Notice of Annual General Meeting (AGM) Format / Template
The notice of Annual General Meeting can have various items of business to be taken up for consideration / approval / ratification by the shareholder. The following is a format of notice of Annual General Meeting (AGM) having few of such items which mostly come for consideration and approval as per the regular practice,
of Annual General Meeting (AGM)
NOTICE is hereby given that
the __th Annual General Meeting of the members of _______ (Name of the
Company), CIN:_______________________ will be held on _______(date), at _______(time) at
_____________(Address), to transact the following businesses:
1. To receive, consider, approve and adopt the audited
Balance Sheet as at March 31, 2016 and Statement of Profit and Loss Account for the year
ended on that date together with the reports of the Directors and the Auditors
2. To approve payment of dividend of Rs. __/- per
equity share for the year ended March 31, 2016. (or ‘To declare dividend on
Equity Shares for the year ended March 31, 2016’)
3. To appoint a director in place of Mr. _________, Director (DIN:_______________) who retires by rotation and being eligible, offers himself for
4. To appoint a director in place of Mr. _________, Director (DIN:_______________) who retires by rotation and being eligible, offers herself for
5. To appoint Statutory Auditors and to fix their
remuneration and in this regard to consider and, if thought fit, to pass with
or without modification(s), the following resolution as an Ordinary Resolution.
The retiring auditors M/s. ___________________,
Chartered Accountants (Firm Regn. no. _________________) are eligible for re-appointment and have confirmed their
willingness to accept office, if re-appointed.
“RESOLVED THAT M/s. ___________________,
Chartered Accountants, (Firm Regn. no. _________________) be and are hereby appointed as Statutory
Auditors of the Company, to hold office from the conclusion of this Annual
General Meeting until the conclusion of the ______ Annual General Meeting of the
Company on such remuneration as shall be fixed by the Board of Directors of the
6. To consider and if thought fit, to pass with or
without modification, the following resolution as an Ordinary Resolution:
“RESOLVED that Mr. ____________, who was appointed on
_____(Date) as an Additional Director of the Company and holds office upto the
date of this Annual General Meeting under Section 161 of the Companies Act, 2013
and in respect of whom the Company has received a notice in writing from a
Member proposing his candidature for the office of the Director, be and is
hereby appointed as a Director of the Company”.
By Order of the Board of Directors
For ________(Name of the Company)
1. A MEMBER ENTITLED TO ATTEND AND VOTE IS ENTITLED TO
APPOINT A PROXY TO ATTEND AND VOTE INSTEAD OF HIMSELF AND THE PROXY NEED NOT BE
A MEMBER OF THE COMPANY. THE INSTRUMENT APPOINTING A PROXY, SHOULD HOWEVER BE
DEPOSITED AT THE REGISTERED OFFICE OF THE COMPANY, NOT LESS THAN 48 HOURS
BEFORE THE COMMENCEMENT OF THE MEETING.
2. Members/proxies should bring duly filled Attendance
Slips sent herewith to attend the meeting.
3. The Register of Directors Shareholding, maintained under
Section 170 of the Companies Act, 2013 will be available for inspection by the
members at the meeting.
4. The Register of Contracts, maintained under Section 189 of the Companies Act, 2013 and all documents as mentioned in the
resolutions and or explanatory statement will be available for inspection by
the members at the registered office of the Company.
5. The Register of Members and Share Transfer Books of
the Company will remain closed from _______(Date) to ____(Date) (both days
6. Subject to the provisions of Section 126 of the
Companies Act, 2013 dividend as recommended by the Board of Directors of the
Company, if declared at the meeting, will be payable on or after ____(Date) to
those members whose name appear on the Register of Members as on the opening of
7. Members holding shares in physical form are
requested to notify the change in their address to the Registrar Share Transfer
Agent, M/s. ______, (address). Members should quote their folio numbers in the correspondence.
8. Members will not be distributed any gift,
compliment or kinds of such nature at the AGM.
9. An Explanatory statement pursuant to Section 102
of the Companies Act, 2013 relating to the Special Business is annexed.
ANNEXURE TO THE NOTICE
EXPLANATORY STATEMENT AS REQUIRED UNDER SECTION 102 OF THE COMPANIES ACT, 2013
Item No. 6
Mr. _____was appointed as an Additional Director
of the Company with effect from (Date), pursuant to Section 161 of the
Companies Act, 2013, read with Article 114 of the Articles of Association of
the Company.Mr. _____holds
office of the Director up to the date of this Annual General Meeting. The Company
has received notice in writing from a member along with a deposit of INR 1 lakh/-
proposing the candidature ofMr. _________for the office of Director under the
provisions of Section 160 of the Companies Act, 2013.
The Board accordingly recommends the
resolution as set out in Item no. 6 of the Notice for approval of the
None of the Directors of the Company other thanMr. _____is interested or concerned in the resolution.