📜 1. Introduction: What is a Notice of EGM?
An Extraordinary General Meeting (EGM) is a meeting called by a company to discuss urgent matters that cannot wait until the next Annual General Meeting (AGM). According to the Companies Act, 2013, a Notice of EGM must be sent in writing to all shareholders, directors, auditors, and concerned parties.
This article guides you step-by-step through the EGM notice process, legal requirements, and compliance filings applicable throughout India.
🧾 2. Types of Legal Compliances Related to EGM Notices
Although an EGM Notice is not a license, it involves compliance filings such as:
- 📄 Board Resolution Filing (MGT-14, if required)
- 📨 Dispatch of Notice to Members (21-day rule)
- 🧠 Drafting and Circulation of Agenda
- ✅ ROC Filing for Special Resolutions
- 📋 Recording of Minutes
👥 3. Who Needs These Services?
- Private Limited Companies
- Public Limited Companies
- Section 8 Companies (NGOs)
- Startups raising urgent capital
- Companies amending MOA/AOA, changing auditors, etc.
🤝 4. Why Choose a Professional EGM Notice Service Provider?
A professional consultant helps you:
- Draft legally valid and MCA-compliant notices
- Follow correct format and dispatch timelines
- Assist with ROC filings and form validations
- Avoid penalties due to procedural lapses
- Maintain correct records for future audits
📝 5. Step-by-Step Process to Issue EGM Notice
- 🧑⚖️ Call a Board Meeting to approve the EGM agenda.
- 📜 Draft the EGM Notice with date, time, venue, and resolutions.
- 📬 Dispatch Notice at least 21 clear days before EGM via email, post, or hand delivery.
- 🧾 File necessary forms like MGT-14 for special resolutions.
- 📚 Conduct the EGM, pass resolutions, and record minutes.
- ✅ Update ROC and statutory records within time.
📑 6. Required Documents
- Draft Board Resolution
- Draft EGM Notice
- List of Shareholders with contact details
- Explanatory Statement (for special business)
- MCA Filing Forms (MGT-14, if applicable)
- Proof of Notice Dispatch
💰 7. Cost Involved
| Service | Cost Estimate (INR) |
| Drafting Notice + Agenda | ₹1,500 – ₹3,000 |
| Filing Forms (ROC) | ₹300 – ₹1,000 |
| Professional Service Fee | ₹2,000 – ₹5,000 |
Estimated Total: ₹3,000 – ₹8,000
⏱️ 8. Time Taken
| Activity | Time Required |
| Drafting & Board Meeting | 1 day |
| Notice Dispatch | 21 days before EGM |
| Filing with ROC | 1–2 days after EGM |
⚠️ 9. Common Mistakes to Avoid
- Failing to send the notice 21 clear days in advance
- Incorrect or missing explanatory statements
- Not filing MGT-14 for special resolutions
- Ambiguous or incomplete agenda items
- Not maintaining proof of notice dispatch
📞 10. Call-to-Action (CTA)
Need expert assistance with your EGM notice or legal drafting?
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❓ 11. FAQs – Frequently Asked Questions
Q1. Can a company hold an EGM online?
Yes, under MCA’s guidelines, companies can conduct EGMs via video conferencing.
Q2. What if I miss the 21-day notice rule?
Such meetings are legally invalid and may lead to penalties.
Q3. Do private companies need to file MGT-14?
Only if a special resolution is passed. Not mandatory for ordinary resolutions.
