Declaration of Poll Results
After the Scrutinizer submits the poll results report to the Chairman: the Chairman declares the results — either at the meeting itself (if the report is ready) or within 48 hours. Under SS-2 and SEBI LODR: the results must be formally announced and filed. For listed companies: the results are material information that must reach the market promptly.
Specimen Announcement — Poll Results
[Illustrative format]
[Company Name]
CIN: [Number] | Regd. Office: [Address] | Website: [URL]
DECLARATION OF RESULTS OF POLL / E-VOTING
At the [Nth] Annual General Meeting / Extraordinary General Meeting of [Company Name] held on [Date], the following resolutions were put to vote through e-voting and poll at the meeting. The combined results, based on the Scrutinizer's Report dated [Date] submitted by [Scrutinizer Name], FCS/ACS No. [Number], are as follows:
| Res. No. | Description | Type | Total Votes | For | % For | Against | % Against | Result |
|---|
| 1 | Adoption of Financial Statements | OR | [Number] | [Number] | [%] | [Number] | [%] | Passed |
| 2 | Declaration of Dividend | OR | [Number] | [Number] | [%] | [Number] | [%] | Passed |
| 3 | Reappointment of Director | OR | [Number] | [Number] | [%] | [Number] | [%] | Passed |
| 4 | [Special Business Item] | SR | [Number] | [Number] | [%] | [Number] | [%] | Passed/Not Passed |
The Scrutinizer's Report is available for inspection at the Registered Office and on the Company's website at [URL].
For [Company Name] | [Name] — Company Secretary | Date: [Date] | Place: [City]
Filing Requirements — Listed Companies
(a) File results with BSE/NSE within 2 working days of the meeting (SEBI LODR Regulation 44(3)). (b) Upload on company website within 2 working days. (c) The filing includes: resolution-wise results with vote counts and percentages. (d) For postal ballot: results declared within 2 working days of the last date of voting.
For Unlisted Companies
While stock exchange filing is not required: (a) announce results to all members (by email/post), (b) upload on company website (if the company has one), (c) record in the meeting minutes with the Scrutinizer's report, (d) file MGT-14 for special resolutions within 30 days.
Disclaimer: This article is for informational purposes only and does not constitute legal or professional advice. While every effort has been made to ensure accuracy based on the latest laws and amendments, readers should consult a qualified professional before acting on any information provided. For expert assistance, contact us.
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❓ Frequently Asked Questions
Within what time must poll results be declared?
The Chairman should declare results: (1) at the MEETING itself — if the Scrutinizer submits the report immediately (common for small meetings), OR (2) within 48 HOURS of the meeting conclusion — for larger meetings where vote counting takes time. For LISTED companies: results must be filed with the stock exchange within 2 WORKING DAYS (SEBI LODR Regulation 44(3)) and uploaded on the company website. The declaration is based on the Scrutinizer's Report — the Chairman does not independently count votes.
What must the results announcement include?
The announcement must include for EACH resolution: (1) resolution NUMBER and DESCRIPTION, (2) TYPE — ordinary or special resolution, (3) TOTAL valid votes cast, (4) votes FOR — number and percentage, (5) votes AGAINST — number and percentage, (6) INVALID votes (if any), (7) RESULT — 'Passed' or 'Not Passed,' (8) Scrutinizer's NAME and membership number, (9) Company Secretary's signature. For special resolutions: the percentage must be at least 75% FOR to pass. For ordinary resolutions: simple majority (>50% FOR).
Must results be filed with stock exchange?
For LISTED companies: YES — mandatory under SEBI LODR Regulation 44(3). File within 2 WORKING DAYS of: (a) the AGM/EGM (for meeting resolutions), (b) the last date of voting (for postal ballot). File through BSE's BSE Listing Centre and NSE's NEAPS portal. The filing includes: resolution-wise vote counts, percentages, and results. Additionally: upload on the company WEBSITE within the same timeline. Non-compliance: SEBI/stock exchange may impose penalties for late filing.
What if a special resolution does not get 75% votes?
If a Special Resolution receives LESS than 75% votes in favor: it is NOT PASSED. The Chairman declares: 'Resolution No. [X] is NOT PASSED — the motion is defeated.' Consequences: (1) the proposed action (AOA alteration, borrowing increase, private placement) CANNOT be implemented, (2) the company may: (a) try again at a subsequent meeting with better shareholder engagement, (b) modify the proposal to address shareholders' concerns, (c) abandon the proposal. The failed resolution is recorded in the minutes with the exact vote count.
Is the Scrutinizer's report a public document?
For LISTED companies: effectively YES — the results (based on the Scrutinizer's report) are filed with the stock exchange and uploaded on the company website — making them publicly available. The detailed Scrutinizer's report itself is available for INSPECTION at the registered office. For UNLISTED companies: the report is available for member inspection under Section 119 (as part of the general meeting minutes). The report is not filed with the ROC — but may be produced during ROC inspection or NCLT proceedings if the resolution is challenged.
