# Procedure for Conducting E-Voting
## Step 1: Notice of Meeting
The notice must be sent to all members, directors, and auditors by one of:
- Registered post / Speed post / Courier service
- Electronic means (e-mail)
The notice must also be placed on the company's website and the agency's website immediately after dispatch.
### Notice Content — Must Specify:
- Facility for voting by electronic means
- Availability of ballot/polling at the meeting
- Members who voted by remote e-voting cannot vote again at the meeting
- Process for voting electronically + time schedule
- Login ID, password details, and secure voting process
## Step 2: E-Voting Time Window
- Remote e-voting must remain open for at least 3 days
- Closes at 5:00 PM on the day BEFORE the meeting
- Once cast, votes cannot be changed
- After the period ends, the voting facility is blocked
## Step 3: Public Advertisement
A public notice must be published at least 21 days before the GM, immediately after sending meeting notices:
- At least once in a vernacular newspaper (principal language of the district where RO is located, wide circulation)
- At least once in an English newspaper (nationwide circulation)
### Advertisement Must Include:
1. Business can be transacted through electronic voting
2. Start date & time of remote e-voting
3. End date & time of remote e-voting
4. Cut-off date (not earlier than 7 days before GM)
5. Instructions for shareholders who acquired shares after notice dispatch to obtain login credentials
6. Statement that:
- Remote e-voting won't be allowed after deadline
- Voting option will be provided at the meeting
- A member who voted remotely may attend but cannot vote again
- Only those on register on cut-off date can vote
7. Company's & agency's website addresses
8. Contact details of person handling e-voting grievances
## Step 4: Appointment of Scrutinizer
The Board appoints one or more scrutinizers for fair and transparent oversight:
- Eligible persons:
- CA / CMA / CS in practice
- Advocate
- Any reputable person (not a company employee) capable as per Board
- Scrutinizer may seek non-employee expert assistance for technical matters
## Step 5: Voting at Meeting & Counting
1. Chairman allows voting at the meeting for members who didn't vote remotely (with scrutinizer's help)
2. Scrutinizer's tasks immediately after voting ends:
- First, count votes cast at the meeting
- Then, unblock remote e-voting results in presence of at least 2 independent witnesses (non-employees)
- Within 3 days, prepare a consolidated scrutinizer's report (votes for/against)
- Submit to Chairman who countersigns
3. Chairman declares result immediately
4. Confidentiality: How members voted remains confidential — not accessible to Chairman, Scrutinizer, or others until votes are officially cast at the meeting
## Step 6: Post-Voting
- Scrutinizer's Access: May access details of remote e-voters to prevent double voting
- Register: Scrutinizer maintains and safeguards a register of votes until Chairman signs minutes
- Results posted on: Company's website + agency's website + forwarded to stock exchange (for listed)
- Passing: Deemed passed when requisite votes are received at the GM
- Withdrawal: Once proposed for e-voting, a resolution cannot be withdrawn