Are minutes of the general meeting mandatory?

The law prescribes no exact form, but the general meeting’s decisions must be demonstrable. Minutes are the proof that a decision — e.g. discharge or a statute change — was validly taken.

Who adopts the minutes?

Usually drafted by the secretary and formally adopted at the next general meeting, then signed by the chair and the minute-taker. The template includes a signature block.

All free templates

AGM minutes (notulen ALV) — free fillable Word template

100% freeNo email requiredUpdated for 2026

Last updated: 28 July 2026 · Version 2026.1

In short

What must AGM minutes contain?

At minimum: date, place and attendees, the adopted agenda, the key discussions and — above all — every decision taken and action agreed (adoption of the accounts, discharge of the board, the dues set, and appointments). This template follows that order.

Taking minutes at the AGM needn't be a puzzle. This free Word document follows the standard agenda of the general meeting, so during the meeting you only have to fill in.

From opening to closing, including adoption of the accounts, discharge of the board and appointments — with a separate decisions and actions list at the bottom that's easy to find later.

Downloads

The files are in Dutch — they follow the Dutch rules for associations and foundations.

What's inside?

Full AGM agenda: opening, annual report, accounts, audit committee & discharge, budget, appointments, any other business, closing
Data block with attendees, proxies and quorum
Ready-made decision text for granting discharge
Separate decisions and actions list with owner and deadline
Signature block for chair and minute-taker

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Use & attribution

This template is free. You may use, adapt and pass it on — including outside your own organisation. Publishing it on your website or in a newsletter for your members? Link to this page instead of copying the file; that way everyone automatically gets the latest version.

Ready-made link

<a href="https://aqlemy.com/en/templates/notulen-alv">AGM minutes (notulen ALV) — free fillable Word template — Aqlemy</a>