AGM voting: do you approve the accounts?

This AGM voting template lets members of an association or club vote on the approval of the annual accounts by secret ballot online. One vote per member, the choice is never linked to a name, and results are shown as soon as the vote has been cast.

What is this AGM voting template for?

Approving the accounts is one of the key decisions of a general meeting. This quick poll asks the question clearly with three answers: yes, I approve; no, I do not approve; I abstain. Members can vote during the meeting by scanning a QR code projected on screen, or from a distance by following a link. Anonymity encourages people to vote freely, even on a sensitive point. You can duplicate the template for each resolution on your agenda: approval of the report, discharge of the board, election of auditors or budget.

Who is it for?

• Associations, clubs and federations holding an annual general meeting
• Cooperatives and mutual organisations
• Building co-owners and residents' associations
• Professional bodies and alumni networks

How to adapt it in Mailpro

• Rewrite the question for each resolution and keep the yes, no and abstain options.
• Keep anonymous responses enabled so that each secret vote online stays confidential.
• Add your organisation's logo and colours.
• Share the poll with a QR code in the meeting room, by link or in the Mailpro newsletter sent to members; the votes arrive in Mailpro.

Tips

• Send the accounts and documents to members before the meeting so they can vote with full knowledge.
• Check that only members with voting rights receive the link.
• Announce the voting window clearly: start, end and how results will be communicated.
• Check your statutes for quorum, majority and proxy rules; this template does not replace legal advice.

Frequently asked questions

Is an online secret vote valid for a general meeting?

It depends on your statutes and the law that applies to your organisation. Check these rules before relying on an online vote.

Can I run several resolutions in the same meeting?

Yes. Duplicate the poll for each resolution, so each one has its own clear result.

How do members vote during the meeting?

Project the QR code on screen: members scan it with their phone and vote in a few seconds.

Questions in this template

1. Do you approve the annual accounts presented to the general meeting?
   Yes, I approve · No, I do not approve · I abstain