Postal ballot means voting by post or through electronic means within a period of 30 days from the date of dispatch of the notice. Following is the procedure for voting by postal ballot:-
1.Notice to all the members of the meeting-
(a) alongwith draft resolution & explanatory statement
(b) to be sent by registered post/ speed post/e-mail/ courier
2.Newspaper advertisement at least once in a vernacular newspaper in the principal vernacular language of the district in which the registered office of the company is situated, and having a wide circulation in that district, and at least once in English language in an English newspaper having a wide circulation in that district, with details of dispatch of ballot paper and details specified in Rule 22(3), for notice of the meeting shall be published immediately after sending the notice to the member
3.Notice to be placed on the website of the company forthwith after the notice is sent to the members and such notice shall remain on the website till the last date of the receipt of the postal ballot form the members
4.Board resolution for appointment of scrutinizer as per Rule 22(5) & (6
5.Voting by member on postal ballot within 30 days from the date of dispatch of notice.
6. Scrutinizer’s report as soon as possible after the last date of receipt of postal ballots but not later than 7 days thereof
7.Register of postal ballot as per Rule 22(10)
8.Postal ballot and all other related documents shall be under the safe custody of the scrutinizer, till the approval and signing of minutes by the chairman. After that all such papers and registers shall be returned to the company for safe custody and preservation
9.Scrutinizer report and result of the postal ballot to be placed on the website
10.The assent or dissent received after 30 days from the date of issue of notice shall be treated as if reply from the member has not been received