Governance

NSW Strata AGM Notice: What It Must Include, the 14-Day Rule and a Free Template

In NSW, an AGM notice must reach owners at least 14 days before the meeting, and Schedule 1 of the Strata Schemes Management Act sets out what goes in it. This checklist covers each required item, who must receive the notice, a template you can adapt, and how owners can check a notice they've been sent.

19 October 2026 · 11 min read

On this pageThe short answer

The short answer
Timeline
Who sends it and who gets it
The checklist: what the notice must include
Every general meeting (cl 8)
The AGM in particular (cl 9 and cl 5)
Agenda items the Act also requires at the AGM
A notice you can adapt
Owner motions
For owners: checking a notice you've received
Common questions
Can we send the AGM notice by email?
Do we have to attach a proxy form?
Is it 7 days or 14 days?
Can a motion be changed at the meeting?
Where UnitBuddy fits
Further reading

The short answer

Send it at least 14 days before the AGM (Schedule 1, cl 7(3)(a)). Other general meetings need 7 days.
Send it to every owner and anyone who can cast a priority vote on an agenda item, usually a first mortgagee or covenant chargee on the strata roll (cl 7(2)).
Tenants get the agenda. Either give a copy to each tenant on the strata roll, or put it on the notice board within the same period (cl 11).
Every motion has to be in the notice. A motion that wasn't in the notice can't be put to the meeting, apart from amendments to motions that were (cl 18).
The AGM notice has a fixed list of contents. That includes the key financial information, insurance details, committee nominations and several required motions (cl 8 and cl 9). The checklist below covers each one.

Timeline

When	What	Rule
Once each financial year	Hold the AGM	s 18
Before the notice goes out	Collect motions owners have asked for. Requests that arrive after the notice is sent go to the next meeting	cl 4(4)
Before the notice goes out	Collect written committee nominations so they can be listed in the notice	cl 5(8)
At least 14 days before	Give the AGM notice to owners and priority voters, and the agenda to tenants	cl 7(3)(a), cl 11
At least 14 days before	If half or more of the lots are tenanted, give notice of the tenants' meeting	Regulation cl 7
At least 7 days before	If the owners corporation has adopted pre-meeting electronic voting, send the ballot access and instructions	Regulation cl 15(3)
24 hours before	Pre-meeting electronic ballot closes. In schemes over 100 lots, proxies are due to the secretary	Regulation cl 15(8), cl 26(3)
Within 14 days after	Distribute the minutes	cl 22(2)
Within 3 months after	Lodge the annual information on Strata Hub	Regulation cl 43

The Act says "at least 14 days". It doesn't say how to count them. Post can take several days, so leave a margin rather than aiming for exactly 14.

Who sends it and who gets it

Who sends it. The secretary convenes general meetings and gives the notices the Act requires (s 43). If the owners corporation has delegated meeting administration to a strata managing agent, the agent can do it instead (s 13, s 52). The original owner convenes the first AGM (s 14).

Who gets it. Each owner, and each person entitled to cast a priority vote on an agenda item (cl 7(2)). Tenants on the strata roll get the agenda, either directly or on a prominent notice board (cl 11).

How to send it. Use the address for service on the strata roll. That can be a postal address or an email address (s 261). Only use email for owners who have nominated an email address (s 263(3)). Post or hand delivery covers everyone else.

The checklist: what the notice must include

Every general meeting (cl 8)

The AGM in particular (cl 9 and cl 5)

Agenda items the Act also requires at the AGM

Estimates for the administrative fund and capital works fund (s 79)
Setting the levies for each fund (s 81)
Preparing or reviewing the 10-year capital works fund plan (cl 6(b), s 80)
The annual fire safety statement (cl 6(c))
Building defects and their rectification, until the statutory warranties end (cl 6(d))
Agreements for the supply of a utility (cl 6(e))
Environmental sustainability, including energy and water use on common property (cl 6(f))
Electing the strata committee (s 30(4))
Audit, if the scheme has more than 100 lots or an annual budget over $250,000 (s 95)

Owners can ask for the full financial statements as well as the key information. If they do, the owners corporation must provide them at least 2 days before the meeting (cl 10).

A notice you can adapt

The Owners – Strata Plan No. [number] [Street address]

Notice of annual general meeting

Date: [day, date] Time: [time] Place: [address and room, or how to join online]

Voting

You may vote in person, by company nominee or by proxy. [If adopted: You may also vote electronically by [method]. Instructions are attached.] A proxy must be on the approved form. [For more than 100 lots: Proxies must reach the secretary at least 24 hours before the meeting.]

If you have not paid all levies and other amounts owing to the owners corporation before the meeting, you cannot vote, except on a motion that needs a unanimous resolution. If someone with a priority vote casts it on a motion, your vote on that motion does not count.

Quorum

[Set out the quorum provisions in Schedule 1, clause 17 of the Strata Schemes Management Act 2015.]

Committee nominations

Nominations for the strata committee may be made in writing to the secretary before the meeting, or in person at the meeting. Nominations received so far: [names, or "none"].

Motions

Minutes. That the minutes of the general meeting held on [date] be confirmed.
Financial statements. That the financial statements for the year ended [date] be adopted.
Auditor. That the owners corporation [appoint / not appoint] an auditor for the coming year.
Insurance. That the owners corporation [take out / renew / not take out] insurance under section 165(2). Details of current policies are attached.
Administrative fund. That the estimates for the administrative fund be [amount], and contributions be levied as set out in the attached budget.
Capital works fund. That the estimates for the capital works fund be [amount], and contributions be levied as set out in the attached budget.
Overdue levies. That [describe how overdue contributions will be dealt with].
Number of committee members. That the strata committee have [number] members.
Election of committee. To elect the strata committee.
Strata managing agent's report. To consider the report on commissions and training services. [Delete if no agent.]
10-year capital works fund plan. To [prepare / review] the plan.
Fire safety. To consider the annual fire safety statement.
Building defects. [If within the statutory warranty period.]
Utility agreements. To consider the scheme's agreements for the supply of utilities.
Environmental sustainability. To consider common property energy and water use and costs.
Matters reserved for the general meeting. [List.]
Owner motions. [Each motion an owner has asked for, with their explanation.]

Mark any motion that needs a special resolution "(special resolution)", or a unanimous resolution "(unanimous resolution)".

Attached: minutes of the last general meeting; statement of key financial information and auditor's report; insurance details; proposed budget; proxy form; [electronic voting instructions].

Issued by: [secretary name] for the owners corporation, [date]

Adapt the motions to your scheme. The checklist above is the legal minimum. The template is a starting point, not a substitute for checking it.

Owner motions

Any owner can get a motion on the agenda by writing to the secretary. The request needs the motion, the owner's name, and an explanation of up to 300 words if they want one included (cl 4). The secretary "must give effect to the requirement". There's no fixed deadline, but if the request arrives after the notice has gone out, the motion goes on the next meeting's agenda, not this one (cl 4(4)).

Tell owners well before the notice goes out when you're preparing it, so they have a chance to submit motions.

For owners: checking a notice you've received

Work through these quick checks:

Did it arrive at least 14 days before the AGM? Keep the envelope or email.
Is every motion written out in full? A vague heading such as "General business" isn't a motion. Nothing can be decided under it.
Are the financial statements and insurance details there?
Is there a call for committee nominations?
Is it clear how you can vote?

If something is missing, write to the secretary before the meeting. Problems are easier to fix before the vote than after it.

If the meeting goes ahead anyway, NCAT can invalidate a resolution or election where the Act wasn't complied with (s 24). It can refuse to do so only if the breach didn't adversely affect anyone and wouldn't have changed the result. If you weren't given proper notice of an item of business, you can apply to have the resolution treated as void. That application has a 28-day time limit after the meeting (s 25).

Common questions

Can we send the AGM notice by email?

Yes, to owners who have nominated an email address for service (s 263(3)). Owners who haven't must get it by post or another method in s 263.

Do we have to attach a proxy form?

The Act doesn't require it. The notice must say owners can vote by proxy, and a proxy must be on the approved form (cl 26). Attaching a blank form is usually the easiest way for owners to use it correctly.

Is it 7 days or 14 days?

14 days for an AGM, 7 days for other general meetings (cl 7(3)). Older guides may still say 7 days for every meeting.

Can a motion be changed at the meeting?

A motion can be amended at the meeting, as long as the original motion was in the notice (cl 18, cl 19). An entirely new motion can't be added on the day. If the owners corporation uses pre-meeting electronic voting, the notice must warn that a motion may be amended and a pre-meeting vote may then have no effect (Regulation cl 14A).

Where UnitBuddy fits

UnitBuddy's notices start from a template, go to the lots that need them and show who has read them. Each notice stays on the building's timeline, so next year's secretary can see exactly what was sent and when.