Attendance Register and Attendance Slip for Company Meetings 2026

Attendance Register and Attendance explained: this guide covers what it means, who it applies to, the step-by-step process, documents required, fees, due dates and penalties in India — so you can stay compliant with confidence and avoid costly mistakes.

Purpose of Attendance Records

Attendance records serve multiple purposes: (a) evidence of quorum — proving that the minimum required directors/members were present, (b) record of participation — documenting who attended, when they arrived, and how they participated (physical/VC), (c) compliance verification — confirming that mandatory attendees (auditors, CS, committee chairpersons) were present, (d) director attendance tracking — under Section 167(1)(b), a director who does not attend Board Meetings for 12 consecutive months vacates office, (e) legal evidence — in any dispute about meeting validity, the attendance record is primary evidence.

Attendance Register for Board Meetings (SS-1)

SS-1 (Para 1.2.8) requires maintenance of an Attendance Register for Board Meetings. The register must contain: (a) serial number, (b) date of the meeting, (c) name of each director present (with DIN), (d) mode of attendance — physical or VC (with location for VC participants), (e) time of arrival and departure (if a director joins late or leaves early), (f) signature of each director present. The Attendance Register is maintained by the Company Secretary and kept at the registered office. Directors participating through VC sign at the next meeting or provide electronic confirmation.

Attendance Slip for General Meetings (SS-2)

For general meetings (AGM/EGM): an Attendance Slip is sent to every member along with the AGM notice. The member brings the filled-in attendance slip to the meeting and deposits it at the entrance. The attendance slip helps the company: (a) verify the member's identity, (b) record the folio/DP-Client ID for quorum calculation, (c) track the number of members present (in person and by proxy).

Specimen Attendance Slip — General Meeting

CIN: | Registered Office:

ATTENDANCE SLIP

Annual General Meeting on , , at , at

I/We hereby record my/our presence at the Annual General Meeting of the Company at on .

Name of Member/Proxy/Authorized Representative: ___

Signature: ___

Notes:

1. Only Members/Proxy holders/Authorized Representatives can attend the Meeting.

2. Please complete the Folio No./DP ID, Client ID, sign this Attendance Slip and hand it over at the entrance of the Meeting Hall.

3. Members attending through VC are requested to register their attendance through the VC platform.

Attendance Register for General Meetings

In addition to individual attendance slips: the company maintains an Attendance Register at the entrance of the meeting venue where: (a) members, proxies, and authorized representatives sign upon entry, (b) the register records: folio number, name, number of shares, whether member/proxy/representative, and signature, (c) the total count of members present (for quorum calculation) is derived from this register. For VC attendance: the platform records login times and participant details — this is treated as equivalent to signing the physical register.

Section 120 — Maintenance in Electronic Form

Under Section 120: companies can maintain attendance records in electronic form — subject to the requirements of the IT Act, 2000. For VC meetings: the e-voting platform and VC platform automatically record attendance — participant name, login time, duration, and unique identifier. These electronic records are valid and admissible as evidence.

Director Attendance Tracking — Vacancy of Office

Under Section 167(1)(b): a director who is absent from ALL Board Meetings held during a period of 12 months (whether or not leave was granted) automatically vacates office. The attendance register is the primary evidence for tracking this. The Company Secretary must: (a) maintain accurate attendance records for every Board Meeting, (b) monitor each director's attendance, (c) if a director approaches the 12-month absence threshold: remind them of the consequence, (d) if vacancy occurs: file Form DIR-12 with ROC recording the vacation of office. A director can attend through VC to prevent vacancy — VC attendance counts as physical presence.

Practical Considerations

(a) Pre-print attendance slips: Print attendance slips with the member's name, folio number, and shareholding pre-filled — members only need to sign. This speeds up registration at the venue. (b) Two registers: Maintain separate attendance registers for Board Meetings and General Meetings. (c) VC attendance: For VC meetings: the platform log serves as the attendance record. Print and preserve the log with the minutes. (d) Late arrivals: If a director/member arrives after the meeting starts: record the time of arrival. If they arrive after quorum was initially not present and quorum is subsequently formed: note this in the minutes. (e) Preservation: Attendance registers and slips should be preserved along with the minutes — they are part of the meeting records.

Getting Attendance Register and Attendance right the first time saves both time and money. Many businesses seek expert help for Attendance Register and Attendance to stay fully compliant. The rules around Attendance Register and Attendance are updated from time to time, so stay informed.