Last Updated on October 19, 2026 by Sufyan Shaikh
A Special General Body Meeting (SGM) is held by a co-operative housing society to discuss specific matters that require the attention or decision of its members before the next Annual General Meeting (AGM).
Common reasons for calling an SGM include major repair proposals, important financial decisions, society management issues, redevelopment-related discussions and other matters requiring general body consideration.
If you are a housing society chairman, secretary, committee member or resident in Maharashtra, this guide provides a sample SGM notice format and a checklist for preparing one.
What Is a Special General Body Meeting (SGM)?
A Special General Body Meeting is a general body meeting called to consider specific matters that cannot conveniently wait until the next AGM or that need to be considered through a special meeting.
Unlike an AGM, which typically covers annual reports, audited accounts and other regular annual business, an SGM focuses on the specific matters mentioned in its notice and agenda.
The society should follow the applicable Maharashtra co-operative law, rules and its registered bye-laws when calling the meeting.
Housing Society SGM Notice Format
Use the following sample as a starting point. Replace the placeholders with your society’s actual details.
[NAME OF THE CO-OPERATIVE HOUSING SOCIETY LTD.]
Registration No.: [Society Registration Number]
Address: [Complete Society Address]
NOTICE OF SPECIAL GENERAL BODY MEETING
Date of Notice: [DD/MM/YYYY]
Dear Members,
Notice is hereby given that a Special General Body Meeting (SGM) of [Society Name] will be held as per the following details:
Date: [Meeting Date]
Time: [Meeting Time]
Venue: [Clubhouse / Society Office / Other Venue]
The meeting is being convened to discuss and consider the specific matters listed in the agenda below.
Agenda
- To discuss [insert the specific subject of the meeting].
- To consider the proposal regarding [insert details].
- To discuss the estimated cost, available quotations and financial implications, where applicable.
- To consider and decide on the proposed course of action, subject to applicable law and bye-laws.
- To discuss any other matter specifically permitted under the applicable rules and meeting procedure.
Members are requested to attend the meeting on time and participate in the discussions.
Please note that the meeting will deal with the business stated in the notice and agenda, subject to applicable law and the society’s registered bye-laws.
For [Society Name]
Signature: ____________________
Name: [Secretary / Authorised Person]
Designation: [Designation]
Date: [DD/MM/YYYY]
Important: The agenda above is illustrative. Include only the items relevant to your meeting. If a decision requires specific disclosures, supporting documents, a prescribed voting process or a special majority, ensure these requirements are met.
Sample SGM Notice for a Housing Society
The following example uses fictional details to show how an SGM notice might look.
GREEN VALLEY CO-OPERATIVE HOUSING SOCIETY LTD.
Pune, Maharashtra
NOTICE OF SPECIAL GENERAL BODY MEETING
Date of Notice: 10 November 2026
Dear Members,
Notice is hereby given that a Special General Body Meeting of Green Valley Co-operative Housing Society Ltd. will be held on 22 November 2026 at 11:00 AM in the society clubhouse.
The purpose of the meeting is to discuss the proposed repair work in the common areas of the society.
Agenda
- To discuss the condition of the common areas and the need for repair work.
- To review the repair estimates and quotations received from contractors.
- To discuss the proposed expenditure and its financial implications for the society.
- To consider the next steps and authorise the appropriate action in accordance with the applicable law, bye-laws and approval requirements.
Members are requested to attend the meeting and share their views on the agenda items.
For Green Valley Co-operative Housing Society Ltd.
Signature: ____________________
Name: Neha Deshmukh
Designation: Secretary
This is an illustrative example, not a ready-to-issue legal notice. The date, notice period, agenda and authority to call the meeting must be verified for the actual society.
Who Can Call an SGM in a Maharashtra Housing Society?
The authority and procedure for convening an SGM depend on the Maharashtra Co-operative Societies Act, applicable rules and the society’s registered bye-laws.
Depending on the circumstances, an SGM may be convened through the society’s authorised management process or following a valid request by members or a direction from the competent authority, where the law provides for it.
Do not assume that any individual member can independently issue an official society SGM notice. Check the applicable requirements, including who must receive a request, the number or proportion of members required, and the procedure if the committee does not act.
How Much Notice Is Required for an SGM?
The required notice period can depend on the applicable law, the society’s registered bye-laws and the nature of the business to be considered.
Before issuing the notice:
- Check the current applicable provisions and the society’s registered bye-laws.
- Confirm the person or body authorised to convene the meeting.
- Ensure the notice is served using the prescribed or permitted method.
- Record the date of issue and retain evidence of circulation or service.
- Attach supporting documents where needed for informed consideration.
Avoid using a fixed notice period copied from another society without verifying that it applies to your situation.
What Should an SGM Notice Include?
Use this checklist before circulating the notice.
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Full registered name and address of the society
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Notice issue date
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Date, time and venue of the meeting
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Clear purpose for calling the SGM
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Specific agenda items
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Supporting information or documents, where applicable
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Name and designation of the authorised signatory
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Compliance with the applicable notice period and service requirements
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Record of circulation or service to members
Can an SGM Pass Resolutions?
An SGM may consider and pass resolutions on matters properly included in its agenda, provided the meeting is validly convened and the relevant legal and procedural requirements are satisfied.
For each proposed resolution, the society should establish:
- Whether the matter falls within the meeting’s authority.
- Whether the agenda gives members adequate notice of the decision to be considered.
- Whether quorum and voting requirements are met.
- Whether a prescribed majority, consent or approval is required.
- Whether the resolution and voting outcome are recorded accurately in the minutes.
A resolution passed at an SGM cannot override applicable law or the society’s registered bye-laws.
What Happens After the SGM?
After the meeting, the society should prepare a record of the proceedings and resolutions actually passed. The minutes should identify important decisions, any recorded voting outcomes, action items and responsible persons.
The society should then carry out approved actions in accordance with the resolution, applicable legal requirements and any further approvals needed.
Frequently Asked Questions
1. What is the difference between an AGM and an SGM?
An AGM is the regular annual meeting for annual business such as accounts and reports. An SGM is called to consider specific matters that need a separate general body meeting.
2. Can a housing society call an SGM for major repairs?
An SGM may be called to discuss major repairs where a general body meeting is appropriate. The society should follow the required convening procedure and obtain any additional approvals required for the work.
3. Can members request an SGM?
Members may have a right to request an SGM subject to the applicable law and registered bye-laws. The required number of members, form of request and process must be verified before submitting it.
4. Can the society discuss matters not listed in the SGM notice?
The society should generally limit its business to the notified agenda and follow applicable meeting rules. Important decisions should not be added casually under “any other business” if members have not received the required notice.
5. Is an SGM notice format the same for every Maharashtra housing society?
No. A general template can help with drafting, but the required procedure may vary depending on the meeting’s purpose, the society’s registered bye-laws and applicable legal provisions.
Conclusion
A clear SGM notice helps housing society members understand why a special meeting is being called and what decisions may be considered. State the purpose precisely, include a clear agenda and follow the applicable legal and procedural requirements before issuing the notice.
Disclaimer: This article is for general informational purposes and is not legal advice. Verify the current Maharashtra co-operative law, rules, circulars and your society’s registered bye-laws before issuing an SGM notice.
Also Read:
https://www.bloggingindian.com/housing-society-agm-notice-format-maharashtra/
https://www.bloggingindian.com/housing-society-agm-agenda-format/
https://www.bloggingindian.com/housing-society-agm-minutes-format/