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Intimation Letter to Stock Exchanges regarding AGM Format

In accordance with the provisions of the Companies Act, 2013 and various regulations under the Securities and Exchange Board of India (Listing Obligations and Disclosure Requirements) Regulations, 2015 (SEBI LODR), listed entities are required to intimate the stock exchanges certain information.

format of intimation letter to stock exchangeIn case of Annual General Meeting (AGM), the entities should intimate the information viz. details of the ensuing Annual General Meeting, Book Closure i.e. Closure of Register of Members and Share Transfer Books and fixation of cutoff date for e-voting, and period of remote e-voting.

A template of such an intimation letter to stock exchanges is given hereunder.

Please refer to the respective legal provisions while preparing the letter. Following sample is only for your reference.


Ref: _________
Date: _________

The Listing Department
National Stock Exchange of India Limited (NSE)
"Exchange Plaza", Bandra Kurla Complex
Bandra (E), Mumbai – 400051

Department of Corporate Services
Bombay Stock Exchange Limited (BSE)
P.J. Towers, Dalal Street,
Fort, Mumbai – 400001

Company's Scrip Symbol (NSE): ________
Company's Scrip Code (BSE): __________
Company's ISIN: _____________________

Dear Sir/Madam,

Sub.: Intimation of __th Annual General Meeting (AGM), Closure of Register of Members/Transfer Books for AGM, E-Voting & Cutoff date(s)

In compliance with the Listing Regulations, we hereby notify that the __th Annual General Meeting of the company will be held on ____day, the __th of (Month), (Year) at ____ a.m./p.m. at the Registered Office of the company at (Complete Address).

We further would like to inform you that:
1) The Register of Members and Share Transfer Books of the company shall remain closed from ____day, the __th of (Month), (Year) to ____day, the __th of (Month), (Year) (both days inclusive) for the purpose of __th Annual General Meeting.
2) The cut-off date to determine the entitlement of remote e-voting for the __th Annual General Meeting of the company is fixed for (Date).
3) The remote e-voting period begins on ____day, the __th of (Month), (Year) at ___ a.m. /p.m. and ends on ____day, the __th of (Month), (Year) at ___ a.m. /p.m.

In this regard, please find enclosed herewith the Notice of __th AGM and the Annual Report of the company for Financial Year 20__-__ along with all Annexures as are sent to the members of the company.

Kindly take the above information on record.

Thanking you,
Yours faithfully,
For _________ Limited

(Name of the Director/Officer)

Encl.: A/a

Copy to:
1. (Name of the Registrar and Transfer Agent of the Company)
2. National Securities Depository Limited [NSDL]
3. Central Depository Services (India) Limited [CDSL]

Intimation Letter to Stock Exchanges regarding AGM Format