Notice of AGM Format
Notice of AGM Format
NOTICE
Notice is hereby given that the First Annual General Meeting of the members of the M/s. ABCD PRIVATE LIMITED will be held on MONDAY, 7TH DAY OF SEPTEMBER 202X, at TIME at the Registered Office Address of the company at ( __Mention address where AGM held__ ) to transact the following business.
ORDINARY BUSINESS:
- Adoption of Financial Statements
To receive, consider and adopt the Financial Statements of the Company for the year ended 31st March, 202X, including the audited Balance Sheet as at March 31, 202X the statement of Profit and Loss for the year ended on that date and the reports of the Board of Directors (‘the Board’) and Auditors thereon.
- Appointment of Auditors
To consider and if thought fit, to pass with or without modification(s), the following resolution as an Ordinary Resolution relating to appointment of Statutory Auditors of the Company:
“RESOLVED THAT pursuant to the provisions of Section 139, 142 and other applicable provisions of the Companies Act, 2013 and the Rules made there under, and with the consent of the Members, M/s XYZ, Chartered Accountants, bearing Registration No. XXX, the retiring auditors of the company be and are hereby re-appointed as a statutory auditors of the company to hold office from this Annual General Meeting to the conclusion of Fifth Annual General Meeting of the Company at remuneration
| for ABCD PRIVATE LIMITED |
|
| Seal and sign of the director | (Name of Director) |
| Place: XXXX | DIRECTOR |
| Date: XXXXX | (DIN:_____________) |
Print On the letter head of the company
NOTES:
- A MEMBER ENTITLED TO ATTEND AND VOTE AT THE ANNUAL GENERAL MEETING (‘AGM’) IS ENTITLED TO APPOINT A PROXY TO ATTEND AND VOTE IN THE MEETING INSTEAD OF HIMSELF / HERSELF, AND THE PROXY NEED NOT BE A MEMBER OF THE COMPANY. A Proxy can act on behalf of Members not exceeding fifty and holding in the aggregate not more than ten percent of the total share capital of the company carrying Voting Rights.
- Proxies, in order to be effective, must be received at the Registered Office of the Company not less than forty eight hours before the commencement of the Annual General Meeting and Proxy shall prove his identity at the time of attending the meeting. Form of proxy is enclosed to this notice [Form MGT-11].
- During the period beginning 24 hours before the time fixed for the commencement of the meeting and ending with the conclusion of the meeting, a member would be entitled to inspect the proxies lodged at any time during the business hours of the Company, provided that not less than three days of notice in writing is given to the Company.
- Member
/ Proxies / Authorized Representativeshould bring the duly filled Attendance Slip enclosed herewith to attend the meeting. - The Register of Directors and Key Managerial Personnel and their shareholding, maintained under Section 170 of the Companies Act, 2013, will be available for inspection by the members at the AGM.
- The Register of Contracts or Arrangements in which the directors are interested, maintained under Section 189 of the Companies Act, 2013, will be available for inspection by the members at the AGM.
- The Annual Report 202X is being sent through electronic mode only to the members whose email addresses are registered with the Company, unless any member has requested for a physical copy of the report. For members who have not registered their email addresses, physical copies of the Annual Report 202X are being sent by the permitted mode.
All documents referred to in the Notice will be available for inspection at the Company’s registered office during normal business hours on working days up to the date of AGM.
Print on plain paper
Form No. MGT – 11 Notice of AGM Format
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: XXXXXXXXX
Name of the company: ABCD PRIVATE LIMITED
Registered office: XXXXXXXXXXXXXXXX
| Name of the member (s) : Registered address : E-mail Id : Folio No / Client Id : DP ID : |
I / We, being the member (s) of ……………………. shares of the abovenamed company, hereby appoint.
1. Name: ………………………………
Address:
E-mail Id:
Signature: ………………………….. of falling him
2. Name: ………………………………
Address:
E-mail Id:
Signature: ………………………….. of falling him
3. Name: ………………………………
Address:
E-mail Id:
Signature: …………………………..
as my / our proxy to attend and vote (on a poll) for me / us and on my / our behalf at the 1st Annual general meeting / Extraordinary general meeting of the company, to be held on the MONDAY, 7TH DAY OF SEPTEMBER 202X, at the ( __ADDRESS__ ) and at any adjournment thereof in respect of such resolutions as are indicated below:
| Resolution No. | Resolution | Vote (Optional see Note 2) | ||
| For | Against | Abstain | ||
| 1. | Adoption of Balance Sheet, Statement of Profit and Loss, Report of the Board of Directors and Auditors for the financial year ended 31st March,202X | XX | XX | XX |
| 2. | Appointment of M/s XYZ, Chartered Accountants as the Auditors of the Company | XX | XX | XX |
Signed this ……………. day of September 202X
| Affix Revenue Stamp |
Signature of shareholder :
Signature of Proxy holder(s) :
Note:
- 1. This form of proxy, in order to be effective, should be duly completed, signed and deposited at the Registered Office of the Company, not less than 48 hours before the commencement of the Meeting.
- It is optional to indicate your preference. If you leave the ‘for’, ‘against’, or ‘abstain’ column blank against any or all of the resolutions, your proxy will be entitled to vote in the manner as he/she may deem appropriate.
Print On the letter head of the company
ATTENDANCE SLIP
First Annual General Meeting – XX/XX/202X
Registered Folio No.: XX
No. of Shares held: XXXX
I certify that I am a member / proxy / Authorised Representative for the member of the Company.
I hereby record my presence at the 1st Annual General Meeting of the Company at the registered office of the company at ( __MENTION ADDRESS__ ), on MONDAY, 7TH DAY OF SEPTEMBER 202X, at 12:00 PM.
Only do sign no seal required
(Mention name of Member)
Name of the Member / Proxy Signature of the Member / Proxy
Notice of AGM Format
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