Purpose and Legal Basis
The attendance slip is sent to every member with the AGM/EGM notice under SS-2. Members fill it in and deposit it at the meeting entrance for: (a) identity verification, (b) quorum calculation, (c) attendance records. For VC meetings: the platform records attendance electronically — equivalent to the physical attendance slip.
Specimen Attendance Slip
[Illustrative format]
[Company Name] | CIN: [Number] | Regd. Office: [Address]
ATTENDANCE SLIP — [Nth] Annual General Meeting
Date: [Date] | Time: [Time] | Venue: [Address]
| Folio No./DP ID-Client ID: | _______________ |
| No. of Shares Held: | _______________ |
| Name of Member/Proxy/Representative: | _______________ |
I/We hereby record my/our presence at the above Meeting.
Signature: _______________
Notes: 1. Please bring this slip duly filled and signed. 2. Only Members/Proxy holders/Authorized Representatives may attend. 3. Members attending through VC register via the platform.
Pre-Printed Attendance Slips
Best practice: pre-print each member's details (name, folio, shares held) — the member only needs to sign. This: (a) speeds up registration, (b) reduces errors, (c) simplifies quorum verification. For large AGMs: use barcode-based registration systems linked to the Register of Members.
VC Attendance
Under MCA Circular 03/2025: members attending through VC/OAVM are counted for quorum. The VC platform automatically records: participant name, login time, duration, and unique identifier. This electronic record replaces the physical attendance slip for VC participants.
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
Is an attendance slip mandatory at AGM?
SS-2 requires attendance records at every general meeting. While the exact format (attendance slip vs attendance register) may vary: recording member attendance is MANDATORY. The attendance slip is the most common method — sent with the AGM notice, filled by the member, and deposited at the entrance. For VC meetings: the platform log serves as the attendance record. The attendance data is used for: (1) quorum verification, (2) identifying proxy holders, (3) minutes recording, (4) regulatory compliance.
Are proxy holders required to submit attendance slips?
YES — proxy holders must submit their OWN attendance slip (identifying themselves as proxy) AND the signed proxy form (Form MGT-11). The attendance slip for a proxy should state: 'Attending as Proxy for [Member Name], Folio No. [Number].' The proxy form must have been deposited 48 hours before the meeting. The proxy holder is identified at the entrance — their proxy authority is verified against the proxy forms already received by the company.
How is attendance tracked for VC meetings?
For VC/OAVM meetings: (1) the VC platform records LOGIN details — participant name, email, login time, duration, (2) members register through the platform using their DP ID/Client ID or Folio Number, (3) the platform generates an ATTENDANCE REPORT — exportable as a spreadsheet, (4) this report is treated as equivalent to the physical attendance register (MCA Circular 03/2025), (5) the report is attached to or referenced in the AGM MINUTES, (6) members attending through VC are COUNTED for quorum (Section 103).
What information must the attendance slip contain?
Based on SS-2 and standard practice: (1) COMPANY details — name, CIN, registered office, (2) MEETING details — type (AGM/EGM), number, date, time, venue, (3) MEMBER details — folio number or DP ID/Client ID, number of shares held, (4) IDENTITY — name of the person attending (member, proxy, or authorized representative), (5) SIGNATURE space, (6) NOTES — who can attend, VC instructions, proxy deposit requirement. Pre-printed slips with member details filled are preferred — the member only signs and deposits at the entrance.
How does the attendance slip help in quorum verification?
Quorum verification process: (1) Members deposit filled attendance slips at the entrance, (2) Company staff COUNT the number of members personally present (from the slips — excluding proxies), (3) Compare the count against the QUORUM requirement under Section 103 (5/15/30 depending on membership), (4) If quorum is present: the CS certifies quorum and the Chairman declares the meeting constituted, (5) If quorum is NOT present within 30 minutes: the meeting is adjourned (or dissolved if requisition-convened). The attendance slips + VC attendance log = total personally present members for quorum calculation.
