Write Letters online: Annual General Meeting (AGM)

Monday, September 2, 2019

Format of Notice of Adjourned Annual General Meeting (AGM)

A company can adjourn its upcoming Annual General Meeting of the members/ shareholders of the company after obtaining approval of the Registrar of Companies.

In accordance with the 3rd proviso of sub-section (1) of section 96 of the Companies Act, 2013, the Registrar may, for any special reason, extend the time within which any annual general meeting, other than the first annual general meeting, shall be held, by a period not exceeding three months.

FORMAT

............................................................................ LIMITED
CIN: ............................................

Regd. Office: ......................................

Tel.: ......................., Fax: ...................., Email: ............., Website: ....................

NOTICE OF THE ADJOURNED ANNUAL GENERAL MEETING

NOTICE IS HEREBY GIVEN that the ...th Annual General Meeting of ............................... Limited, adjourned sine die from ...date... will be held on ......day, the ...th day of ...month..., 20XX at ...:...a.m./p.m. at the Registered Office of the Company at ........................................., to transact the following business:

Ordinary Businesses:

1. ......................................................................................;

2. ......................................................................................;

3. .......................................................................................

Special Businesses:

4. ......................................................................................;

5. ......................................................................................;

By order of the Board
Sd/-

(Name)

(Designation)

(DIN/ Memb. No.)

Dated: .................

NOTE REGARDING ADJOURNED ANNUAL GENERAL MEETING:

OTHER NOTES:

.................................................................................................................................
.................................................................................................................................
.................................................................................................................................

EXPLANATORY STATEMENTS

(pursuant to section 102 of the Companies Act, 2013)

Item No. ...
........................................................................................
........................................................................................

Item No. ...
........................................................................................
........................................................................................

By order of the Board of Director
Sd/-
(Name)
(Designation)
(DIN/ Memb. No.)
Dated: .................

ROUTE MAP TO THE AGM VENUE

...................................................................

ATTENDANCE SLIP

...................................................................

Form No. MGT-11

PROXY FORM

...................................................................

Tuesday, July 30, 2019

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: ......................

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]