EGM Notice and Resolution Template for Leaseholders

If your EGM notice is wrong, everything decided is void

An Extraordinary General Meeting is called when a decision cannot wait until the next AGM. Major works, a sudden service charge demand, a committee gap that needs filling mid-term — these all trigger the need for an EGM.

But the notice itself is legally significant. If the notice period is too short, the resolution wording is ambiguous, or the delivery method does not match your constitution, every decision made at the meeting can be challenged — and overturned.

When you might need an EGM

• Approving a major works project or responding to a Section 20 consultation
• Amending the association's constitution or rules
• Removing or appointing committee members mid-term
• Authorising a significant financial commitment outside the approved budget
• Deciding whether to proceed with a Right to Manage claim
• Responding to an unexpected insurance premium increase or service charge demand

Notice requirements: what your constitution says matters

Your association's constitution sets the rules. The most common requirements are:

• Notice period: Usually 14 to 21 clear days in writing
• Who can call it: Typically the committee, or a specified number of members (e.g. 10%) can requisition one
• Form of notice: Must state the date, time, place, and the exact business to be conducted
• Resolution wording: The precise text of each proposed resolution must appear in the notice
• Delivery: Notice must reach every member entitled to attend and vote

Free EGM notice template

Drafting resolutions that hold up

• Be specific. Instead of "authorise spending on repairs," say "authorise spending up to £15,000 to replace the lift control panel, funded from the reserve fund."
• Use operative language. "That the association resolves to..." or "That the committee be authorised to..."
• Include conditions. If the decision depends on something else (e.g. obtaining a second quote), say so in the resolution.
• Split distinct questions. One decision per resolution. Do not bundle unrelated items into a single vote.

Run your EGM in LeaseholdConnect

Publishing an EGM notice, tracking attendance, and recording votes across multiple resolutions is exactly what LeaseholdConnect is built for. Publish the notice to all members in one click, verify quorum in real time, and capture permanent result snapshots that cannot be altered.

Create your free workspace and run your next EGM on the record.