Notice of Meeting

All shareholders must be given a clear 21-day notice in writing or via electronic means. In the event of a section 8 corporation, 14 days’ clear notice is necessary rather than 21 days. ‘Clear days’ are days other than the day of the notice of service and the day of the meeting.  If a notice of general meeting is delivered by post, it is presumed to be served 48 hours after the letter containing the same is sent. Every one of the 21 days must be full or complete. The day on which the notice is regarded to have been served on the member, as well as the day of the general meeting, must be added to the 21-day period.

The goal of the Extraordinary General Meeting (EGM) notice is to notify company members about the business that will be conducted at the meeting. As a result, the notification should include the following details:

You should notify all the members of your company:

1. In the case of a company with a share capital, such number of members who hold, on the date of receipt of the requisition, not less than one-tenth of the company’s paid-up share capital that carries the right of voting on that date.

2. In the case of a company without a share capital, the number of members who have not less than one-tenth of the total voting power of all members with a right to vote on the date of receipt of the requisition.
A meeting of the requisitionists should be convened and held in the same manner as a meeting of the Board.

Any rational costs involved by the requisitioner in calling a meeting under sub-section  shall be compensated by the company, and the sums so paid shall be deducted from any fee or other remuneration payable to such of the directors who were in default in calling the meeting under the Companies Act, 2013.

An Annual General Meeting (AGM) is convened to allow interaction between the company’s management and shareholders. Except for one-person corporations (OPCs), all firms shall have an AGM at the conclusion of each fiscal year. A firm must have its AGM within six months of the conclusion of the fiscal year. In the event of a first annual general meeting, however, the corporation might convene the meeting in fewer than nine months from the end of the first fiscal year. There is no requirement to convene an AGM in the year of incorporation if the first AGM has already been held. Please keep in mind that the duration between two annual general meetings should not exceed 15 months.

An Annual General Meeting should take place only during business hours, between 9 a.m. and 6 p.m. The meeting can take place on any day that is not a national holiday, including Central Government holidays. The meeting may be conducted at any location within the city, town, or village in which the registered office is located. A government corporation may also convene its AGM in any other location approved by the Central Government. An unlisted firm may convene an AGM in any location in India after acquiring written or electronic authorization from its members. In the case of a Section 8 company, the Board determines the date, time, and location of the AGM at accordance with the orders issued in the company’s general meeting.

Except for the statutory and annual general meetings, all general meetings of a corporation in India are referred to as extraordinary general meetings. Between two annual general meetings, there is a year or 18 months. As a result, if an important matter emerges between two annual general meetings that require shareholder approval, an extraordinary general meeting might be convened.
According to the Companies Act of 2013, any matter discussed in an extraordinary general meeting (EGM) is deemed special business. An EGM serves a dual purpose. First, an EGM is used to inform them about critical corporate concerns and, if required, to force them to attend the meeting in person whenever feasible.

Second, the EGM requires the corporation to offer additional information about the business to be conducted at the EGM in the form of an explanatory statement to the shareholders. Typically, the explanatory statement attached to the notice of extraordinary general meeting includes the following information:

Except for the statutory and annual general meetings, all general meetings of a corporation in India are referred to as extraordinary general meetings. Between two annual general meetings, there is a year or 18 months. As a result, if an important matter emerges between two annual general meetings that require shareholder approval, an extraordinary general meeting might be convened.
According to the Companies Act of 2013, any matter discussed in an extraordinary general meeting (EGM) is deemed special business. An EGM serves a dual purpose. First, an EGM is used to inform them about critical corporate concerns and, if required, to force them to attend the meeting in person whenever feasible.

Second, the EGM requires the corporation to offer additional information about the business to be conducted at the EGM in the form of an explanatory statement to the shareholders. Typically, the explanatory statement attached to the notice of extraordinary general meeting includes the following information: