Handbook of Company Law Procedures

Division 1 Procedures

Chapter 1 Preliminary

Procedure No. 1    Change of Financial Year of a Company [Section 2(41)]................................................................................................................................................................. 1.5

Procedure No. 2  Intimation of Consent/Withdrawal or Revocation of Consent by Director(s)/Person(s) Specified or Charged for Complying with the Provisions/Specified Provisions of the Companies Act, 2013

[Section 2(60)(iii) and (iv)]..................................................................................................... 1.10

Chapter 2 Formation of Company

Procedure No. 3           Incorporation of One Person Company (OPC) [Sections 3 & 7]                                  2.3

Procedure No. 4           Incorporation of a Company (Public and Private)                             2.18

Procedure No. 5           Incorporation of Section 8 Company [Sections 7 & 8]                                           2.32

Procedure No. 6             Incorporation of a Producer Company [Section 7 and Chapter XXIA]..................................................................................... 2.46

Procedure No. 7             Formation of a Nidhi Company                           2.60

Procedure No. 8           Incorporation of a Subsidiary/ Associate Company [Section 7]                       2.64

Procedure No. 9             Conversion of LLP into Company                           2.80

Procedure No. 10         Conversion of Partnership Firm into Company [Sections 7 and

366]..................................................................................................... 2.96

Procedure No. 11          Conversion of a Society/ Trust into Section 8 Company Limited

by Guarantee [Sections 7, 8 & 366].................................................................................................. 2.112

Procedure No. 12          Conversion of OPC (One-Person Company) into a Private or

Public Company [Sections 3 and 18]...................................................................................................... 2.129

Procedure No. 13          Conversion of Private Company into OPC (One-Person

Company) [Section 18]...................................................................................................... 2.137

Procedure No. 14         Change of Nominee in One-Person Company [Section 3(1)]                                    2.143

Procedure No. 15         Entrenchment of Specified Articles in Articles of Association

[Section 5]........................................................................................................ 2.146

Procedure No. 16          Conversion of Existing Company into Section 8 Company

[Section 8(5)]................................................................................................. 2.152

Procedure No. 17          Conversion of a Company Registered under Section 8 into a Company of any Other Kind [Section 8(4)].................................................................................... 2.159

Procedure No. 18         Change of Name of a Company [Section 13(2) and (3)]                                      2.171

Procedure No. 19          Shifting of Registered Office within the Local Limits of the City/Town/Village [Section 12(4)]................................................................................. 2.180

Procedure No. 20          Shifting of Registered Office from One City to another City within the Same State and within the Jurisdiction of Same ROC

[Section 12(5)].............................................................................................. 2.184

Procedure No. 21          Shifting of Registered Office from One Jurisdiction to another Jurisdiction of ROC but within the Same State [Section 12(5) and

(6)].................................................................................................... 2.192

Procedure No. 22         Shifting of Registered Office from One State to another State

[Section 13(4)].............................................................................................. 2.202

Procedure No. 23         Change in Objects of a Company [Section 13(9)]                                 2.214

Procedure No. 24          Conversion of a Private Company into a Public Company

[Section 14]...................................................................................................... 2.220

Procedure No. 25          Conversion of a Public Company into a Private Company

[Section 14]...................................................................................................... 2.228

Procedure No. 26          Alteration of Articles of Association of a Company [Section

14(1)].............................................................................................. 2.238

Procedure No. 27         Rectification of Name of a Company on the Directions of the

Central Government [Section 16]...................................................................................................... 2.243

Procedure No. 28          Making an Application to the Central Government (Power Delegated to RD) by a Registered Proprietor of a Trade Mark for

Directing a Company to Change its Name [Section 16(1)(b)]........................................................................................ 2.250

Procedure No. 29          Conversion of Unlimited Liability Company into a Company

Limited by Shares or Guarantee [Section 18]...................................................................................................... 2.254

Procedure No. 30          Conversion of Company Limited by Guarantee into Company Limited by Shares [Section 18]........................................................................................ 2.261

Chapter 3

Prospectus and Allotment of Securities

Procedure No. 31         Initial Public Offer [Section 23]                                        3.3

Procedure No. 32          Obtaining DEMAT Connectivity from the Depositories [Section

29]......................................................................................................... 3.13

Procedure No. 33          Variation in Terms of Contracts Referred to in the Prospectus or Objects for which Prospectus was Issued [Section 27].......................................................................................... 3.20

Chapter 4

Share Capital and Debentures

Procedure No. 34          Issue of Equity Shares with Differential Rights by an Unlisted Company [Section 43(a)(ii)]............................................................................... 4.3

Procedure No. 35          Issue of Renewed or Duplicate Share Certificate in Case of Defaced, Mutilated, Torn or Old, Decrepit, Worn out [Section

46]......................................................................................................... 4.17

Procedure No. 36          Issue of Duplicate Share Certificate in Case of Loss of Original

Share Certificate [Section 46]......................................................................................................... 4.21

Procedure No. 37          Split/Consolidation of Share Certificate [Section 46]                                        4.25

Procedure No. 38         Forfeiture of Shares [Section 46]                                        4.29

Procedure No. 39          Variation of Shareholders’ Rights [Section 48]                                        4.33

Procedure No. 40          Application to Cancel Variation of Shareholders’ Rights

[Section 48]......................................................................................................... 4.40

Procedure No. 41         Issue of Sweat Equity Shares by an Unlisted Company [Section

54]......................................................................................................... 4.44

Procedure No. 42         Issue of Sweat Equity Shares by a Listed Company [Section 54]                     4.54

Procedure No. 43          Preferential Issue of Convertible Redeemable Preference Shares [Section 55]........................................................................................... 4.68

Procedure No. 44          Preferential Issue of Optionally Convertible Redeemable

Preference Shares (OCRPS) [Section 55]......................................................................................................... 4.84

Procedure No. 45          Private Placement of Non-Convertible Redeemable Preference

Shares [Section 55]...................................................................................................... 4.100

Procedure No. 46         Redemption of Redeemable Preference Shares [Section 55(2)]                                 4.116

Procedure No. 47         Issue of Further Redeemable Preference Shares in Case of

Failure to Redeem or Pay Dividend [Section 55(3)].............................................................................................. 4.121

Procedure No. 48         Transfer of Securities in Physical Mode [Section 56]                                        4.129

Procedure No. 49         Transmission of Securities in Physical Mode [Section 56]                                        4.134

Procedure No. 50          Appeal against Refusal to Register Transfer or Transmission of Securities (in Case of Private Company) [Section 58(3)]................................................................................. 4.137

Procedure No. 51          Appeal against Refusal to Register Transfer or Transmission of Securities (in Case of Public Company) [Section 58(4)]................................................................................. 4.142

Procedure No. 52          Appeal for Rectification of Register of Members of a Company [Section 59]......................................................................................... 4.147

Procedure No. 53          Increase in Authorised Share Capital of a Company [Section 61] . 4.151 Procedure No. 54   Consolidation of Share Capital of a Company into Shares of a

Larger Amount [Section 61]...................................................................................................... 4.156

Procedure No. 55         Split the Share Capital of a Company into Shares of Smaller

Amount [Section 61]...................................................................................................... 4.164

Procedure No. 56          Cancellation of Unissued Shares of One Class and Increase in Shares of another Class (Re-classification of Authorized Capital)

[Section 61]...................................................................................................... 4.172

Procedure No. 57          Consolidation of all or any of the Share Capital into Shares of a Larger Amount than Existing Shares which Results in Changes

in the Voting Percentage of Shareholders [Section 61(1)(b)]........................................................................................ 4.177

Procedure No. 58         Rights Issue by an Unlisted Company [Section 62(1)(a)]                          4.189

Procedure No. 59          Issue of Shares to Employees under ‘Employees’ Stock Option Scheme’ by an Unlisted Company (by Way of Allotment to Employees) [Section 62(1)(b)].......................................................................... 4.196

Procedure No. 60          Issue of Shares to Employees under ‘Employees’ Stock Option Scheme’ by a Listed Company (by Way of Allotment to

Employees) [Section 62(1)(b)]........................................................................................ 4.208

Procedure No. 61          Variation in the Terms of ‘Employees’ Stock Option Scheme’

[Section 62(1)(b)]........................................................................................ 4.223

Procedure No. 62         Preferential Offer of Equity Shares by an Unlisted Company

[Section 62(1)(c)]........................................................................................ 4.228

Procedure No. 63         Preferential Issue of Equity Shares by a Listed Company

[62(1)(c)]...................................................................................... 4.239

Procedure No. 64          Borrowing Loan with an Option to Convert it into Shares of the Company [Section 62(3)]................................................................................. 4.255

Procedure No. 65         Conversion of Loan into Equity [Section 62(3)]                                 4.262

Procedure No. 66         Issue of Bonus Shares [Section 63]                                        4.268

Procedure No. 67         Reduction of Share Capital [Section 66]                                        4.282

Procedure No. 68         Buy-back of Own Shares or Other Securities by an Unlisted

Company [Section 68]...................................................................................................... 4.297

Procedure No. 69         Buy-back of Own Shares or Other Securities by a Listed

Company through Tender Offer [Section 68]...................................................................................................... 4.313

Procedure No. 70          Private Placement of Secured Non-Convertible Debentures

[Section 71]...................................................................................................... 4.338

Procedure No. 71          Preferential Issue of Secured Optionally Convertible Debentures [Section 71]........................................................................................ 4.352

Procedure No. 72          Preferential Issue of Compulsory Convertible Debentures

[Section 71]...................................................................................................... 4.365

Procedure No. 73          Filing Application by Debenture Trustee or Debenture Holder(s) against the Company for Failure to Redeem

Debentures or to Pay Interest Due [Section 71(10)]............................................................................................ 4.378

Chapter 5 Acceptance of Deposits

Procedure No. 74          Acceptance of Deposits by a Private Company or a Specified

IFSC Public Company [Section 73(2)]..................................................................................................... 5.3

Procedure No. 75          Acceptance of Deposits by a Non-eligible Public Company

[Section 73(2)]................................................................................................. 5.11

Procedure No. 76          Acceptance of Deposits by an Eligible Public Company [Sections

76 and 73(2)]................................................................................................. 5.23

Procedure No. 77          Application by Depositors or Deposit Trustee against the Company for Failure to Repay the Deposits or any Interest

Thereon [Section 73(4)]................................................................................................. 5.35

Procedure No. 78          Application by the Company to Allow Further Time to Repay

the Deposits [Sections 74(2) and 76(2)]................................................................................................. 5.39

Chapter 6 Registration of Charges

Procedure No. 79          Registration of Creation/Modification of Charges [Sections 77

and 79]............................................................................................................ 6.3

Procedure No. 80         Intimating Satisfaction of Charges (within 300 days) [Sections

82 and 83]............................................................................................................ 6.6

Procedure No. 81         Intimating Satisfaction of Charges (beyond 300 Days) [Sections

82, 83 and 87]............................................................................................................ 6.9

Procedure No. 82          Intimation of Appointment or Cessation of Receiver or Manager [Section 84].......................................................................................... 6.13

Procedure No. 83          Rectification of Omission or Misstatement of any Particular in Respect of Creation/ Modification/ Satisfaction of Charge

[Section 87]......................................................................................................... 6.15

Chapter 7 Management and Administration

Procedure No. 84          Open a Foreign Register of Members, Debenture Holders, Other Security Holders or Beneficial Owners Residing outside India [Section 88(4)]...................................................................................... 7.3

Procedure No. 85          Change of Situation or Discontinuation of Situation of Foreign Register of Members, Debenture Holders, Other Security Holders or Beneficial Owners Residing outside India [Section

88(4)]..................................................................................................... 7.6

Procedure No. 86          Declaration in Respect of Beneficial Interest in any Share

[Section 89]............................................................................................................ 7.9

Procedure No. 87          Declaration in Respect of Significant Beneficial Ownership

(SBO) in a Reporting Company [Section 90]......................................................................................................... 7.13

Procedure No. 88          Making an Application to the Tribunal by a Company for Non- Disclosure of Significant Beneficial Ownership [Section 90(7)].................................................................................... 7.18

Procedure No. 89          Closure of Register of Members or Debenture Holders or Other Security Holders [Section 91].......................................................................................... 7.22

Procedure No. 90          Keeping of Register of Members, etc, at a Place Other than the Registered Office of a Company [Section 94]........................................................................................... 7.25

Procedure No. 91         Convening an Annual General Meeting and its Post-

Compliances [Section 96]......................................................................................................... 7.29

Procedure No. 92          Convening an Annual General Meeting through Video

Conferencing or Other Audio-Visual Means [Section 96]......................................................................................................... 7.56

Procedure No. 93          Extension of Time for Holding Annual General Meeting

[Section 96]......................................................................................................... 7.73

Procedure No. 94          Calling of Annual General Meeting through NCLT by any

Member of a Company [Section 97]......................................................................................................... 7.76

Procedure No. 95          Calling of General Meeting through NCLT [Section 98]                                        7.79

Procedure No. 96          Calling of Extraordinary General Meeting on Requisition of

Members [Section 100]..................................................................................................... 7.82

Procedure No. 97         Convening of General Meeting [Section 100]                                     7.87

Procedure No. 98          Convening a General Meeting through Video Conferencing or

Other Audio-Visual Means [Section 100].................................................................................................. 7.104

Procedure No. 99         Transacting Business through Postal Ballot [Section 110]                                     7.118

Chapter 8

Declaration and Payment of Dividend

Procedure No. 100      Declaration of Dividend [Section 123]                                     8.3

Procedure No. 101      Declaration of Interim Dividend [Section 123(3)]                              8.10

Procedure No. 102      Transfer of Unpaid or Unclaimed Dividend to IEPF [Section

124(5)].............................................................................................. 8.16

Procedure No. 103      Transfer of Shares to IEPF [Section 124(6)]                              8.19

Procedure No. 104      Claiming Unpaid Amounts and Shares from IEPF [Sections

124(6) & 125(3)].............................................................................................. 8.27

Procedure No. 105       Updation of Details of Nodal Officer or Deputy Nodal Officer [Sections 124 & 125]........................................................................................ 8.37

Chapter 9 Accounts of Companies

Procedure No. 106      Keeping Books of Account at a Place Other than the Registered

Office of a Company [Section 128(1)].................................................................................................. 9.3

Procedure No. 107        Approval of Annual Financial Statements [Section 129]                                     9.6

Procedure No. 108       Approval of Quarterly Financial Results by a Listed Company [Regulation 33].......................................................................................... 9.16

Procedure No. 109       Voluntary Revision of Financial Statements or Board’s Report [Section 131]........................................................................................ 9.20

Procedure No. 110       Constitution of CSR Committee and Formulation of CSR Policy [Section 135]........................................................................................ 9.30

Procedure No. 111      Appointment of Internal Auditor [Section 138]                                     9.37

Chapter 10 Audit and Auditors

Procedure No. 112        Appointment of First Auditor in Case of a Government

Company [Section 139(7)].............................................................................................. 10.3

Procedure No. 113        Appointment of First Auditor in Case of a Company Other than

a Government Company [Section 139(6)]............................................................................................ 10.10

Procedure No. 114       Appointment of Subsequent Auditor in Case of a Government Company [Section 139(5)].............................................................................. 10.16

Procedure No. 115        Re-appointment of Retiring Auditor in Case of a Company

Other than a Government Company [Section 139(1) and (9)].................................................................................................... 10.19

Procedure No. 116       Filling Casual Vacancy in the Office of Auditor in the Case of a Government Company [Section 139(8)].............................................................................. 10.23

Procedure No. 117       Filling Casual Vacancy in the Office of an Auditor Caused by Death, Disqualification, Incapacity, etc, of the Auditor in Case of

a Company Other than a Government Company [Section 139(8)] 10.29 Procedure No. 118          Filling Casual Vacancy in the Office of Auditor Caused by

Resignation of the Auditor in Case of a Company Other than a

Government Company [Section 139(8)]............................................................................................ 10.33

Procedure No. 119      Appointment of Branch Auditor [Section 143(8)]                              10.40

Procedure No. 120      Removal of Auditor before Expiry of his Term [Section 140(1)]                              10.45

Procedure No. 121        Appointment of Auditor Other than Retiring Auditor in case of

a Company Other than a Government Company [Section 140(4)] 10.51 Procedure No. 122                                       Reporting of Frauds by an Auditor [Section 143(12)]                           10.56

Procedure No. 123        Appointment of Cost Auditor [Section 148]                                     10.59

Procedure No. 124        Filling Casual Vacancy in the Office of Cost Auditor [Section

148].................................................................................................. 10.63

Chapter 11

Appointment and Qualifications of Directors

Procedure No. 125       Increasing the Number of Directors beyond 15 on the Board of a Company [Section 149(1)]................................................................................. 11.3

Procedure No. 126       To Continue the Directorship of Non-Executive Director (NED) in a Listed Company who has attained the Age of 75 Years

[Regulation 17(1A)].............................................................................................. 11.9

Procedure No. 127       Appointment of Non-Executive Director (NED) in a Listed Company who has attained the Age of 75 Years [Regulation

17(1A)]........................................................................................... 11.13

Procedure No. 128      Appointment of Independent Director [Section 149(4)]                              11.20

Procedure No. 129      Re-appointment of Independent Director [Section 149(10)]                           11.36

Procedure No. 130       Appointment of Director to be Elected by Small Shareholders on Requisition [Section 151]..................................................................................... 11.43

Procedure No. 131      Obtaining DIN [Director Identification Number] [Section 153]                 11.51

Procedure No. 132       Surrender of DIN [Director Identification Number] [Section 153] 11.56 Procedure No. 133              Change in Particulars of DIN [Director Identification Number]

[Section 153].................................................................................................. 11.59

Procedure No. 134        DIN [Director Identification Number] KYC [Section 153]                                     11.62

Procedure No. 135       Appointment of a Director Other than a Retiring Director at the Annual General Meeting  [Section 160]..................................................................................... 11.65

Procedure No. 136      Appointment of an Additional Director [Section 161(1)]                              11.71

Procedure No. 137      Appointment of an Alternate Director [Section 161(2)]                              11.77

Procedure No. 138      Appointment of a Nominee Director [Section 161(3)]                              11.83

Procedure No. 139        Appointment of a Director to Fill Casual Vacancy [Section

161(4)]............................................................................................ 11.89

Procedure No. 140      Resignation of a Director [Section 168]                                     11.95

Procedure No. 141      Removal of a Director [Section 169]                                     11.99

Chapter 12

Meetings of Board and Its Powers

Procedure No. 142      Convening of Board Meeting [Section 173]                                     12.3

Procedure No. 143      Passing Resolution by Circulation [Section 175]                                     12.13

Procedure No. 144      Constitution of Audit Committee [Section 177(1)]                              12.18

Procedure No. 145      Constitution of Nomination and Remuneration Committee

[Section 178(1)]............................................................................................ 12.25

Procedure No. 146        Constitution of Stakeholders Relationship Committee [Section

178(5)]............................................................................................ 12.31

Procedure No. 147        Sale of the Whole or Substantially the Whole of an Undertaking

of a Company [Section 180(1)(a)]..................................................................................... 12.36

Procedure No. 148      Increase of Borrowing Limits [Section 180(1)(c)]                        12.46

Procedure No. 149        To Borrow Money from Banks/Financial Institutions, etc

[Sections 179(3)(d) and 180(1)(c)]..................................................................................... 12.51

Procedure No. 150        Contribution to Bona Fide Charitable and Other Funds, etc

[Section 181].................................................................................................. 12.55

Procedure No. 151        Contribution to any Political Party or for any Political Purpose

to any Person [Section 182].................................................................................................. 12.59

Procedure No. 152       Contribution to National Defence Fund or Other Related Fund [Section 183]..................................................................................... 12.62

Procedure No. 153        Making Loan, Giving Guarantee or Providing Security to

Directors or their Connected Persons u/s 185 [Section 185].................................................................................................. 12.64

Procedure No. 154        Making Loan, Giving Guarantee, Providing Security and

Acquiring Securities of any Other Body Corporate [Section 186].................................................................................................. 12.72

Procedure No. 155      Related Party Transactions [Section 188]                                     12.82

Chapter 13

Appointment and Remuneration of Managerial Personnel

Procedure No. 156       Appointment of a Managing Director or Whole-Time Director [Section 196]........................................................................................ 13.3

Procedure No. 157      Removal of Managing Director or Whole-Time Director before

the Expiry of his Term of Office [Section 203].................................................................................................. 13.27

Procedure No. 158      Appointment of a Manager [Section 196]                                     13.31

Procedure No. 159      Removal of Manager before the Expiry of his Term of Office

[Section 203].................................................................................................. 13.43

Procedure No. 160       Increase in Remuneration of Managerial Personnel by a Public Company [Section 197]..................................................................................... 13.47

Procedure No. 161       Payment of Annual Remuneration to a Single Non-Executive Director in excess of 50% of total payable to all Non-Executive

Directors by a Listed Company [Regulation 17(6)(ca)]...................................................................................... 13.59

Procedure No. 162       Payment of Fees or Compensation to Executive Directors who are Promoters or Members of the Promoter Group in excess of

the Specified Limit by a Listed Company [Regulation 17(6)(e)]........................................................................................ 13.64

Procedure No. 163      Waiver of Excess Managerial Remuneration by a Public

Company........................................................................................ 13.69

Procedure No. 164        Appointment of a Chief Executive Officer [Section 203]                                     13.74

Procedure No. 165      Removal of Chief Executive Officer [Section 203]                                     13.78

Procedure No. 166        Appointment of a Chief Financial Officer [Section 203]                                     13.82

Procedure No. 167      Removal of Chief Financial Officer [Section 203]                                     13.86

Procedure No. 168      Appointment of a Company Secretary [Section 203]                                     13.89

Procedure No. 169      Removal of Company Secretary [Section 203]                                     13.93

Procedure No. 170      Appointment of a Secretarial Auditor [Section 204]                                     13.96

Chapter 15

Compromises, Arrangements and Amalgamations

Procedure No. 171        Merger or Amalgamation between Two or More Limited

Companies [Sections 230 to 232]..................................................................................................... 15.3

Procedure No. 172       Merger or Amalgamation between Two or More Small Companies or between a Holding Company and its Wholly-

Owned Subsidiary Company (Fast-Track Merger) [Section 233].................................................................................................. 15.19

Procedure No. 173  Acquiring Shares Held by Minority Shareholders in an Unlisted Company [Section 236]..................................................................................... 15.31

Chapter 18

Removal of Names of Companies from the Register of Companies

Procedure No. 174       Suo-moto Removal of Name of Company from the Register of Companies by a Company [Section 248(2)]................................................................................. 18.3

Procedure No. 175        Application/Appeal to NCLT for Revival of a Company Struck-

off under Section 248 [Section 252].................................................................................................. 18.13

Chapter 22

Companies Incorporated outside India

Procedure No. 176      Establishment of Place of Business by a Foreign Company in

India and its Post Compliances [Section 380]..................................................................................................... 22.3

Chapter 27

National Company Law Tribunal and Appellate Tribunal

Procedure No. 177       Appeal to NCLAT by any Person Aggrieved by the Order of the Tribunal/Adjudicating Authority [Section 421]........................................................................................ 27.3

Chapter 28 Special Courts

Procedure No. 178      Compounding of Offences [Section 441]                                     28.3

Procedure No. 179        Referring the Matter to the Mediation and Conciliation Panel

[Section 442(2)].............................................................................................. 28.8

Chapter 29 Miscellaneous

Procedure No. 180      Adjudication of Penalties [Section 454(3)]                              29.3

Procedure No. 181        Appeal Against the Order of Adjudicating Officer [Section

454(5)].............................................................................................. 29.8

Procedure No. 182      Obtaining Status of Dormant Company [Section 455]                                     29.13

Procedure No. 183        Seeking Status of Active Company from Dormant Company

[Section 455].................................................................................................. 29.18

Procedure No. 184        Condonation of Delay by Central Government [Section 460]                                     29.21

Insolvency and Bankruptcy Code, 2016

Procedure No. 185        Liquidation of a Company after Corporate Insolvency

Resolution   Process   (CIRP)...................................................................IBC.3

Procedure No. 186        Voluntary Liquidation of a Company .............................................IBC.29

Division 2 Ready Referencer

List of Formats.............................................................................................................................................. Div 2.3

Formats.............................................................................................................................................. Div 2.11

Draft Notice of Board Meeting.............................................................................................................................................. Div 2.256

Suggested List of Items of Business for the Agenda for the First Meeting of the

Board of Directors............................................................................................................................................ Div 2.257

Draft Resolution by Circulation........................................................................................................................................ Div 2.258

Draft Notice of Annual General Meeting.............................................................................................................................................. Div 2.260

Draft Notice of Annual General Meeting through Video Conference........................................................................................................................................ Div 2.266

Draft Notice of an EGM Called on the Requisition of Members............................................................................................................................................ Div 2.267

Draft Notice of Postal Ballot................................................................................................................................................... Div 2.268