AGM Notice Format

Sample / Template / Draft / Example of Annual General Meeting Notice to Shareholder of a Public Listed Company in India in word/.doc. 



Notice is hereby given that the Fifty Fourth Annual General Meeting of the Members of _________________ LIMITED will be held at the ____________________________________, Mumbai 460 0__ on _____day, the ________, 2013 at ______ A.M/P.M.  


1.   To receive, consider and adopt the Balance Sheet as at 31st March, 2013 and the Profit and Loss Account for the year ended on that date and the Reports of the Directors and Auditors thereon.

2.   To declare dividend for the financial year ended 31st March, 2013.

3.  To elect a Director in place of Shri --------, who retires by rotation, and being eligible, offers herself for reappointment.

4.   To appoint Auditors and to fix their remuneration. The retiring Auditors,                  Messrs ----------------., Chartered Accountants, Mumbai are eligible for reappointment.


To consider, and if thought fit, to pass, with or without modification, the following Resolutions





__________________                                                 By Order of the Board of Directors

  Mumbai 460 0___                                                                            Anil Biswas
  The _____________, 2013                                                       Company Secretary


I)         A member entitled to attend and vote at the meeting is entitled to appoint one or more proxies to attend and vote instead of himself and the proxy need not be member of the Company.
II)     A proxy, to be valid, should reach the Registered Office of the Company at least 48 hours before the hour of commencement of the meeting.
III)     Members are requested to notify immediately any change in their address to           the Company.
IV)    An Explanatory Statement pursuant to Section 173(2) of the Companies Act, 1956 in respect of item of special business is annexed hereto (marked Annexure I) and particulars of Directors retiring by rotation and seeking reappointment are given in Annexure – II.
V)     The Register of Members and Transfer Book of the Company will remain closed from ____________, 2013 to __________, 2013 (both days inclusive).

The dividend as recommended by the Board, if approved at the meeting by the members, will be paid on or after ___________, 2013 to those persons whose names stand registered on the Company’s Register of members or their mandates:
 (a)     as Beneficial Owners as at the end of business hour on _________, 2013 as per names and address to be furnished by National Securities Depository Limited and Central  Depository Services (India) Limited in respect of the shares held in electronic form and
(b)     as Members of the Company after giving effect to valid share transfer in physical form lodged with the Company on or before _______, 2013.
VI)     Members are requested to bring the attendance slip with them duly filled in and hand over the same at the entrance of the meeting hall.
VII)    In view of the increase in cost of printing, members are requested to bring their copy of the Annual Report with them at the meeting.
VIII)  Should the members wish to have any information in respect of the accounts of the Company, queries in writing may be sent to the Company at the Registered Office so as to reach the Registered Office of the Company at least 7 days before the date of the meeting so that the required information can be made available at the meeting.
IX)      It will be helpful if Registered Folio Number/ DP ID – Client ID Number is quoted in all the correspondence with the Company.
X)        Pursuant to the provision of Section 109A and 109B members are informed that every holder of shares at any time may nominate, in the prescribed manner, a person to whom his shares in the Company shall vest in the event of his death.
XI)     Pursuant to Section 205A(5) of the Companies Act, 1956 as amended by the Companies (Amendment) Act 1999 w.e.f. 31.10.98 any money transferred to the unpaid dividend account of the company in pursuance of Section 205A(1), which remains unpaid or unclaimed for a period of seven years from the date of such transfer shall be transferred by the company to the investor Education and Protection Fund established under Section 205C (1) of the Companies Act, 1955 and no claim shall lie against the Fund or the Company in respect of the individual amounts which remain unclaimed and unpaid for a period of seven years from the dates that they first become due for payment.
The members who have not received/encashed dividend warrants for the financial years 2008-09, 2009-10, 2010-11 and 2011-12 may write to the Company for payment immediately.
XII)   Members are informed that the scrips of the Company have been activated both in CDSL and NSDL and may be dematerialised under the ISIN _________________________.
XIII)  All documents referred to in the above notes and explanatory statements are open for inspection at the Registered Office of the Company during office hours.
XIV)  The members are requested to inform their PAN allotted by the Income Tax authorities immediately.
XV)   Shareholders are requested to notify the Registrars latest by ________, 2013 their bank account number, the name of the bank and branch with whom such account is held to enable the Registrars to print the said details in the Dividend Warrant after the name of the payee, if dividend is declared.
          Electronic Clearance Service (ECS) facility provided by Reserve Bank of India may be obtained by the shareholders. Under this option, investor’s bank account is directly credited and an advice thereof is issued by the Company after the transaction is effected.
            For availing this facility, the following steps are to be initiated by the shareholders :
i)      Shareholders who are holding shares in physical form, should send their ECS Mandate Form duly filled in to the ______________, the Registrar and Share Transfer Agents of the Company. ECS Mandate Form is enclosed  (marked Annexure II).

ii)       Shareholders who are holding shares in demat mode, ECS Mandate has to be sent to their Depository Participant (DP) directly in the Format prescribed by the DP.
XVI)  Members holding shares in electronic form may please note that their bank account details as furnished by the respective Depositories to the Company will be printed on their dividend warrants as per the applicable regulations of the Depositories or may be paid through ECS where such facility is available and the Company will not entertain any direct request from such members for deletion of/ change in such bank account details. Members may, therefore, give instructions regarding bank accounts in which they wish to receive dividend, directly to their Depository Participants.
XVII) The shareholders who have not yet surrendered their share certificates of erstwhile ___________________________ Limited, are requested to contact the Registrars and Share Transfer Agents of the Company, __________________________ for necessary action immediately.


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