Template Description

This ROC Form template, is used to authorize a Representative to attend and vote at a Company's General Meeting on behalf of a shareholder under the Companies Act, 2013. It is a 2-page MS Word document. This form is mandatory for companies, legal consultants, and corporate governance professionals to manage proxy voting effectively as per Companies Act, 2013. The intended audience includes forms essential for shareholders, company secretaries, legal professionals.

Understanding of Form No. MGT-11 - Proxy Form

Structure and Components:

The form is structured into several key sections, each serving a specific purpose

Member's Details:

The form begins with the name of the company and a space to fill in the registered office address. It includes fields for the name, address, and folio number or client ID and DP ID of the member appointing the proxy.

Proxy's Details:

The next section is for the details of the proxy being appointed. The form requires the full name, address, and the signature of the proxy. There is also a space for mentioning the proxy’s email address and phone number, although these details are optional.

Meeting Details:

The form includes a section to specify the date, time, and venue of the meeting for which the proxy is being appointed. This section also allows the member to specify the resolutions that the proxy is authorized to vote on, giving them clear instructions.

Voting Instructions:

A crucial part of the form is where the member can indicate how the proxy should vote on each resolution. This may be left blank to allow the proxy to decide at the meeting or filled in to direct the proxy’s vote.

Signature and Date:

The form must be dated and signed by the member appointing the proxy. Additionally, the form requires a witness signature, adding a layer of authentication to the appointment.

Submission and Validity:

The completed form must be submitted to the company at its registered office at least 48 hours before the meeting. The proxy form is valid only for the specific meeting and any adjournment thereof. If a member wants to appoint a proxy for another meeting, a new form must be filled out.

Conclusion

Form No. MGT-11 is a vital tool for ensuring that a member's voting rights are preserved even when they cannot attend a company meeting. Its proper execution ensures that the member’s interests are represented, and their voice is heard through their appointed proxy.