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Minute books & "regd office"

sharad (director) (57 Points)

03 July 2012

there are two mandates in the Companies' Act:

1. sec 193: Minutes of the AGM, EGM, BOD have to be maintained in books, with pages consecutively numbered, & pasting or attachment of pages is not allowed.

- Does this mean that use of

- loose leaf binders or spiral binders

- flat files

are not allowed. The text implies that the minutes have to be written by hand on the pages of the books.

Is there a provision that typewritten sheets or computer printouts can be used, & if so, How r they to be filed !

2. Section 147 states that the regd.Office of the Co. must be clearly mentioned on all correspondence of the Co., but it does not state clearly that the address should also be marked with the words : "Regd. Office". In one matter the company was fined Rs.5000/- for not mentioning the words, regd office. Pl advise what is the correct practice.

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2 Replies

Vishnu (Tax Consultant) (284 Points)
Replied 03 July 2012

Answer for point 1.

The minutes book as per company law has to be maintained in books not in leaves.It has to be serially numbered and the numebrs should not be hand written

The minutes book has to be maintained separately for AGM,EGM and BOD and it has to be written with ink pen only.For minutes of each meeting a separate page has to be start as the quorum,date differs.

After writing the minutes of every meeting the Chairman of the meeting has to sign.

The minutes book can be purchased from Sitaram & Co,Chennai.If you cannot find,u can mail me ur requirements with ur contact details to vishnuv1 @ gmail.com

Answer to Point 2.

As per the companies Act everyone company in its communication has to mention its regd office address and in clear format.

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sharad (director) (57 Points)
Replied 04 July 2012

Thanks, point no 2 : Regd office :

The language of the Act is tricky : It merely says that the address of the regd office must be mentioned ..., but does not literally specify that the address should also be specifically marked with the words : regd. office.

In view of a court order also upholding the penalty on the requirement that "regd office" has to be written, one should presume that it also has to be written.