Format of Intimation Letter to Stock Exchanges regarding AGM

In accordance with the provisions of the Companies Act, 2013 and various regulations under the Securities and Exchange Board of India (Listing Obligations and Disclosure Requirements) Regulations, 2015 (SEBI LODR), listed entities are required to intimate the stock exchanges, where they are listed, and other important parties about the details of the ensuing Annual General Meeting, Book Closure ie. Closure of Register of Members and Share Transfer Books and fixation of cutoff date for e-voting, and period of remote e-voting.

A template of such intimation letter to stock exchanges is given hereunder for your reference.


SAMPLE (modify it suitably as per law)

(Print it on the letterhead of the Company)

Ref: ........................

Date: ......................

To

National Stock Exchange of India Limited (NSE)

"Exchange Plaza", Bandra Kurla Complex

Bandra (E), Mumbai – 400051

Department of Corporate Services

Bombay Stock Exchange Limited (BSE)

P.J. Towers, Dalal Street,

Fort, Mumbai – 400001

Company's Scrip Symbol (NSE): .................

Company's Scrip Code (BSE): .....................

Company's ISIN: ..........................................

Dear Sir/Madam,

Sub.: Intimation of ...th Annual General Meeting (AGM), Closure of Register of Members/Transfer Books for AGM, E-Voting & Cut off date(s)

In compliance with the Listing Regulations, we hereby notify that the ...th Annual General Meeting of the Company will be held on .......day, ........ ...., 20XX at ...... a.m./p.m. at the Registered Office of the Company at (Complete Address).

We further would like to inform you that:

1) the Register of Members and Share Transfer Books of the Company shall remain closed from .....day, the ..th ......, 20XX to .....day, the ..th ......, 20XX (both days inclusive) for the purpose of ...th Annual General Meeting;

2) the cut-off date to determine the entitlement of remote e-voting for the ...th Annual General Meeting of the Company is fixed for (Date);

3) the remote e-voting period begins on .....day, the ..th ......, 20XX at ..... a.m./p.m. and ends on .....day, the ..th ......, 20XX at ..... a.m./p.m..

In this regard, please find enclosed herewith the Notice of ...th AGM and the Annual Report of the Company for Financial Year 20XX-XX along with all Annexures as are sent to the members of the Company.

Kindly take the above information on record.

Thanking you,

Yours faithfully,

For .............. Limited

  signature

(Name of the Director/Officer)

(Designation)

Encl: A/a

Copy to:

1. (Name of the Registrar and Transfer Agent of the Company)

2. National Securities Depository Limited [NSDL]

3. Central Depository Services (India) Limited [CDSL]

Request Letter for Closure of Bank Account of Company Sample

In order to close the bank account of a company, the company will have to collect the account closure form from the bank and have it submitted along with the required documents viz. board resolution, etc.

A representative has to be authorised to collect in cash the balance lying in the bank account at the time of closure if the amount is below a certain level as prescribed under law. Otherwise the company will have to specify the mode in which the payment can be made by the bank to refund the balance money.

Generally, banks don’t charge any amount if the closure is requested within 14 days or after 1 year period of opening of the account. But if the closure of the account is requested after 14 days and before 1 year period, the bank may levy closure charges on the company.

Sample letter for closure of company bank account is given hereunder for your reference.—

TEMPLATE

(Letter to a bank requesting closure of a current account of the company)

(Print it on the letterhead of the company and have it signed & submitted along with other supporting documents to the bank.)

Ref: .............................

Date: ...........................

To

The Manager

....................... Bank

................. Branch

(Address)

(Tel. No.)

Dear Sir/Madam,

Sub.: Closure of current account of the company

Ref.: Current account no. ...............................

We hereby request you to kindly close the current account of our company, bearing no. ............................. A resolution has been passed in the ...th meeting of the Board of Directors of the company for the closure of the said current account and regarding the remaining proceeds in the said account.

The certified true copy of the said board resolution is attached herewith for your records.

The unused cheque leaves of the cheque book bearing no. .................. for the above mentioned account is surrendered herewith.

Further, we kindly request you to return the balance amount in cash to our following representative, the signature of whom is attested hereunder:

Representative:

signature

(Name of the Employee)

Employee Code: ...........

Attested by:

signature

(Name of the Senior Officer)

Employee Code: ...........

Kindly acknowledge the receipt and do the needful at the earliest.

Thanking you,

Yours Sincerely,

For ..................................... Private Limited

   signature

(Name of the Director)

Managing Director

Enclosures:
1) Certified true copy of board resolution
2) Cheque book
3) Account closure form