Dubai OA AGM Checklist: How to Run a Compliant Annual General Assembly
The 30-day AGM preparation checklist under Law No. 6 of 2019 — notices, quorum, e-voting, agenda, minutes, and resolutions.
The Annual General Assembly (AGM) is the highest-authority meeting in your Dubai OA — where budgets are approved, the board is elected, and every major decision is voted on. It's also the most-often botched OA event. Here's the exact 30-day preparation checklist that keeps it compliant.
- AGM notice must be sent 21 days ahead with the full agenda and financials.
- Quorum is 25% by owned area — including physical, proxy, and electronic attendance.
- Every vote is proportional to unit area, never one per unit.
- Minutes must be uploaded to Mollak within 15 days.
- Electronic voting is essential to include non-resident owners and secure quorum.
30 days before — preparation
- Confirm AGM date (within 4 months of financial year end).
- Circulate draft budget, financial statements, and audit report to the Board.
- Draft the AGM agenda with all resolutions and voting items.
- Prepare voter register (all owners as of the record date).
- Confirm venue and electronic voting platform.
21 days before — mandatory notice
- Issue formal AGM notice to every owner by email, WhatsApp, and postal notice.
- Attach the full agenda, budget, financials, and audit report.
- Publish notice on the building noticeboard.
- Copy the notice to Mollak / RERA.
- Include proxy voting form and electronic voting instructions.
AGM day — quorum and voting
- Register every attendee (physical, proxy, electronic) with title deed number.
- Confirm 25% quorum by area is met before opening the meeting.
- Go through agenda items in sequence; record every vote (for / against / abstain by area).
- For board elections, use a secret ballot.
- Read and confirm resolutions at the close.
15 days after — minutes and filings
- Circulate draft minutes to all owners for a 7-day comment window.
- Finalise minutes and upload to Mollak.
- Update RERA with new board members via OA management company.
- Execute any approved resolutions — issue supplier terminations, budget updates.
- Publish AGM outcome on the resident portal.
Common AGM mistakes to avoid
- Voting one per unit instead of by area — invalidates every resolution.
- Notice sent late (under 21 days) — invalidates the AGM.
- Missing quorum — resolutions not binding, requiring a re-convened meeting.
- No electronic voting option — excludes non-resident owners and often fails quorum.
- Minutes uploaded late — RERA compliance flag.
Frequently asked questions
How often does the OA AGM have to happen?
At least once per financial year, and within 4 months of financial year end. Missing this is a RERA compliance failure.
What is the quorum for a Dubai AGM?
25% of ownership by unit area (not by number of owners). Attendance can be physical, by proxy, or electronic — all count toward quorum.
Can I vote at the AGM if I'm not in Dubai?
Yes — via proxy or electronic voting. Under 2020 amendments to Law No. 6 of 2019, electronic voting is a full alternative to physical attendance.
What if the AGM doesn't achieve quorum?
The meeting is adjourned and re-convened within 21 days. On the second attempt, whatever quorum turns up is valid — but AGM 1 must have failed properly first.
Who chairs the AGM?
The OA board Chairperson, or if absent, the Vice-Chair, or if both absent, an owner elected by majority at the meeting itself.
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