Shorter Notice for Extraordinary General Meeting (EGM) Format

A general meeting of the shareholders of a company may be called by giving not less than clear 21 days' notice. When the company wants to call for a general meeting by giving less than the required clear 21 days' notice, a shorter notice is served on the members. The consent of the members is required for holding such general meetings by serving of shorter notice.

Refer the detailed provisions as prescribed under the provisos to sub-section (1) of section 101 of the Companies Act, 2013. Check here

Following is only a template of the shorter notice for conducting an extraordinary general meeting for your reference.

SAMPLE

SHORTER NOTICE

Notice is hereby given that the ...th Extraordinary General Meeting (EGM) of the Company will be held at shorter notice at (Venue) on ......day, the ...th day of (Month), (Year), at ......... a.m./ p.m. to transact the following business:

SPECIAL BUSINESS:

Item No. 1: ........................................

To consider, and if thought fit, to pass with or without modification(s), the following resolution as a ................... resolution:

“RESOLVED THAT ...................................

FURTHER RESOLVED THAT .......................”

Item No. 2: ........................................

To consider, and if thought fit, to pass with or without modification(s), the following resolution as a ................... resolution:

“RESOLVED THAT ...................................

FURTHER RESOLVED THAT .......................”

By order of the Board of Directors

For ..................... Limited

        Sd/-

(Name of the Director/Officer)

(Designation)

(DIN/Memb. No. ...........)

Date: ..................

Place: ..................

Notes:

1. The members of the company have given their consent, as required under section 101(1) of the Companies Act, 2013, to convene the extraordinary general meeting at a shorter notice.

2. A MEMBER ENTITLED TO ATTEND AND VOTE AT THE MEETING 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. A FORMAT OF PROXY IS ENCLOSED HEREWITH.

3. Members/Proxies for Members should bring the duly filled-in and signed attendance slip for attending the meeting. A format of the attendance slip is enclosed herewith. A proxy holder needs to show his identity proof at the time of attending the meeting.

4. Organisational members (viz. corporates, trusts, societies, etc) intending to send their authorized representative(s) to attend the general meeting are requested to submit to the Company a certified copy of the Board Resolution authorizing their representative(s) to attend and vote on their behalf at the meeting.

5. An Explanatory Statement pursuant to Section 102 of the Companies Act, 2013 relating to the Special Business is annexed herewith.

6. The Register of Directors and Key Managerial Personnel and their shareholding as maintained under Section 170 of the Companies Act, 2013, the Register of contracts or arrangement in which directors are interested as maintained under Section 189 of the Companies Act, 2013 and all documents as mentioned in the accompanying Notice, resolutions and explanatory statement will be available for inspection by the members at the registered office of the company during normal business hours on all working days.

7. A Route Map to reach the venue of the extraordinary general meeting is annexed with the accompanying notice for ease in locating the venue.

Annexure to Shorter Notice

Explanatory Statement pursuant to section 102 of the Companies Act, 2013

The following explanatory statement sets out the facts relating to special business set out in the accompanying notice dated ...................:

Item no. 1

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

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

Item no. 2

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

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

By order of the Board of Directors

For ..................... Limited

        Sd/-

(Name of the Director/Officer)

(Designation)

(DIN/Memb. No. ...........)

Date: ..................

Place: ..................

Form No. MGT-11

Proxy form

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

Route-map

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

Attendance Slip

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