Draft AGM Notice Along with Proxy Form and Attendance Slip

AGM-Notice-Along-with-Proxy-Form-Attendance-Slip

XYZ LTD.
Registered Office.............................
CIN: ……………….. Website: ……………email……….
Tel: …………………… Fax: ……………………
 
NOTICE OF AGM
 
NOTICE is hereby given that the __ th Annual General Meeting of XYZ Ltd. will be held at………………..on _____day, _____ September, 2016 at ____ A.M./P.M to transact the following  business:


1.To receive, consider and adopt the Audited Financial statement, this consists of Balance Sheet of the Company as at 31st March, 2016 and the Profit and Loss Account and Cash Flow Statement alongwith necessary explanatory notes attached to and forming part of annual financial statements for the year ended 31st March, 2016 and the reports of the Board of Directors and Auditors thereon.

2.To Declare Dividend for the financial year                                as recommended by the Board of Directors of the Company.


3.To appoint a Director in place of Mr. A who retires by rotation and being eligible offers himself for reappointment.
4.To appoint Auditors and to fix their remuneration.

                                                                                                          By Order of the Board
Place:                                                                                          
Dated ..............                                                                                      Company Secretary

Registered Office:                                                                                  
..........................
..........................
..........................
     Notes.—
(1)    A member entitled to attend and vote is entitled to appoint a proxy to attend and vote instead of himself and a proxy need not be a member.
(2)  Proxies, in order to be effective, must be received at the Registered  Office of the Company, not less than 48 hours before the commencement of the Annual General Meeting.
(3) Corporate Members are requested to send a duly certified copy of the Board Resolution, pursuant to Section 113 of the Companies Act, 2013 authorising their representative to attend and vote at the Annual General Meeting.
(4)  An Explanatory Statement pursuant to Section 102 of the Companies Act, 2013 relating to the special business to be transacted at the Annual General Meeting is annexed.
(5)     Members are requested to bring their admission slips along with copy of the report and accounts to the Annual General Meeting.
(6)      Members who wish to obtain information on the Company or view the accounts for the financial year ended 31st March, 2016, may visit the company’s   corporate  website www.        or   send  their queries atleast 10 days before the Annual General Meeting to the _________ at the Registered Office of the Company.
(7)    All the documents referred to in the accompanying notice are available for inspection at the Registered Office of the Company on all the  working days between ____AM to _____ PM upto the date of the Annual General Meeting.
(8)  The Register of Members and Transfer Books in respect of Equity Shares of the Company will remain closed from ______ September, 2016 to ____ Sept., 2016 (both days inclusive).
(9)   The dividend if declared, will be payable to those shareholders of the Company whose name appears as member on the end of working hours as on ______ Sept., 2016.
(10) Members are requested to notify change in address, if any immediately to the company’s Registrars M/s. ______ Ltd.
(11) Members may avail nomination facility as provided under section 72 of the Companies Act, 2013.
(12) Members are hereby informed that Dividend which remains unclaimed/un-encashed over a period of seven years, has to be  transferred as per the provisions of Section 124 of the Companies Act, 2013 by the Company to “The Investor Education & Protection Fund” constituted by the Central Government under Section 125 of the Companies Act, 2013. It may please be noted that once unclaimed/un- encashed dividend is transferred to Investor Education & Protection Fund” as above, no claims shall lie in respect of such amount by the shareholder.

....................................................................................................................................................
 ATTENDANCE SLIP

I hereby record my presence at the Annual General Meeting of the shareholders of the Company on _____ day, the ____ day of _______, 2016 at _____  at the Registered Office of the company at ………….

Name _________________________Ref. Folio No. ____________________


SIGNATURE OF THE ATTENDING MEMBER/PROXY

No. of Shares held            ___________________________

Notes:
1.  Shareholder/Proxyholder wishing to attend the meeting must bring the Attendance Slip to the   meeting and hand over at the entrance duly signed.
2.  Shareholder/Proxyholder desiring to attend the meeting should bring his/her copy of the Notice      for reference at the meeting.  

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

Form No. MGT-11
Proxy Form
[Pursuant to Section 105(6) of the Companies Act, 2013 and Rule 19(3) of the Companies (Management and Administration) Rules, 2014]


CIN:  
Name of the Company:  

Registered office:  


Name of the member (s):

Registered address:

Email ID:

Folio No./Client Id:

DP ID:


I/We, being the members of  shares of the above named company, hereby appoint

1.      Name:
Address:
Email ID:
Signature: …………………………,or failing him
2.      Name:
Address:
Email ID:
Signature: …………………………,or failing him
3.      Name:
Address:
Email ID:
   Signature: …………………………    
as my/our proxy to attend and vote (on a poll) for me/us and on my/our behalf at the Extra Ordinary General Meeting of the Company, to be held on  ………., the ……. day of ……., 2016 at ……. at the registered office of the company at ……..  and at any adjournment thereof in respect of such resolutions as are indicated below
Resolution No.
1.      ………………………………………………………………………………….
2.      ………………………………………………………………………………….
3.      ………………………………………………………………………………….

Signed this………day of ……….2016.                                                     AFFIX
                                                                                                                  REVENUE
                                                                                                                     STAMP
Signature of shareholder(s)

Signature of Proxy holder(s)
          
Notes:
1.    Proxy to be deposited at the Registered Office of the Company at …………….., not later than FORTY-EIGHT hours before the meeting.
2.      All alterations made in the Form of Proxy should be initialed.
3.      Please affix appropriate Revenue Stamp before putting signature.
4.      In case of multiple proxies, proxy later in time shall be accepted.
5.      A proxy need not be a shareholder of the Company
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