In the corporate world, conducting an Extra-Ordinary General Meeting (EGM) is a significant event. It is a platform where important decisions are made, which can shape the future of a listed company. However, notifying shareholders about the EGM is a crucial aspect of corporate governance. This article outlines the format and content of a Notice of EGM for a listed company and highlights the importance of adhering to circulars issued by the Ministry of Corporate Affairs (MCA) and the Securities and Exchange Board of India (SEBI).
Heading and Company Details: The Notice of EGM begins with a clear heading, mentioning that it is a formal notice. The name of the company is inserted at the top, followed by details like the date, time, and mode of the EGM. In this digital age, EGMs are frequently conducted via Video Conference (VC) or Other Audio-Visual Means (OAVM). This aligns with the circulars issued by the MCA and SEBI to promote digital interactions in the corporate sector.
Compliance with Circulars: The Notice emphasizes compliance with various circulars issued by the MCA and SEBI. It mentions the specific circulars (General Circular Nos. 14/2020, 17/2020, etc.) and their respective dates, illustrating the company’s commitment to following regulatory guidelines.
Electronic Mode of Notice: As per the circulars, EGM notices are to be sent via electronic mode to members with registered email IDs. This reflects the importance of maintaining updated member information, including email addresses, to ensure seamless communication.
E-Voting Facility: The company also highlights that it provides e-voting and remote e-voting facilities. This enhances shareholder engagement and participation in the decision-making process. It is a testament to the company’s commitment to transparency and inclusivity.
Updating Member Information: For shareholders with physical holdings, the Notice encourages them to update their details, including email IDs, mobile numbers, and bank account information. This aligns with SEBI’s requirements and ensures that shareholders receive all relevant communications.
Demat Holding: Shareholders with dematerialized holdings are directed to contact their Depositary Participant (DP) for updating their email addresses. This demonstrates the company’s support for different modes of shareholding and a desire to accommodate all shareholders.
Availability of Notice: The Notice underlines that it will be available on the company’s website and stock exchanges’ websites. This makes information easily accessible to shareholders, even beyond the physical notice. It also ensures that the meeting complies with Section 103 of the Companies Act, 2013, which mandates a quorum for meetings.
Notice is hereby given that an Extra-Ordinary General Meeting (‘EGM’) of _________________ (‘the Company’) is scheduled to be held on ____________ at _____ AM through Video Conference (VC) or Other Audio-Visual Means (OAVM), in compliance with general circular General Circular Nos. 14/2020, 17/2020, 20/2020, 02/2021, 19/2021, 21/2021, 02/2022, 10/2022 and 09/2023 dated April 8, 2020, April 13, 2020, May 5, 2020, January 13, 2021, December 08, 2021, December 14, 2021, May 05, 2022, Dec 28, 2022 and September 25, 2023, respectively issued by the Ministry of Corporate Affairs (MCA), Government of India and other corresponding circulars issued by Securities and Exchange Board of India (SEBI), to transact the businesses as set out in the Notice of the EGM.
As per aforesaid circulars, the Notice of EGM has to be sent only by electronic mode to those Members whose E-mail Id are already registered with the Company/ Depositories. The Company is also providing e-voting and remote e-voting facility to all its members. If your email ID is already registered with the Company/ Depositary, Notice of EGM and login details for e-voting shall be sent to your registered email address. In case you have not registered your email ID with the Company/ Depository, please follow below instructions to register your email ID for obtaining login details for e-voting.
|Physical Holding||Shareholders are requested to furnish their email ids, mobile no., bank account details for the purpose of EGM (Extra- Ordinary General Meeting) of the Company and/or other details in Form ISR-1 and other relevant forms prescribe by SEBI with the company’s Registrar and Share Transfer Agent of the Company, Name and Address of the RTA ; Email Id: …………… Website: _____________
Relevant forms prescribed by the SEBI in this regard are available on the website of the RTA. You are requested to kindly note the same and update your particulars timely.
|Demat Holding||Please contact your Depositary Participant (DP) and register your email address as per the process advised by DP.|
The Notice of EGM will also be available on Company’s website at ________________ and also on the Stock Exchanges websites at www.bseindia.com. Members attending the meeting through VC/ OAVM shall be counted for the purpose of Quorum under Section 103 of the Companies Act, 2013.
Company Secretary & Compliance Officer
Membership No.: ____________