Company Postal Ballot Form for Special Resolution

Conducting postal ballots for special resolutions is a critical governance requirement for Indian companies under the Companies Act, 2013. Whether you're a listed company, private limited company, or public limited entity, this Company Postal Ballot Form template streamlines the entire voting process—from shareholder identification to e-voting instructions and scrutinizer appointment.

This template is designed specifically for Indian regulatory compliance, helping company secretaries, legal teams, and corporate governance professionals manage special resolutions that require shareholder approval through postal ballot or e-voting. Common use cases include approval of related party transactions, change in object clause, buy-back of shares, amalgamation and merger approvals, and other matters prescribed under the Companies Act and SEBI LODR Regulations.

The form captures all essential shareholder details including Folio Number, DP ID, Client ID, and PAN for verification purposes. It includes clear instructions for both physical and e-voting options, ensuring shareholders can exercise their voting rights through their preferred method. The integrated scrutinizer appointment section ensures transparency and compliance with regulatory requirements.

Paperform makes postal ballot management effortless with conditional logic that adapts the form based on voting method preferences, calculation fields for automatic vote tallying, and professional branding that reflects your company's corporate identity. Connect submissions directly to your legal team's workflow using Stepper to automatically route resolutions for review, send confirmation emails to shareholders, and maintain a complete audit trail of all voting activities.

For companies managing multiple resolutions or shareholder classes, this template can be easily customized to handle complex voting scenarios while maintaining full compliance with MCA (Ministry of Corporate Affairs) guidelines. The form supports both equity shareholders and preference shareholders, with built-in validation to ensure only eligible voters can participate.

Trusted by company secretaries, legal departments, and corporate governance teams across India, this template helps you conduct transparent, compliant postal ballots without the complexity of legacy systems or manual paper trails.