Specimen Polling Record — explained: this guide covers what Specimen Polling Record — means, who it applies to, the step-by-step process, documents required, fees, due dates and penalties in India — so you can stay compliant with confidence and avoid costly mistakes.
What Is a Polling Record?
A polling record is the official document maintained during the conduct of a poll at a company meeting under Section 109 of the Companies Act, 2013. It records: every vote cast (for and against), the member/proxy details, the number of shares/votes, and the Scrutinizer's verification. The polling record provides a complete, auditable trail of the voting process — essential for transparency and for resolving any disputes about the poll results.
Specimen Polling Record Format
— Polling Record
Meeting: | Date: | Resolution No.:
Subject:
Type:
| Sr. | Member/Proxy Name | Folio/DP-Client ID | Shares Held | Votes Cast | For | Against | Remarks |
|---|---|---|---|---|---|---|---|
| 1 | ✓ | ||||||
| 2 | ✓ | ||||||
| 3 | ✓ | Proxy | |||||
| TOTAL | |||||||
| Invalid/Rejected Votes | — Reasons: | ||||||
Result: Total valid votes: . Votes FOR: (%). Votes AGAINST: (%). The resolution is as Resolution.
Scrutinizer: | Signature: ___ | Date:
Chairman: | Signature: ___ | Date:
Consolidation with E-Voting
For companies with mandatory e-voting: the polling record includes BOTH: (a) physical poll votes at the meeting, AND (b) e-voting results from the platform. The Scrutinizer consolidates: (i) e-votes received during the e-voting period + (ii) poll votes at the physical meeting = total result. Members who voted electronically cannot vote again at the physical poll — the Scrutinizer cross-checks to prevent double counting.
Maintenance and Preservation
The polling record must be: (a) prepared by the Scrutinizer immediately after the poll, (b) signed by the Scrutinizer and the Chairman, (c) attached to or referenced in the meeting MINUTES, (d) preserved as a company record — along with the ballot papers and e-voting report — permanently (as part of the minutes records). For listed companies: the poll results are filed with the stock exchange within 2 working days and uploaded on the company website.
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.