LETTER HEAD OF COMPANY
NOTICE IS HEREBY GIVEN THAT THE ______th ANNUAL GENERAL MEETING OF
THE (NAME OF THE COMPANY) WILL BE HELD ON (DAY), (DATE) AT (TIME OF THE
MEETING) AT THE REGISTERED/CORPORATE OFFICE OF THE COMPANY AT (PLACE OF MEETING), TO TRANSACT THE
FOLLOWING BUSINESSES:
ORDINARY BUSINESS:
Item No. 1 – Adoption of Financial
Statement:
To consider and adopt the audited financial
statements (including the consolidated financial statements) of the Company for
the financial year ended March 31, 2023 and the reports of the Board of
Directors (‘the Board’) and auditors thereon.
To consider and if thought fit, to pass, with
or without modification(s), the following resolution as Ordinary Resolution:
“RESOLVED THAT the audited
financial statements (including the consolidated financial statements) of the
Company for the financial year ended March 31, 2023 and the reports of the
Board of Directors and Auditors thereon laid before this meeting, be and are
hereby considered and adopted.”
Item No. 2: Appointment/Re-Appointment of
Auditor
To consider and if thought fit, to pass with
or without modification(s), the following resolution as an Ordinary Resolution:
“RESOLVED THAT pursuant to the
provisions of Section 139 and other applicable provisions, if any, of the
Companies Act, 2013, and the Rules framed there under, as amended from time to
time, M/s. ________________________________, Chartered Accountants, (FRN No. __________________) be and is hereby appointed/re-appointed as Auditor of the
Company to hold office from the conclusion of this Annual General Meeting (AGM)
till the conclusion of the __________ AGM of the Company to be held in the
year 2028, at such remuneration as may be agreed upon between the Board of
Directors and Statutory Auditor.
Item No. 3:
Declaration of Dividend:
To
consider and if thought fit, to pass, with or without modification(s), the
following resolution as Ordinary Resolution
“RESOLVED THAT the Dividend for _________ no. of equity @Rs. _____ per equity
shares of face value of Rs. ______ each for the period from April 01, 2022 to
March 31, 2023 approved by Board of Directors and be and is hereby confirmed
for the Financial Year 2022-2023.”
SPECIAL BUSINESS:
Item no. 4: Regularization of appointment of Mr. ___________________ (DIN: ________________):
To consider and if thought fit, to pass, with or without
modification, the following resolution as an Ordinary Resolution:
“RESOLVED THAT pursuant to the provisions of section 152, 161 and any other
applicable provisions of the Companies Act, 2013, and any rules made there
under, Mr. ___________________ (DIN: _________________), who was
appointed as an Additional Director of the Company by the Board of Directors in
the Board Meeting held on ____________________ to hold office
up to the date of this Annual General meeting be and is hereby elected and
appointed as Director of the Company”.
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Dated:
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For and on
behalf of the Board of Directors
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Place:
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(Name of the Company)
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Name of the Director
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(Designation)
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DIN__________________
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Add: _______________________________
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NOTES:
1. A member entitled
to attend and vote is entitled to appoint a proxy to attend and vote on poll on
his/her behalf and the proxy need not be a member of the company. Pursuant to
Section 105 of the Companies Act, 2013, a person can act as a Proxy on behalf
of not more than fifty members holding in aggregate, not more than ten percent
of the total share Capital of Company may appoint a single person as Proxy, who
shall not act as a Proxy for any other Member. The instrument of Proxy, in
order to be effective, should be deposited at the Registered Office of the
Company, duly completed and signed, not later than 48 hours (Sunday is included
in computation of 48 hours) before the commencement of the Meeting. A Proxy
Form is annexed to this report. Proxies submitted on behalf of limited
companies, societies, etc., must be supported by an appropriate resolution/authority,
as applicable.
2. The Notice of
AGM, Annual Report, Proxy Form and Attendance Slip are being sent to Members.
3. The Register of
Directors and Key Managerial Personnel and their shareholding, maintained under
Section 170 of the Act, and the Register of Contracts or Arrangements in which
the directors are interested, maintained under Section 189 of the Act, will be
available for inspection by the members at the AGM
4. Corporate members
intending to send their authorized representatives to attend the meeting are
requested to send a certified copy of the Board resolution to the Company
authorizing their representative to attend and vote on their behalf at the
meeting
5. Members / proxies
/ authorized representatives should bring the duly filled attendance slip
enclosed herewith to attend the meeting.
EXPLANATORY STATEMENTS U/S. 102 OF THE
COMPANIES ACT, 2013:
ITEM NO. 4:
_________________
(DIN: ___________________) was appointed as
an Additional Director w.e.f. ____________________ in accordance with the
provisions of Section 161 of the Companies Act, 2013.
Pursuant to Section 161 of the Companies Act, 2013 ___________________________
(DIN: __________________) holds office up
to the date of the ensuing Annual General Meeting.
The Board feels that presence of Mr. _____________________ (DIN: ______________________)
on the Board is desirable and would be beneficial to the company
and hence recommend resolution No. 4 for adoption.
The Board recommends resolutions under Item No. 4 to be passed as
an ordinary resolution.
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Dated:
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For and on
behalf of the Board of Directors
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Place:
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(Name of the Company)
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Name of the Director
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(Designation)
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DIN__________________
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Add: _______________________________
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