How to Call a Residents' General Meeting: UK Leasehold Guide 2026
By IgeraSolutions Team · Updated May 2026 · 7 min
Calling a residents' general meeting incorrectly can invalidate every resolution passed. Under the Landlord and Tenant Act 1985 and standard leasehold documentation, managing agents must follow precise rules on notice period, delivery method, and agenda content. This guide covers the requirements that protect both managers and leaseholders.
General meeting (residents' association): The governing body of a leasehold development. Most management agreements and leases require at least one Annual General Meeting (AGM). Extraordinary meetings can be called by the managing agent, the RTM company, or a specified percentage of leaseholders (usually 25%) when urgent matters arise.
38%
"38% of challenged resolutions in leasehold developments in England and Wales cite procedural defects in meeting notice as a primary ground — inadequate notice period, invalid delivery method, or incomplete agenda."
— Property Tribunal Service Annual Report, 2025
Notice requirements under UK leasehold law
The notice requirements for residents' meetings come from three sources: the lease itself, the management agreement, and statute. Always check the lease first — it may require longer notice than the statutory minimum.
- Notice period: Most leases require at least 14 days' written notice for AGMs and at least 7 days for extraordinary meetings. Some leases require 21 days. The statutory minimum under company law (if the RTM company is a company) is 14 days' clear notice.
- Method of delivery: Notice must be delivered in accordance with the lease or management agreement. Personal delivery, first class post to the registered address, or electronic means if expressly permitted by the lease are typically valid. A notice posted on the communal noticeboard alone is generally insufficient.
- Registered address: Service must be made to the address the leaseholder has given in writing, or to the demised premises if no other address has been given.
What the notice must include
Date, time, and place of the meeting
Including any quorum requirements — if the meeting quorum is not met, the meeting must be adjourned and reconvened (usually with a shorter notice period for the reconvened meeting).
Full agenda
Resolutions can only be passed on items listed on the agenda (subject to any other business provisions in the lease). For AGMs, the agenda must include approval of accounts, service charge budget, and election of officers if required.
Supporting documents for resolutions
If leaseholders are being asked to approve expenditure (e.g. major works, a new managing agent), provide the relevant quotes, S.20 consultation summary, or contract terms with the notice. Leaseholders cannot make informed decisions without this information.
Proxy voting arrangements
Include a proxy form if the lease or management agreement permits proxy voting. Leaseholders who cannot attend may appoint a proxy — and their votes count toward the quorum.
AGM vs extraordinary meeting: key differences
| Aspect | Annual General Meeting | Extraordinary Meeting |
|---|---|---|
| Frequency | Minimum once per year | As required |
| Who calls it | Managing agent or RTM directors | Managing agent or 25% of leaseholders |
| Notice period | As per lease (usually 14–21 days) | As per lease (usually 7–14 days) |
| Mandatory agenda items | Accounts, budget, officers | The specific urgent matter |
How IgeraFincas handles meeting notice queries
In summary
- Always check the lease first — it may require longer notice than the statutory minimum
- Use a traceable delivery method — first class post or confirmed electronic service
- Include the full agenda — resolutions on unlisted items can be challenged
- Attach supporting documents for any expenditure resolutions
- Include proxy forms if permitted by the lease
- A procedural defect can invalidate all resolutions passed at the meeting
Do leaseholders ask about meetings every week?
IgeraFincas answers automatically — citing the exact clause of the lease or the relevant statute. Available 24/7 via web or WhatsApp.
Free 14-day trial →