AGM proxy form and registration

This AGM proxy form lets members of your association or cooperative tell you before the general meeting whether they will attend, and appoint another member as their proxy if they cannot come. It also asks whether they will stay for the drinks reception and invites questions or items for the agenda.

What is an annual general meeting proxy form for?

Preparing a general meeting means knowing in advance how many people will attend, whether the quorum will be reached and who holds which votes. This AGM proxy form answers those questions. Each member chooses between attending, giving a proxy or not attending. If they choose the proxy option, a conditional question asks for the name of the member who will represent them, followed by the proxy statement. The optional membership number makes it easier to check entitlements, and the reception question gives you a headcount for drinks. The open field collects questions in good time so the board can prepare its answers.

Who is it for?

• Associations and clubs holding an annual general meeting
• Housing and consumer cooperatives
• Professional federations with voting members
• Foundations and non-profits with a members' assembly

How to adapt it in Mailpro

Edit the proxy wording to match your statutes, rename the questions if needed and add your logo and colours. Keep the conditional question so that the representative's name is only asked when a proxy is given. Share the form by link or QR code with your notice of meeting, or directly in the Mailpro newsletter announcing the meeting. Responses arrive in Mailpro, and you can set tags on contacts according to their answers, for instance to send practical details only to members who will attend.

Tips

• Check your statutes for proxy rules, such as the maximum number of proxies per member; the form does not replace them.
• Send the form together with the agenda and set a reply deadline a few days before the meeting.
• Use this AGM registration form to prepare the attendance list in advance.
• Remind members who have not answered a week before the date.

Frequently asked questions

Is an online proxy form for AGM valid?

It depends on your statutes and the law that applies to your organisation. Check these rules or seek advice if in doubt.

Can a member give a proxy to a non-member?

The template asks for the name of another member, which matches most statutes. Adapt the wording if your rules differ.

Can members add items to the agenda?

They can submit questions or suggestions; the board then decides how to handle them under your statutes.

Questions in this template

1. Name
2. Email
3. Membership number (if you know it)
4. Will you attend the general meeting?
   Yes, I will attend · No, I give my proxy to another member · No, I will not attend
5. Will you stay for the drinks reception after the meeting?
   Yes · No
6. Name of the member who will represent you
7. Proxy
8. Any question or item to add to the agenda?