Posting Annual Report to Members

29th April 2011

Dear Members

A closely held public company has about 300 shareholders. Every year the company use to send the Annual Report to its members under "Certificate of Posting". The postal department has recently withdrawn the Certificate of Posting facility. MCA has informed that the companies can now send the annual report to its members through email In our case it is not possible to obtain email id from all the members.

In view of the above, please inform whether it would be in order for the company to send the annual report to its members through Ordinary Post (No Proof of despatch would be available henceforth). Further please inform what are the other modes of posting are available to the company.

with regards

Muralidharan

considering the object of the Act, you can send the Annual report to yr shareholders by e-mail to the extent possible. The rest can be send by ordinary post/ courier/ regd post etc. The Act insisted on certificate of posting (CoP) to avoid the chance of not sending the papers by co to its shareholders.

for safe side, i can suggest you to write letter to your memers regarding the stopping of CoP and asking for their mail id. And also pl mention that sicne the CoP practice has been stopped, the Annual Reports will be sent to you by Ordinary post. Incase any one have not recd the same within a reasonable time, they can send request with their correct address.

In case facility is there, you can put the Annual Report in yr website and the same can be informed to the members accordingly.