S.

No Provision Compliance to be done

.
Convene Board meeting for finalization of Directors report
1. Section 134 and Financial Result

Prepare and Finalize AGM Notice and Annual Report :

2. Section 101(2) of The Notice shall have (complete address, venue, date, hour
Companies Act, 2013 and agenda of the meeting) keeping the following documents
And ready:
Section 102 and Para
1.2.4 and Para 1.2.10 of  AGM Notice ( to include attendance slip, Proxy form,
SS-2 (Secretarial Route map, Explanatory statement)
Standard of General  Directors Report and all Annexure
Meetings)  Statutory Auditors Report and
 Financials (including Balance Sheet, Profit & Loss,
Cash Flow Statement, Notes to Accounts, Schedules)
 Sending of the Notice by hand delivery, email,
3. Section 96(2) ordinary post, speed post, registered post, courier or
fax. If sent through e-mail – ensure delivery proof.
 AGM to be called during business hours (9AM to
6PM) except on National Holiday (2ndOct, 15th Aug,
26th Jan), in the same city where the Registered Office
is situated.
 AGM Notice with Documents mentioned above to be
sent 21 clear days in advance of meeting. If Notice is
sent by post/ courier- send 25 days in advance.
  A public notice by way of advertisement shall be
4. Para 3A(IV) of MCA published in a vernacular newspaper in a principle
circular dated vernacular language of the district in which the
05.05.2020 (AGM registered office is situated and in English language in
Circular) English newspaper having wide circulation in that
For AGM by district and preferably both newspapers having
Companies required to electronic editions.
provide e-voting  Contents of the public notice for e-voting (If AGM
facility done through VC) as per MCA Circular:(to be given
before sending the notices and financial statements)
a. a statement that the AGM shall be convened through
VC;
b. the date and time of the AGM through VC;
c. availability of notice on the website of the company
and stock exchange, in case of listed company;
d. the manner in which the shareholders holding shares
in physical form or who have not registered their email
addresses with the company can cast their votes
through remote e-voting or through e-voting system:
e. the manner in which the persons who have not
registered their email addresses can get the same
registered; and cast their vote through remote e-voting
or through the e-voting system during the meeting;
f. the manner in which the members can give their
mandate for receiving dividends directly in their bank
accounts through electronic clearing services or any
other means;
Notice shall be given to:
5. Section 101(3) of 1. Members, (legal representative of deceased member or
Companies Act, 2013 assignee if an insolvent member)
and Para 1.2.1 of SS-2 2. Statutory auditors
 3. Secretarial auditors
4. All directors
5. Debenture trustee (if any)
Meeting can be convened on a shorter notice with consent of
6. Section 101(1) of the shareholders holding 95% paid up share capital
Companies Act, 2013

Keep ready following docs for Inspection at AGM :

7. Section 189(4) of 1. Register of Contracts ready for Inspection during AGM
Companies Act, 2013, ( Any person having right to attend AGM can inspect)
Para 6.8 of SS-2 and 2. Proxies (request from Member should be received at least 3
Para 1.2.5 of Secretarial days before the mtg.) Can be inspected from 24 hours before
Standard AGM time till AGM conclusion time.
3. Statutory Audit Rep, Secretarial Audit Rep, MOA, AOA-
all docs referred to in Notice of AGM- to be made available
for inspection at Regd. office during business hours/ Corp
Office/ Head Office
To follow up with the representatives of the Corporate
8. Para 6.4.2 of SS-2 members to send Board Resolutions and Proxy forms, if any.

To follow up with the representatives of the Corporate

9. Para 6.4.2 of SS-2 members to send Board Resolutions and Proxy forms, if any.

Ensure the proxy forms are received by the Company at least

10. Section 113 of the 48 hours before the time fixed for holding the AGM
Companies Act, 2013 (including major shareholders and representation letters from
financial institutions)
4.1. Check if Chairman of the Audit, NRC and SRC
11. Para 4.1, 4.2 and 4.3 of Committees have confirmed their attendance at AGM. If
the SS-2 they are not attending get them to authorize another
 Committee Member of that Committee to attend the
AGM.
4.2. To follow up with statutory auditors and secretarial
auditors and ensure that either they or their representative
(ensure that their representative is also qualified to act as
Statutory Audit Rep, Secretarial Audit Rep.) Attends the
AGM. Company can exempt them from attending.
4.3. Ensure that the proxy file, proxy register, Attendance
Slips, Attendance Register, Companies Act, Memorandum
& Articles of Association, Annual Report, additional
copies of Notice of the Meeting, AGM/EGM Minutes
Book, etc. are kept ready at the meeting