Model Time Frame for Conducting Annual General Meeting

Model Time Frame for Conducting Annual General Meeting

Sr. No. Activity Completion Days

1. draft the following:
notice of AGM, postal ballot form,
resolutions

12 days before the
Board meeting

2. Obtain consent of Scrutinizer

12 days before the
Board meeting

3. Intimation of Board meeting to Stock
Exchanges at which it is proposed to
recommend dividend

7 days before the
Board meeting

4. Holding of Board meeting to do the
following and announce to the Stock
Exchange:
(a)notice ,date ,day, venue of AGM
(b)postal ballot form
(c)recommendation of dividend and
date of closure of register of
members
(d)appointment of Scrutinizer

85 days before the AGM

5. Filing of a copy of resolution alongwith
calendar of events to be forwarded to
the Registrar of Companies

Within 7days of the
Board meeting

6. Print notice ,postal ballot forms and
arrange for postage prepaid self
addressed envelopes (bearing the
name and address of the scrutinizer)

Day16 after the Board
meeting

7. Complete dispatch of notices

Day18 after the Board
meeting
8. An advertisement in newspapers giving
date of completion of dispatch of notice
and the last date for receipt of postal
ballot forms from the shareholders

Day 20 after the Board
meeting

9. Last date for receipt of postal ballot
forms

Day 34 after the of
dispatch of notices

10. Notice of Annual General Meeting

25 days before meeting

11. Deposit of instrument of proxy

Before 2 days of
meeting

12. Preparation of Scrutinizer’s report and
submission of report to the Chairman

Day 0

13. Holding of Annual General Meeting

Day 0

14. Declaration of result of postal ballot

Day 0

15. Declaration of dividend

Day 0

16. Appointment of auditor

Day 0

17. Appointment of directors in place of
directors those are retiring

Day 0

18. Depositing of amount of dividend
payable in special account and book
closure

Day5

19. Information to Stock Exchanges about
payment of dividend

Day 21 before the date
of payment of the
dividend

20. Intimation to auditor of his
appointment

Day7

21. Despatching of dividend
warrants/cheques/demand draft/

Day 30

22. Filing of required E-form 23, 32 and
others with Registrar of Companies and
filing of copy of the proceedings of
AGM to Stock Exchanges

Day30

23. Completion of recording of minutes of
AGM

Day 30

24. Filing of three copies of balance sheet,
profit and loss account with Registrar
of Companies

Day 30

25. Instruction to bank regarding change
of title of special account for dividend
to “unpaid dividend account of ….
Limited/Private Limited”

Day 37

26. Filing of annual return with Registrar
of Companies

Day 60

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