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Resolutions, Notices, letters related with Statutory Auditor


Ankur Garg 
posted on 17 August 2009



Dear All,

 

Please find below all the resolutions, notices, letters connected with Statutory Auditor under Section 224, 225, 228, 233A and 233B the Companies Act, 1956 at one place for your reference and record.

 

Kindly excuse me if you find any typing error.

 

SPECIMEN OF LETTER OF INTIMATION TO THE AUDITOR FOR APPOINTMENT

 

To,

M/s ABC & Associates

Chartered Accountants

Lucknow (UP)

 

Sub: Appointment as the auditors of the company

 

Dear Sir,

 

We are pleased to inform you that the Board of directors of the company at their first Board meeting held on 29th May, 2002 have appointed your firm as the Statutory Auditors of the company and to hold office upto the conclusion of the first annual general meeting of the company on such remuneration as may be decided by the Board.

 

You are requested to confirm your acceptance for our further needful.

 

Thanking you,

Yours faithfully,

For, AFA LIMITED

 

(ACME)

DIRECTOR

Encl.: Certified copy of the Resolution

 

 

 

SPECIMEN OF LETTER FOR ELIGIBILITY U/S 224(1B) OF THE COMPANIES ACT

 

To

The Board of directors

XYZ Ltd.

Lucknow (UP)

 

Dear Sir,

 

In reference to the discussion had with Shri AB, a member of the company, we would like to inform that pursuant to the provisions of section 224(1B) of the Companies Act, 1956, if the appointment made by the members at the annual meeting of the company, it shall be within the ceiling prescribed under the Companies Act, 1956.

 

 

Thanking you

 

Yours faithfully

 

 

For ABC & ASSOCIATES

CHARTERED ACCOUNTANTS

Mr. Ramesh

PARTNER

 

 

SPECIMEN OF BOARD RESOLUTION FOR APPOINTMENT OF THE FIRST AUDITORS

 

The Chairman informed that the first auditors of the company are to be appointed in the Board meeting within one month from the date of incorporation of the company. He informed that he had got consent of M/s A Jain & Associates, Chartered Accountants, for their appointment as the first auditors of the company. The Board considered and passed the following resolution unanimously:

 

“RESOLVED THAT pursuant to the provision of section 224 of the Companies Act, 1956, M/s A Jain & Associates, Chartered Accountants of Meerut from whom certificate pursuant to section 224(1B) of the Companies Act has been received, be and are hereby appointed as the first auditors of the company to hold office until the conclusion of the first annual general meeting of the company at a remuneration to be determined by the Board of directors of the company.

 

 

 

SPECIMEN OF THE RESOLUTIONS PASSED BY THE MEMBERS

 

I. FOR APPOINTMENT OF AUDITORS AT THE ANNUAL GENERAL MEETING

 

“RESOLVED THAT M/s ABC & Co. Chartered Accountants, the retiring Auditors be and are hereby reappointed as Auditors of the Company to hold office until the conclusion of the next Annual General Meeting and that they be paid a fee of Rs. 6,500 (Rs. Sixty Five Hundred Only) for Auditing the Accounts of the Company plus out of Pocket Expenses incurred by them.”

 

II. ORDINARY RESOLUTION PASSED AT THE EGM FOR REMOVING EXISTING AUDITORS SUBJECT TO APPROVAL OF REGIONAL DIRECTOR

 

“RESOLVED THAT pursuant to the provision of section 224(7) of the Companies Act, 1956 and subject to the approval of the Central Government (Powers delegated to the Regional Director), M/s ABC & Co., Chartered Accountants of Kanpur, who were appointed as the Auditors of the Company at the last Annual General Meeting to hold office up to the conclusion of the next Annual General Meeting of the Company, be and are hereby removed from such office of the Auditors, before the expiry of their term.”

 

III. ORDINARY RESOLUTION PASSED AT THE EGM FOR APPOINTING NEW AUDITORS SUBJECT TO APPROVAL OF REGIONAL DIRECTOR

 

“RESOLVED THAT pursuant to the provision of section 224, 224(1B) and 225 of the Companies Act, 1956 and subject to the approval of the Central Government (Powers delegated to the Regional Director) for the removal of the existing Auditors of the Company, M/s Jain & Co., Chartered Accountants of Mysore, M/s Malhotra & Associates, Chartered Accountants of Kanpur, be and are hereby appointed as the Auditors of the Company to hold office from the date of order of removal of the Auditors as approved by the Regional Director up to the conclusion of the next Annual General Meeting of the Company on a remuneration of Rs. 6,500 plus out of pocket expenses.

 

SPECIMEN OF THE BOARD RESOLUTION FOR AUTHORIZING TO FILE APPLICATION

 

“RESOLVED THAT an application in the prescribed e-Form 24A for approval for the removal of Auditor u/s 224(7) of the Companies Act, 1956 be made to the Regional Director, Ministry of Company Affairs, Western Region, Mumbai.

 

RESOLVED FURTHER THAT Mr. Manoj, Director and/or Company Secretary of the Company be and is hereby authorised to sign the application on behalf of the Board and execute an affidavit verifying the contents of the application.

 

RESOLVED FURTHER THAT Company Secretary be and is hereby authorised to file the above said application with the Regional Director, Western Region, Department of Company Affairs and to appear before the Regional Director on behalf of the Company and to do all such acts, deeds and things as may be required in the matter and to give all details, statements as may be required by the Regional Director.”

 

 

 

SPECIMEN OF THE SPECIAL NOTICE/REQUISITION RECEIVED FROM A MEMBER TO CALL AN EGM

 

From:

Raj Verma

Member,

Cipla Ltd.

Lane-34, Ist Floor

Meerut (U.P.)

 

To.

The Board of Directors,

Cipla Ltd.

Z-4, Borivilly,

Mumbai (M.H.)

 

Sub: Requisition for calling an Extraordinary General Meeting u/s 169

 

Sir.

 

I, the under signed member of the Company holding 37.20% of the paid up share capital issued by the Company as set out in the Schedule hereto requires you in terms of section 169 of the Companies Act, 1956 and Article 129 of the Articles of Association of the Company to convene an Extra Ordinary General Meeting of the members of the Company, to transact the following businesses by Ordinary Resolution:

 

(1) REMOVAL OF AUDITORS

 

RESOLVED THAT pursuant to the provision of section 224(7) of the Companies Act. 1956 and subject to the approval of the Central Government (Powers delegated to the Regional Director), M/s Jain & Co., Chartered Accountants of Kanpur, who were appointed as the Auditors of the Company at the last Annual General Meeting to hold office up to the conclusion of the next Annual General Meeting of the Company be and are hereby removed from such office of the Auditors, before the expiry of their term.

 

(2) APPOINTMENT OF NEW AUDITORS:

RESOLVED THAT pursuant to the provision of sections 224, 224(18) and 225 of the Companies Act, 1956 and subject to the approval of the Central Government (Powers delegated to the Regional Director) for the removal of M/s Jain & Co., Chartered Accountants, the existing Auditors of the Company, M/s malhotra & Associates,. Chartered Accountants of Meerut be and are hereby appointed as the Auditors of the Company to hold office from the date of Order of Removal of the Auditors as approved by the Regional Director up to the conclusion of the next Annual General Meeting of the Company on a remuneration of Rs. 6,500 plus of out of pocket expenses.

 

Name of the requisitionist: Raj Verma

L. F. No.: 253

Shares held: 1,02,800

% Holding: 37.20%

Signature:

PLACE: Meerut

DATED:

 

 

 

SPECIMEN OF ELIGIBILITY CERTIFICATE OF PROPOSED AUDITORS U/S 224(1B)

 

ABC & Associates,

Chartered Accountants

Lane-5, Bada Chowk,

Meerut (U.P.)

 

To,

The Board of Directors,

ABC Private Limited,

Meerut.

 

Reg.: Appointment as Statutory Auditor of your Company "Consent and Eligibility"

 

Dear Sir,

With reference our discussion and your offer for our appointment as the Statutory Auditors of your Company, we do hereby declare and confirm that we are duly qualified and eligible for this appointment as per the provisions of section 224(1B) and 226(1) of the Companies Act, 1956.

 

 

Thanking you

 

Yours Sincerely

 

For ABC & ASSOCIATES

CHARTERED ACCOUNTANTS

Mr. Ramesh

PARTNER

 

 

 

SPECIMEN OF GENERAL MEETING RESOLUTION FOR FILING THE CASUAL VACANCY CAUSED BY RESIGNATION OF THE AUDITORS

 

The Chairman took the matter for appointment of M/s Ram & Shyam, Chartered Accountants, Rampur, in place of M/s Rohit & Mohit, Chartered accountant, the retiring Auditors who have expressed their unwillingness for re-appointment and who has to vacate their office at the conclusion of this Meeting.

The Chairman informed that the Company has obtained an eligibility letter from M/s Ram & Shyam in terms of section 224(1B) of the Companies Act, 1956 and proposed the resolution for approval of the members:

 

“RESOLVED THAT M/s Ram & Shyam, Chartered Accountants of Rampur, be and are appointed as the Auditors of the Company, in place of M/s Rohit & Mohit, Chartered Accountants, to hold the office of Auditors from the date of this Meeting to the conclusion of the next Annual General Meeting of the Company on such remuneration and out of pocket expenses as may be decided by the Board.

 

Explanatory Statement

M/s Rohit & Mohit, Chartered Accountants, the existing Auditors of the Company has resigned from the office of Auditor of the Company, therefore creating casual vacancy in the office of Auditors. The Company has received a notice from member alongwith a letter u/s 224 of the Companies Act, 1956 informing the eligibility signifying his intention to appoint M/s Ram & Shyam, Chartered Accountants, to fill the casual vacancy. In terms of the provision of section 225 of the Companies Act, the appointment of Auditors in place of existing Auditors of the Company requires the approval of General Meeting by way of Ordinary resolution.

Therefore, the Board recommend to pass necessary resolution by way of ordinary resolution to appoint M/s Ram & Shyam, Chartered Accountants, as the casual Auditors of the Company in place of M/s Rohit & Mohit, Chartered Accountants to hold office of the Auditors of the Company till the conclusion of the next Annual General Meeting on the remuneration as may be fixed by the Board.

A copy of the resignation tendered by the Auditors and eligibility letter as referred elsewhere are available for inspection of the members till the date of the meeting during business hours.

None of the director of the Company is concerned or interested in the proposed resolution.

 

 

 

 

SPECIMEN OF SPECIAL NOTICE FOR APPOINTMENT OF AUDITORS OTHER THAN THE RETIRING AUDITORS

 

From …………. (Member) Dated 17th May, 2008

 

To

The Board of directors

Cipla Ltd.

Kanpur (UP)

 

Sub: Notice under section 225(1) of the Companies Act, 1956 for appointment of auditors M/s Subash & Co., Chartered Accountants, in place of M/s Agarwal & Co. Chartered Accountants.

 

Dear Sir/s

 

This has in reference to your notice, dated 12th May, 2008 for the 17th Annual General Meeting of the Company to be held on 9th June, 2008.

I, would like to inform that I have …….. Equity Shares of the company constituting …… % of the

total paid up capital of the company and in reference to the provisions of section 225(1) read with the provisions of section 190 of the Companies Act, 1956, I hereby give a notice that M/s Subash & Co., Chartered Accountants of Kanpur be appointed in place of M/s Agarwal & Co. Chartered Accountants, the retiring auditors of the company.

 

I hereby submit a draft of the resolution for approval at the annual general meeting to be held on 9th June, 2008.

 

You are requested to please do the needful as per provisions of the Companies Act, 1956.

 

Thanking you

 

Yours faithfully

(……………..)

 

Member, Folio No……..

 

Encl.: 1. Draft of the resolution

2. Eligibility letter given by M/s Subash & Co., Chartered Accountants.

 

 

 

SPECIMEN OF THE RESOLUTION TO BE SUBMITTED BY MEMBER'S ALONGWITH THE NOTICE

 

“RESOLVED THAT M/s Subash & Co., Chartered Accountants of Kanpur be and is hereby appointed as the auditors of the company in place of the retiring auditors M/s Agarwal & Co., Chartered Accountants to hold the office of the auditors till the conclusion of the next annual general meeting on such remuneration as may be determined by the Board of directors of the company.”

 

 

 

SPECIMEN OF LETTER FOR NOTICE TO THE RETIRING AUDITOR BY THE COMPANY

 

20th May, 2008

 

To,

M/s Agarwal & Co.,

Chartered Accountants

Kanpur (UP)

 

Sub: Notice under section 225(1) of the Companies Act, 1956 received from a member for appointment of auditors M/s Subash & Co., Chartered Accountants, Kanpur in place of retiring auditors.

 

Dear Sir/s

 

Kindly find enclosed a copy of the notice received from ………. a member of the company under

section 225(1) read with the provisions of section 190 of the Companies Act, 1956 regarding notice for appointment of M/s Subash & Co., Chartered Accountants of Kanpur in place of retiring auditors.

In terms of the provisions of section 225(2) of the Companies Act, 1956, we hereby submit a copy of the notice for your kind information.

 

Kindly acknowledge the receipt of letter for our reference and record.

 

Thanking you,

 

Yours faithfully

For, Cipla Ltd.

DIRECTOR

Encl.: a/a

 

 

 

SPECIMEN OF INTIMATION LETTER BY THE NEW AUDITORS TO THE EXISTING AUDITORS FOR APPOINTMENT AND SEEKING THEIR NO OBJECTION LETTER

 

14th June, 2008

 

To,

M/s Agarwal & Co.,

Chartered Accountants

Kanpur (UP)

 

Sub: Appointment as the auditors of M/s Cipla Limited

 

Dear Sir,

 

We would like to inform that we have received a letter from Cipla Limited informing that the company at their annual general meeting held on 9th June, 2008 has appointed our firm as the Statutory Auditors of the company.

Being the retiring auditors, kindly give us your no objection letter to accept the assignment by us. In case if you have any observation or reservation, please inform us accordingly.

 

 

Thanking you,

 

Yours faithfully

M/s Subash & Co.

CHARTERED ACCOUNTANTS

PROPRIETOR

 

 

 

SPECIMEN OF RESOLUTION FOR FIXING REMUNERATION OF AUDITOR OF GOVERNMENT COMPANY

 

 

“RESOLVED THAT pursuant to the requirement of sub-section 8(aa) to section 224 of the Companies Act, 1956, the Board of Directors of the Company be and are hereby authorized to fix the remuneration and other terms and conditions, including reimbursement of out of pocket expenses in connection with the audit work, to the Statutory Auditors as appointed by the Comptroller and Auditor-General of India for the year 2001-2002.”

 

Explanatory Statement to the above Resolution

As per section 619 of the Companies Act, 1956, the Statutory Auditors of a Government Company are appointed by the Comptroller and Auditor General of India (C&AG). The sub-section 8(aa) to section 224 of the Companies Act, 1956 requires that the remuneration of an auditor appointed under section 619 of the Companies Act, 1956 shall be fixed by the Company in general meeting or in such manner as the Company in general meeting may determine.

The Statutory Auditors for the Company for the financial year 2001-2002 is yet to be appointed by the C&AG.

Necessary resolution has been placed before the members for authorizing the Board of Directors to fix up the remuneration and reimbursement of other out of pocket expenses to the Statutory Auditors of the Company for the financial year 2001-2002, as and when the appointment is made by the C&AG. None of the Directors is interested in the resolution. Directors recommend the resolution as proposed in the Notice for Member's approval.

 

 

 

SPECIMEN OF GENERAL MEETING RESOLUTION FOR APPOINTMENT OF COMPANY'S AUDITOR OR ANY OTHER QUALIFIED PERSON AS BRANCH AUDITOR

 

“RESOLVED THAT the Board of Directors be and is hereby authorized to appoint the Company's

Auditors and/or in consultation with Company's Auditors any person or persons qualified for appointment as auditor or auditors of the Company under section 226 of the Companies Act, 1956, so far as branch offices of the Company situated in countries outside India, in accordance with the law of the country in which the branch offices of the Company are situated, to audit the accounts for the year ending of such Company's Branch offices in India and abroad respectively and to fix the remuneration (which in the case of the Company's Auditors shall be in addition to their remuneration as the Company's Auditor) and the terms and conditions on which they shall carry out the audits.

 

Explanatory Statement

 

The Company has branch (sales) offices at different places in India, namely, Kanpur, Ratlam, Mumbai, Delhi, Kolkata and it is proposed to authorize the Board of Directors to appoint the Company's Auditor and/or, in consultation with the Company's Auditors, persons other than the Company's Auditors qualified for appointment as Auditors of the Company under section 226 of the Companies Act, 1956, to audit the accounts of all branch (sales) offices in India at such remuneration and upon such terms and conditions as the Board of Directors deem fit, pursuant to the provisions contained in sub-section (3) of section 228 of the Act.

The Company has a branch office in Canada and depending upon the development of business the Company may open branches in some other countries. For the branches of the Company situated outside India, it is proposed to authorize the Board of Directors to appoint persons qualified for appointment as auditors or duly qualified accountants as envisaged under the provisions of section 228 of the Act to audit the accounts of such branches upon such terms and conditions as the Board of Directors may deem fit.

The resolution is proposed to give the necessary authority to the Board of Directors in this behalf. No director is interested or concerned in the resolution.

 

 

 

SPECIMEN OF BOARD RESOLUTION FOR TAKING ON RECORD THE APPOINTMENT OF SPECIAL AUDITOR

 

“RESOLVED THAT appointment of special auditor and fixation of his remuneration by the Central Government vide its Order No. ________dated _________ in accordance with the provisions of section 233A, a copy of which has been placed before the meeting and initialed by the Chairman for the purpose of identification, be and is hereby noted.

 

RESOLVED FURTHER THAT all expenses of special audit pursuant to the order of the Central

Government be borne by the Company.”

 

 

 

SPECIMEN OF BOARD RESOLUTIONS

 

 

For appointment of Cost Auditor

 

“RESOLVED THAT pursuant to the provisions of section 233B of the Companies Act 1956 and the Central Government's order, directing the audit of Company's Cost accounts relating to _______ for the year ended _______, M/s Mittal & Co, Cost Accountants be and are hereby appointed the cost auditors of the Company at a remuneration of Rs. 3,500.

 

RESOLVED FURTHER THAT an application be made in Form 23C to the Central Government and

that Company Secretary be and is hereby authorised to submit the application to Central Government, obtain the certificate under section 233B from the proposed appointee and to comply with all other formalities in this regard.”

 

II. For submission of cost audit report to the Central Government

 

“RESOLVED THAT the report of the Cost Auditors for the financial year 2001-02, placed before the meeting and initialed by the Chairman for the purpose of identification, be and is hereby recorded.

 

RESOLVED FURTHER THAT the report together with detailed reply of the Company, be forwarded to the Central Government and that Company Secretary be and is hereby authorised to forward the report to Central Government and comply with all other formalities in this regard.”

 

 

----------------JJJJJJJJJ-------------------  

 


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