The document summarizes the Companies (Postal Ballot) Regulations, 2018 in Pakistan. It outlines the procedures for electronic voting, voting through ballot papers, and announcing voting results for company meetings. Key points include that electronic voting must remain open for at least 3 days, ballot papers must be published at least 3-7 days before meetings, and the chairman must safely record and count all votes before announcing the final results within 24 hours of the meeting conclusion. It also includes a checklist for companies to ensure compliance with the proper procedures and timelines.

1. GIST
OF
COMPANIES (POSTAL BALLOT) REGULATIONS, 2018.
UPDATED TILL SRO 2192/(I)/2022 DATED DECEMBER 5, 2022
CHAPTER I
PRELIMINARY
3. Applicability
1. All companies where requirements of sections 143 and 144 is essential; and
2. Listed companies in case of special business and in case of election of Director where number
of directors offer for the Directorship are more than number of Directors fixed u/s 159 (1) in a
BDO.
CHAPTER II
ELECTRONIC VOTING
4. Responsibility of company
(2) Seven (7) days before complete information shall be provided to the shareholders, -
(a) web address,
(b) login details,
(c) password,
(d) date of casting e-vote and
(e) other necessary details through email; and
(f) security codes through SMS from web portal of e-voting service provider; or
(g) electronic signature.
(3) Ensure that agenda items are correctly uploaded.
(7) Procedure for e-voting
(1) e-voting shall remain open for not less than three (3) days and shall close at 1700 hours
(Pakistan Standard Time)
(2) Identity members to cast vote through e-voting, authenticated them through electronic
signature or authentication for login
(3) Cast vote online during the time specified
(4) Election of directors and transactions specified as special business a listed company shall
send information to members as provided in sub-regulations (2) and (3) (above) along with the
information scrutinizer
(a) his /her name,
(b) qualification and experience; and

2. (c) purpose of his/her appointment
not later than seven (7) days before the date of general meeting
CHAPTER III
VOTING THROUGH BALLOT PAPER
8. Responsibility of Company
(1) Within three (3) working days from the day of general meeting upload the ballot paper on its
website and publish the same (English and Urdu News Papers).
(2) ballot paper is provided by in case of election of directors or transactions specified as special
business shall publish the ballot paper and information as provided in sub-regulation (1) in
newspapers and also upload the ballot paper on its website not later than seven (7) days before
the general meeting and the provisions of regulation 9 shall apply].
9. Procedure for voting through ballot paper. –
(1) duly filled and signed ballot paper along with:
i. copy of Computerized National Identity Card (CNIC) should reach the
chairman through post or email one day before the day of poll, during working
hours. Signed should be as per CNIC.
ii. In case of body corporate CNIC shall be approved by BOD.
CHAPTER IV
RESULT OF POLL
10. Responsibility of Chairman of meeting
(1) chairman shall
a. record the time and date of receipt of ballot papers
b. safe custody and ensure confidentiality till formal announcement.
(2) validity of the vote on chairman call
(3) Chairman after the conclusion of poll shall
a. count votes cast during time of poll in person,
b. through proxy, video-link and post and
c. in case of e-voting unblock result of e-voting in the presence of a representative of the
members demanding the poll
(4) The result of poll so announced shall also be published on the company’s website at the earliest
but not later than twenty-four hours from the conclusion of the general meeting.
(5) Execution report of poll, in Annexure II

3. CHECK LIST
COMPANIES (POSTAL BALLOT) REGULATIONS, 2018.
S.No. Particulars Responsibility Yes/No. Time (if Any)
1. Nature of Business is special,
or election of director incase
offered number are higher
than fixed
Company With Notice of
Meeting
Date
[ ]
2. Eligibility of e-voting service
provider i.e Share Registrar
Company With Notice of
Meeting
Date
[ ]
3. Information of Special
Business resolution, weblink
and login credential
date/timeline for casting the
vote; are sent to shareholders.
By e-voting service provider
i.e Share registrar
Share
Registrar
At least seven
(7) days before
the meeting
Date
[ ]
4. Upload Ballot papers on
website and published the
same on News Papers
(English and Urdu)
Company At least three
(3) days before
the meeting
Date
[ ]
5. In case of Election of
Directors where nominations
are more than numbers fixed
of Directors U/s 159 (1).
Ballot papers shall be
published the same on News
Papers (English and Urdu)
Company At least seven
(7) days before
the meeting
Date
[ ]
6. Duly filled and signed ballot
paper to reach to chairman
alongwith:
• CNIC
• Resolution of BOD in
case of Body
Corporate
Shareholder One (1) day
before the day
of poll
(working
Hours)
Date

4. [ ]
and time [ ]
7. Record
• Time and date of
receipt of ballot
papers
• validity of the vote as
per above yardstick
• count votes cast
during time of poll in
person, proxy, video-
link and post
• in case of e-voting
unblock result reveal
the result in front of
person with
demanded the Poll
• In presence of Two
(2) Witnesses (not
employees)
• Announce the results
of all polls
Chairman of
the Company
Before the
conclusion of
Meeting
Date
[ ]
8. Result of poll shall be
published on the company’s
website
Chairman of
the Company
24 hours Sharp
one (1) day
from the
meeting
Date
[ ]
and time [ ]
9. After announcement the
execution report of poll, in
format of Annexure II
preserve it safely U/S 151
“Records of resolutions and
meetings”
Chairman of
the Company
Not specified

5. Name : Syed Muhammad Humza Hussain
Qualifications : MBA Finalist, B. Com
Designation : Assistant Manager Corporate and Legal
Areas of specialization : Corporate Laws, Secretarial Affairs & Taxation
He has almost 7 years of experience of Corporate Secretarial Services. He has worked as
MTO Tax and Corporate in M.S. Consultant as MTO Tax and Corporate, period of
affiliation Feb 2015 to Nov 2018.
He worked in Mazars M.F. Co. Chartered Accounts as Corporate Consultant, period of
affiliation November 2018 to September 2020.
He worked in BDO Ebrahim as Assistant Manager Corporate Advisory Services. Where he
obtained pertinent knowledge and experience handling corporate affairs of including 7
listed Companies in the top-rated groups of Pakistan such as Engro group of Companies
and Lakson group of Companies & Wyeth Pakistan Limited.
He worked with Mazars as Assistant Manager Corporate and Tax.
Currently he is working as Assistant Manager Corporate and Legal at International Steels
Limited (ISL)
Areas of experience: all secretarial matters of Companies including preparation of
secretarial documentations, attending Board Meetings, attending Annual General
Meetings, Compliance under Companies Act, 2017, Companies of Securities Act, 2015
and its ancillary regulations and tax compliances under Income Tax Ordinance 2001.