In accordance with the Companies act 2013 and SEBI ( LODR) Regulations, 2015, listed companies must publish a newspaper ad for their Annual General Meetings (AGMs) conducted through Video Conferencing (VC) or other Audio-Visual Means (OAVM). This article provides a sample newspaper ad format, outlining key details and compliance requirements.
Format of Newspaper Ad For Listed Company
NAME OF THE COMPANY
CIN NO.
REGISTERED OFFICE ADDRESS
Email :
Contact No :
LOGO
NOTICE OF {NO OF MEETING} TO BE HELD THROUGH VIDEO CONFERENCING (VC) OF OTHER AUDIO-VISUAL MEANS ( OAVM )
Notice is hereby given that ___Meeting of the members of the _______(any former name ,if name changed in 2 yrs.) is scheduled to be held on Day, Date, Time through Video conferencing or any other audio visual means ,in compliance with all the applicable provisions of companies act, 2013 (ACT) and rules made thereunder and SEBI (Listing Obligations & Disclosure requirement regulations), 2015 read with General circular dated April 08th 2020, April 13th 2020, May 05,2020, September 20,2020, December 31,2020, January 31,2020, December 08, 2021 and December 14, 2021, 02/2022 dated May 05, 2022 and 19/2022 dated December 28, 2022 issued by the Ministry of Corporate affairs (MCA), Collectively referred as MCA circulars and SEBI Circular dated May 12, 2020, January 15, 2021, May 13,2022 and January 05, 2023 (SEBI Circulars) to transact the business set out in the Notice of AGM .Members attending the AGM Through VC/OAVM shall be reckoned for the purpose of Quorum u/s 103 of the Act.
In compliance of the above Circulars , the Notice of AGM and the Financial statements to the FY 2022-2023 along with Board’s report , Auditor’s report , and other documents required to be attached thereto (Collectively referred as “Annual Report“) will be send only by e-mail to all the members of the company whose e-mail address are registered with the company/ Registrar & shares transfer agent (RTA) or Depository participant (DP) .The electronic dispatch of notice along with other documents Have been completed on Day & Date and will also be available on the company’s website of the stock exchange i.e. Name of RSE with Web address
In compliance with the provision of section 108 of the act read with rule 20 of Companies (Management & Administration rules), 2014 as amended from time to time & Regulation 44 of the SEBI ( Listing Obligations & Disclosure Requirements ) Regulations 2015 & Secretarial standards on General meeting (SS-2) ,the company is pleased to provide remote e-voting facility ( ‘Remote E-voting ‘) to all the members to cast their votes on all resolutions set out in the Notice of the AGM . Additionally, the company is providing facility for e-voting during AGM (e-voting ) to all the members who have not cast their votes through remote e-voting . The Procedure /Instructions in respect of have been provided in the Notice of the AGM.
The members of the company holding shares either in physical form or in dematerialized form , as on cutoff date (Date should at least 7 days before date of meeting )shall be eligible to cast their votes by remote e-voting or attend the meeting through VC/OAVM and cast votes at AGM. The voting rights shall be in proportion to their shares of the paid -up equity shares capital as on the cut-off date .The remote e-voting period will be commenced on [Date of Commencement with time IST] and ends on [Date of end with time IST]
If Dividend Recommended – The company will pay dividend, If approved by the shareholders at the ensuing AGM as recommended by the board at its meeting held on [Date of meeting] to those shareholders whose name appears as Registered owner in Register of Members or Beneficial owner at the close of the business hours on [Record Date ] as per the details furnished by the depositories viz. NSDL/CDSL.
Any person who become a member of the company after dispatch of notice AGM & holding shares as on cut-off /record date i.e. [Date] may obtain the login id & password by sending a request at [Designated email id of company] or [RTA Email]. However if the person is registered with NSDL/CDSL for remote e-voting then existing user credentials can be used for casting votes.
Members are requested to carefully read all the Notes which are set out in the Notice of the AGM and instructions for joining the AGM, manner of casting votes through remote e-voting during AGM.
By Order of the board
For [ NAME OF COMPANY]
SD/-
Name of Duly Authorized Issuing Person
[Designation]
Date :-
Place:-
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Disclaimer – Please note regulatory stipulations are subject to change including any other additional matter which may require either due to any AGM related matter or due to change in law(s), always check relevant requirements at the time applicable to ensure valid compliance.
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