | Property Tax and Insurance | ||
| Society Hall or Gym Rent | Administrative and Audit Fees | ||
| Interest on Late Maintenance | Depreciation on Fixed Assets | ||
| Total Income | Total Expenses | ||
| Surplus |
3. Balance Sheet (As of 31st March)
| Liabilities and Funds | Amount (₹) | Assets | Amount (₹) |
| Member Share Capital | Society Office Property | ||
| Statutory Reserve Fund | Gym and Clubhouse Equipment | ||
| Sinking Fund | Water Pumps and Generators | ||
| Major Repair Fund | Fixed Deposits with Co-op Bank | ||
| Opening Balance Surplus | Cooperative Bank Shares | ||
| Current Year Surplus | Outstanding Dues from Members | ||
| Security Deposit from Vendors | Interest Receivable on FDs | ||
| Outstanding Expenses | Cash in Hand | ||
| Advance Maintenance from Members | Bank Savings Balance | ||
| Total Liabilities | Total Assets |
The AGM financial report example above is a starting point. Your auditor will prepare the final version in the prescribed format for your state's cooperative registrar.
AGM Treasurer's Report Example: What to Present?
The AGM treasurer's report example below gives your committee a ready-to-present format for the financial summary portion of the meeting. Printing this section separately will be helpful for managing committees because members can follow the numbers without flipping through the full AGM document.
Society Name: [e.g., Sunrise Apartments Co-Op Hsg Society]
Financial Year: 2025 to 2026 (April 1 to March 31)
Date of AGM: [Date]
Executive Summary
- Total Income: Rs. [Amount]
- Total Expenditure: Rs. [Amount]
- Surplus: Rs. [Amount]
- Overall Financial Health: [Stable, with all statutory obligations met]
Fund Reserves Status
- General Reserve / Corpus Fund: Rs. [Amount]
- Sinking Fund: Rs. [Amount]
- Repair and Maintenance Fund: Rs. [Amount]
Outstanding Dues
- Total dues pending from members: Rs. [Amount]
- Number of defaulters: [Number]
- Action plan: Warning notices issued; interest applied as per Bylaw [Number]
Proposed Budget for Next Year
- Proposed monthly maintenance: Rs. [Amount] per flat
- Projected income: Rs. [Amount]
- Major planned projects: [e.g., Rs. [Amount] for overhead tank replacement]
Auditor's Observations
Auditor name: [Firm or CA Name]. The auditor found no major discrepancies. A recommendation was made to [e.g., improve tracking of vendor GST invoices].
Motion to adopt accounts: "I propose that members present receive, adopt, and approve the audited accounts and auditor's report for the financial year ending 31st March [Year]."
This AGM treasurer's report example covers the key sections most cooperative registrars and auditors expect to see addressed at the meeting. Adapt the headings to match your society's actual account structure.
Read also: Financial Year-End Checklist for Housing Societies
Compliance Checklist for the AGM Financial Report
Before these documents go out to members, confirm that the following items are in order. Missing even one of these can delay the audit or invite scrutiny from the cooperative registrar.
Statutory Audit
Accounts must be audited by a panel auditor approved by the State Cooperative Department. The Form I audit classification grade (A, B, C, or D) must be declared.
Income Tax Return
File Form ITR-5. Maintenance collections from members are generally exempt under the Principle of Mutuality; however, interest earned from commercial banks is taxable.
GST Compliance
If total maintenance collections exceed Rs. 20 lakhs per year AND individual flat monthly maintenance exceeds Rs. 7,500, GST at 18% is applicable via GSTR-3B and GSTR-1.
Sinking Fund
As per the Model Bylaws, the sinking fund must be collected at a minimum rate of 0.25% per annum of the construction cost of each flat.
Notice Period
All reports and the AGM notice must reach members at least 14 days before the meeting date.
Read also: Housing Society Audit Checklist
Simplify AGM Preparation with NoBrokerHood
One of the most time-consuming parts of an Annual General Meeting is preparing and compiling the information residents expect to see. Committees often spend weeks gathering maintenance records, financial information, facility updates and communications logs before creating AGM documents.
NoBrokerHood is a society management system that helps to simplify this process by maintaining organised digital records throughout the year and enabling committees to generate reports whenever required. Instead of manually gathering information from multiple sources, committees can access important data from a single platform while preparing for the AGM.
This can be particularly useful for:
- Generating maintenance collection and dues reports
- Reviewing resident communication records and notices
- Tracking facility management and service requests
- Accessing accounting and financial reports required for AGM discussions
- Maintaining a documented history of society activities throughout the year
Having accurate records readily available makes AGM preparation more structured and transparent, helping committees present information to residents with greater clarity and confidence.
All Solutions by NoBrokerHood:
