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]

Authorized Signatory's Signature Verification Letter from Bank

What is a Signature Verification Letter?

These letters serve as proof letters. Sign verification letters not only validate and confirm the signature of the party in concern but also the identity along with any other important details like address, etc of that party in concern which could be an individual or an organization.

When needed? Signature verification letters may be asked for, when an organization is applying for something, viz. new telephone/internet connection, permission from a statutory authority, etc.

Who issues it? Signature verification letters are issued by the official banker of an organization.

Whose sign verified? In case of an organization, the signature of the Authorized Signatory, who is authorized to sign the necessary documents, is verified/attested by the banker.

Format: At first, check with the institution to whom the letter is to be submitted, if they have any specific template of the signature verification letter, which they insist upon, then use that format. If no specific format is there, then you can use your own format or the sample below to prepare the letter.

Printing: The letter could be printed either in the letter of the organization or their banker. Either way it should serve the purpose.

SAMPLE #1

TO WHOMSOEVER IT MAY CONCERN

 This is to certify that (Name of the Organisation), having their registered/branch officer at (Address of the Organisation), is maintaining a current bank account bearing number .................... with our Bank i.e. (Name of the Bank), and have been operating the said account in the normal course of its business since (year).

 Presently, as per the records available with the bank, (Name of Authorized Signatory) is the official authorized signatory for the operation of the account on behalf of the said organization. Further, as per our records, his/her signature as appearing hereunder is duly attested.


Authorised Signatory:

 (Signature)

Name: ............................................
Designation: ..................................
Phone No.: .....................................
Date: ..............................................

  (Affix Official Seal Here)


Banker:

 (Signature)

Name: ............................................
Designation: ..................................
Phone No.: .....................................
Date: ..............................................

  (Affix Bank Seal Here)

SAMPLE #2

Ref: ....................
Date: ...................

To
(Name of the Institution to whom letter to be submitted)
(Complete Address)

Sub.: Submission of Verification Letter
Ref: Our application regarding ............

Dear Sir/Madam,

(Name of the Organization), situated at (office address), has been maintaining a current account no. ...................... with our bank at (branch name). They have been operating the said account in the normal course of its business since (year).

As per the records available with the bank, we hereby attest the followings:


Signature: ........................              (Official Seal)

Name of the Authorized Signatory: ........................
Designation: ............................
Name of the Organization: .........................
Office Address: ......................................
Tel. No.: ............................

The verification letter has been issued on the request of the said Authorized Signatory for purpose of applying for (mention purpose details viz. new broadband connection) as required for the organization.


Sincerely,

(Signature)
(Name of the Banking Official)
(Designation)
(Phone No.)
(Bank Seal)



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

Imp. Notes:

(1) Print the sign-verification-letter on the letterhead of the organization/banker;

(2) The letter must be signed by the Authorized Signatory and the Banker with their official seal /rubber stamp with their full name, designation, employee code, telephone number, etc;

(3) The Banker, who is attesting the letter, should preferably be the Branch Manager or any other employee of the bank of the same or higher rank of that bank;

(4) The Authorized Signatory should provide copies of other necessary documents:
 (i) self attested copies of identity and address proofs;
 (ii) proof that he's the authorized signatory viz. board resolution, authorization letter from senior official, etc;
 (iii) all other required documents as asked for.

(5) Before submitting the original copy of the signature verification letter to anyone, keep a photocopy of it for future reference.

Letter of Sponsorship to University for Student Admission

A letter of sponsorship is a letter of assurance and promise by someone to pay the dues on behalf of a student in order to help him pursue his educational journey in a particular institution for a specific duration.

Such sponsorship may come from an individual or an organization, who is willing to sponsor the student for his educational purposes.

Following templates could be used for such purposes.
(Do refer the website/ office of the concerned educational institution to find out if they have any particular format of sponsorship letter which they  only accept.)

SPONSORSHIP LETTER FROM AN INDIVIDUAL

Not all times the sponsorship comes from an organization, sometimes the sponsorship may be done by an individual, who could be any of the known persons of the student, viz. a friend or a family member, or it could any other person of repute and wealth or otherwise, who is willing to bear the expenses on behalf of the student.

TEMPLATE

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

(Name of the University)
(Complete Address)
(Telephone Number)

To Whom It May Concern

RE: Name of the Student: .............................

(Name of the Student) has been selected for admission to (University Name) for the curriculum - (Name of the Course) from (year) to (year). Reference to your letter no. ....... dated ...... to him.

Sponsor name: ..............

Sponsor’s relationship to the student: ..................

I hereby agree to pay all the expenses for the above-named student at the (University Name) for the said curriculum for the following expenses i.e. admission and tuition fee, textbooks cost, hostel room rent, food expenses, health center fee and health insurance charges. The sponsorship from my side will be for a period of ..years from (year) till (year).

Please note that this sponsorship will not be limited to only the above mentioned expenses and that I may sponsor other expenses as may be necessary in special circumstances.

Please send your invoices at the following address:
(Sponsor Name, Communication Address, Contact Number)

I understand you require some proofs to ensure that I will have sufficient financial resources to cover the expenses for this sponsorship. Hence, I have enclosed herewith my bank statement for the last three months for your kind perusal.

In case you need any further information from me or would like to clarify anything, please feel free to contact me as and when necessary.

Sincerely,

(signature)

(Name of the Sponsor)
(Residential/Communication Address)

(Telephone Number)
(Fax Number)
(Email id)

SPONSORSHIP LETTER FROM AN ORGANIZATION

The following is a sample letter of sponsorship, if the student's admission fee including tuition fees, books, room charges, food expenses and others are to be paid by an organization or a company / corporation or a firm etc.

Key things to remember:

1) The sponsorship letter must clearly specify as to what all expenses are being sponsored, viz. admission and tuition fee, food expenses, room rent, books to be bought, health center fee, health insurance, etc.

2) The sponsorship letter must be printed on the letterhead of the Company sponsoring it.

3) The sponsorship letter must be signed by the Authorized Signatory of the Company for such purposes, preferably by a Financial Officer. If needed, affix the official seal of the officer, beside the signature in the letter.

Some universities may be very strict on the above requirements. Do check their website or their office before finalizing and submitting the sponsorship letter to them.

TEMPLATE

Ref.: ............................
Date: ............................

(Name of the University)

(Complete Address)
(Telephone Number)

To Whomsoever It May Concern

RE: Name of the Student: .............................

(Name of the Student) has been selected for admission to (University Name) for the curriculum - (Name of the Course) from (year) to (year). Reference to your letter no. ....... dated ...... to him.

(Name of the Company) hereby agrees to pay all the expenses for the above-named student at the (University Name) for admission to the said curriculum.

Following are the details of sponsorship for your kind information:

(a) Expenses Heads Sponsored

While raising your invoice on our Company, please charge the following as necessary:

     - Admission/Tuition Fee
     - Room rent and food expenses

     - Charges for Textbooks
     - Health center fee
     - Health insurance premium fee

This sponsorship includes, but is not limited to, the above mentioned expenses only. On special requirements, our organization may agree, in writing, to sponsor any other contingent expenses.

(b) Period of Sponsorship

This sponsorship will cover the student beginning on (Date) and ending on (Date). We may extend it for further period, after communicating it in writing.

(c) Billing Address

Please direct all your invoices to the following address:

(Name of the Person)
(Designation/Title)
(Name of the Company)

(Communication Address)

(Telephone Number)
(Fax Number)
(Email Id)

We will notify you of any changes in the above, if needed, in writing.

In case, you have any queries regarding this, please do not hesitate to contact me.

Sincerely,

 (signature)

(Name of the Officer/Person)
(Designation/Title)

(Name of the Company)

(Complete Address)

(Contact Number)
(Email Id.)