Consent for holding the Annual General Meeting at location other than registered office

Consent for holding the Annual General Meeting (AGM) at a location other than the registered office of the company. 

For private companies, flexibility in business operations is often a key advantage. One area where this flexibility shows is in the location of the Annual General Meeting (AGM). Legally, AGMs are expected to be held at the registered office of the company. However, under the Companies Act, 2013, there is a provision [Section 96 (2) first proviso] that allows an unlisted company to hold its AGM at any place in India, as long as all shareholders give their consent in advance.

Key Points to Consider:

• Written Consent from Members: To hold an AGM outside the registered office, every member must provide their consent in writing or by electronic mode beforehand.
• Flexibility in Location: This provision allows the meeting to be held in a location that might be more convenient for shareholders, especially if the registered office is in a different city or state.

For ease reference, format of Consent letter for holding the Annual General Meeting (AGM) at a location other than the registered office of the company is given here:

Date:

To,

The Board of Directors,

[Company Name>>,

[Company Address>>

Sub: Consent for holding the Annual General Meeting (AGM) of (Company Name) at a location other than the registered office of the company.

Dear Sir/Madam,

I, the undersigned, <<Name of the Shareholder>>, having folio no <<folio no>>, holding <<Number>> equity shares in <<Company Name>> having Registered Office at <<Registered Office Address>>, hereby give my consent for the holding of the Annual General Meeting of the Company at <<Venue Name and Address>> on <<Date of AGM>>, in accordance with the provisions of the Companies Act, 2013 and other applicable rules and regulations.

I further confirm that this consent is given in advance, as per the requirement of the law, and shall be effective for the upcoming Annual General Meeting.

Thank you.

Yours sincerely,

<<Signature>>

<<Name of the Shareholder>>

<<Address>>

<<Contact Details>>

#Format of consent letter to hold AGM at place other than registered office