Annual General Meeting Notice & Board Resolution Format

All companies registered in India other than a One Person Company is required to hold an annual general meeting each year in addition to other General Meeting. There should not be a gap of more than 15 months between one Annual General Meeting and the next and one meeting should be held in each of the calendar year. In this article, we look at an annual general meeting notice and board resolution format.

Annual General Meeting

All newly incorporated companies are required to convene its first Annual General Meeting within a period of 9 months from the date of closing of the first financial year of the company and in any other case, within a period of six months, from the date of closing of the financial year. If a company holds its first annual general meeting as aforesaid, it shall not be necessary for the company to hold an annual general meeting in the year of its incorporation.

Date and Place for Annual General Meeting

It is important that all annual general meeting be held on a working day during business hours. The date for the annual general meeting cannot be a National Holiday. The place for conducting the annual general meeting must be the registered office of the company or some other place within the same city, town or village in which the registered office is situated.

Calling for Annual General Meeting

The annual general meeting must be called for and conducted even if the company did not function or have any revenue. The duty for calling for an annual general meeting of a company rests with the Directors of the company.

Penalty for Not Conducting Annual General Meeting

If a company defaults in holding an annual general meeting, the company and every officer of the company who is in default will be punishable with fine which may extend to Rs.1 lakh and in case of continuing default, with a further fine which may extend to Rs.5000 for every day during which the default continues.

Extension for Holding Annual General Meeting

The Registrar of Companies has the power to allow extension of time of up to 3 months for holding the Annual General Meeting. Companies that wish to obtain an extension for holding annual general meeting must file e-Form GNL-1 along with the reason for extension and period for which extension is required.