Specimen Newspaper Notice of AGM — Publication Format and Requirements 2026

Specimen Newspaper Notice 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.

When Newspaper Publication Is Required

Listed companies must publish AGM notices in newspapers under SEBI LODR Regulation 47: at least one English national daily + one vernacular daily of the registered office region. Companies with 1,000+ members must also publish under Rule 18. The publication must be at least 21 days before the meeting date.

Specimen Newspaper Notice — AGM

CIN: | Regd. Office: | Tel: | Website: | Email:

NOTICE OF ANNUAL GENERAL MEETING

NOTICE is hereby given that the Annual General Meeting of will be held on , , 20XX at at / through Video Conferencing ("VC") / Other Audio Visual Means ("OAVM") to transact the following business:

ORDINARY BUSINESS:

1. Adoption of Audited Financial Statements for FY and Reports of Directors and Auditors thereon.

2. Declaration of Dividend of Rs. per equity share for FY .

3. Re-appointment of (DIN: ), retiring by rotation.

SPECIAL BUSINESS:

4.

5. as Independent Director"]

E-VOTING: Remote e-voting facility is available through from to . Members who have not voted electronically may vote at the AGM.

CUT-OFF DATE: for determining eligibility to vote.

BOOK CLOSURE: Register of Members and Share Transfer Books will remain closed from to (both days inclusive).

RECORD DATE: for dividend entitlement.

The Notice of AGM along with Annual Report is available on: Company website — | BSE — www.bseindia.com | NSE — www.nseindia.com | E-voting platform —

For | , Company Secretary | | Place: | Date:

Content Requirements — SEBI LODR

The newspaper notice must include: (a) company name, CIN, registered office, website, email, (b) meeting details — type, date, day, time, venue or VC details, (c) summary of business — ordinary and special items (brief descriptions sufficient — full notice available online), (d) e-voting details — platform, period, cut-off date, (e) book closure and record date, (f) where the full notice and annual report are available — company website and stock exchange websites, (g) Company Secretary's name and membership number.

Newspaper Selection Guidelines

(a) English newspaper: Must have national circulation — Economic Times, Times of India, Hindu, Financial Express, Business Standard, Indian Express. (b) Vernacular newspaper: Must be published in the language of the registered office state — e.g., Maharashtra Times (Maharashtra), Dainik Jagran (UP/Delhi), Dinamalar (Tamil Nadu), Prajavani (Karnataka), Eenadu (Telangana/AP). (c) Choose newspapers with adequate circulation in the area where the majority of shareholders reside. (d) Cost optimization: quarter-page or classified format is acceptable — full-page is not required. (e) Book newspaper space 5-7 days in advance — popular editions may not have space at short notice.

Additional Publication Requirements

Board Meeting Notice: Under Regulation 29 SEBI LODR: notice of Board Meeting to consider financial results must be published in newspapers at least 2 working days before the meeting. Financial Results: Under Regulation 47(1)(b): financial results (quarterly and annual) must be published within 2 working days of Board approval. Postal Ballot: Notice of postal ballot must be published in 1 English + 1 vernacular newspaper. Other Events: Any material event requiring disclosure may need newspaper publication as per SEBI circulars.

Common Errors in Newspaper Notices

(a) Wrong date: Publishing the meeting date incorrectly — verify multiple times before sending to the newspaper. (b) Missing e-voting details: SEBI requires e-voting information in the notice — omission is non-compliance. (c) Wrong CIN: Using an old or incorrect CIN — verify from MCA portal. (d) Late publication: Publishing less than 21 days before the meeting — the notice period may be inadequate. (e) Only one newspaper: SEBI requires both English AND vernacular — publishing in only one is non-compliant. (f) No CS signature: The notice must bear the Company Secretary's name and membership number.