Draft Notice of Annual General Meeting
On the Letter Head of Company
Notice is hereby given that the …. Annual General Meeting of the Members of.. ………Private Limited will be held on ………..(day of Week), the ……….(day)th………… (Month), ………..(year) at ………….. A.M. at Registered Office of the Company at Registered Office(Mention Address) to transact the following businesses:
To receive, consider and adopt the Audited Financial Statements of the company for the financial year ended on 31st March, ——- and the report of the Board of Director and Auditors thereon. To consider and approve the ratification of the re-appointment of …………..(Name of Auditor) as Auditors of the Company and to fix their remuneration 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, 142 of the Companies Act, 2013 and other applicable provisions, if any, of the Companies Act, 2013 and the Rules framed there under and as amended from time to time, pursuant to the resolution passed by the members at Annual General Meeting of the Company duly held on………….(Last Year AGM Date), the appointment of………(Name of Auditors), Chartered Accountants, New Delhi (Firm Registration No.000000N) as Statutory Auditor of the Company to hold office till the conclusion of the Annual General Meeting to be held for the Financial Year ________, be and is hereby ratified on the remuneration and reimbursement of out of pocket expenses as approved by the Board of Directors of the Company payable to them in consultation with the Auditors for the financial year ending March 31, ………..”
For and on behalf of Board
For …………. Private Limited
• Notes :
A MEMBER ENTITLED TO ATTEND AND VOTE AT THIS ANNUAL GENERAL MEETING MAY APPOINT A PROXY TO ATTEND AND VOTE ON A POLL ON THIS BEHALF. A PROXY NEED NOT BE A MEMBER OF THE COMPANY. 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 THIS ANNUAL GENERAL MEETING.
A person can act as a proxy 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. A member holding more than ten percent of the total share capital of the Company carrying voting rights may appoint a single person as proxy and such person shall not act as a proxy for any other person or shareholder.
Members desirous of getting any information about the accounts and operations of the Company are requested to submit their queries addressed to the Director at least 7 days in advance of the meeting so that the information called for can be made available at the meeting. Corporate Members intending to send their authorized representatives to attend -the meeting are requested to send to the company a certified copy of the Board resolution authorizing their representative to attend and vote on their behalf at the meeting. Relevant documents referred to in the accompanying Notice and the Statement are open for inspection by the members of the Company at the Registered Office of the company on all working days except Saturdays, during business hours up to the date of meeting. Attendance Slips and Proxy Form is attached to the Notice.