The Companies Rules, 1985

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Contd.

Annex ‘Q’
PART-II. CIVIL PROCEEDINGS IN COURTS INITIATED BY REGISTRAR

S. No.	Name of Company/ with names of petitioners/responde nts	Date of receipt of instructions from Registrar of Companies Pakistan	Brief description of course of action	Section involved	Date of institution Court with in name of Counsel	Name of Court
1	2	3	4	5	6	7

Date of hearing	Result	Result of appeal review revision if any	Cross referencing with other parts in Annex Q(if same transaction involved)	Initials of registrar	Remarks
8	9	10	11	12	13

Annex ‘Q’
PART III-PROCEEDINGS BEFORE CLA INITIATED BY REGISTRAR

S. No.	Name of company/ person	Date of reference by Registrar of Companies, Pakistan to Authority	Description of default/ course of action	Section involved	Date of hearing by Authority
1	2	3	4	5	6

Decision by Authority	Result of appeals review, revision, if any	Cross referencing with order parts in Annex Q (if same transaction involved)	Initials of registrar	Remarks
7	8	9	10	11

Annex ‘Q’
PART IV-PROCEEDINGS BEFORE REGISTRAR AND OTHER AUTHORITIES INITIATED BY REGISTRAR

S. No.	Name of Company/ defaulters	Date of receipt of Authority’s instructions if any, by registrar	Brief description of course of action	Section involved	Date of institution	Name of Authorities
1	2	3	4	5	6	7

Date of hearing	Result	Result of appeal revision petition etc.	Cross referening with other parts in Annex Q(if same transaction involved)	Initials of registrar	Remarks
8	9	10	11	12	13

(Note.--
1. In column 7 will be mentioned the name of authority with which proceedings are being held, viz Registrar of Companies, Pakistan, or registrar concerned or any other authority.

2. Sufficient space will be left between an entry and the subsequent one to allow for filling in column 8, all the dates).

Annex ‘R’
CHECK REGISTER FOR ANNUAL GENERAL MEETING AND LAYING OF ACCOUNTS BY
PUBLIC COMPANIES
[See regulation 12(10)]

1. Name of Company
2. If the company is listed, date of listing,
3. S. No. of Anne ‘U’.
4. Date on which financial year closes.
5. Date by which Annual General Meeting required to be held

Year	Extensions allowed, and Year pertaining to which allowed	Date on which Annual General Meeting actually held year pertaining to which held, and accounts laid and Form ‘A’ filed
1	2	3

Date of issue of notice in case of default.	Particulars of action taken, if any	Remarks and initials of registrar
4	5	6

Annex ‘S’
CHECK REGISTER FOR ISSUANCE OF HALF-YEARLY ACCOUNTS BY LISTED COMPANIES
[See regulation 12(11)]

1. Name of Company
2. Date on which first part of half year closes.
3. Date by which half-yearly accounts required to be circulated.

Half year	Date on which received by registrar	Date of issue of notice in case of default	Particulars of action taken, if any	Remarks and initials of registrar
1	2	3	4	5

Annex ‘T’
CHECK REGISTER FOR ANNUAL GENERAL MEETING BY PRIVATE COMPANIES
[See regulation 12(12)]

		Dates by which Annual General Meeting due
S. No.	Name of Company	198--	198--	198--	198--
1	2	3	4	5	6

Dates of holding Annual General Meeting filing Form A
198--	198--	198--	198--
7	8	9	10

Dates of issue of notices in case of default
198--	198--	198--	198--	Particulars of action taken if any	Remarks initials of registrar
11	12	13	14	15	16

Annex ‘U’
CHECK REGISTER FOR STATUTORY MEETING/REPORT
[See regulation 12(3)]

				Date by which statutory
S. No.	Name of company	Incorporation date	Date on which business commencement certificate granted/ converted from private to public	Meeting Due	Report Due
1	2	3	4	5	6

Date of holding meeting	Date of filing Report	Dates of issue of notice in case of default	Particulars of action taken if any	Initials of and initials of registrar
7	8	9	10	11

Annex ‘V ‘

DOCUMENTS OF COMPANIES IN EXISTENCE TO BE PRESERVED PERMANENTLY
[See regulation 21 (1)(10)]

S. No.	Name of document
1	2
1.	Certified copy of order of Authority confirming alteration of memorandum and a printed copy of the memorandum so altered (section 24).
2.	Memorandum and articles for registration of a new company [section 30 (1)].
3.	Declaration of compliance with requirements of the Ordinance [section 30(2).]
4.	Prospectus or statement in lieu of prospectus by a private company altering the articles for converting itself into a public company (section 45).
5.	Prospectus by a public company (section 57).
6.	Statement in lieu of prospectus by a company which does not issue prospectus (section 69).
7.	Notice of consolidation or division of share capital (sections 92 and 93).
8.	Notice of increase of share capital (section 94).
9.	Notice of increase in members (section 94).
10.	Order of Court confirming reduction of share capital and certified copy of the order and minute (section 102).
11.	Copy of order of Court regarding cancellation of variation of share-holders’ rights (section 108).
12.	Statement showing particulars of mortgages, etc. (sections 121, 129 and 463).
13.	Statement showing particular of charge on property acquired subject to charge. (sections 122 and 463).
14.	Statement showing particulars of modification of charge [sections’ 129 (3) and 463]
15.	Notice of appointment of Receiver/Manager (section 137).
16.	Abstract of Receiver’s Accounts (section 138).
17.	Memorandum of satisfaction redemption etc. of charge, (sections 132 and 133).
18.	Notice of situation of registered office and any change therein (section 142).
19.	Notice and Court order of rectification of register of members (section 152).
20.	Statutory Report (section 157).
21.	Special resolutions, etc. filed under section 172.
22.	Resolution regarding investment in associated companies (section 208).
23.	One copy of annual balance-sheet, profit and loss accounts and other related reports filed under section 242.
24.	Report of Inspectors and other papers relating to matters connected therewith (section 269).
25.	Copy of order of Court regarding compromises and arrangements with creditors and members and copy of orders m appeal [section 284 (3)].
26.	Copy of order of Court relating to reconstruction and amalgamation of companies [section 287(3)].
27.	Notice to dissenting shareholders (section 289).
28.	Copy of orders of Court on application for prevention of mismanagement, minority oppression, etc. under section 290 or 291).
29.	Statement of unclaimed dividends and undistributed assets (section 432).

Annex ‘W’

MINIMUM PERIOD OF PRESERVATION OF EXISTING OR DISSOLVED COMPANIES RECORDS WHICH MAY BE DESTROYED
[SEE REGULATION 21 (2)]

S. No.	Name of document	Period of Preservation
1	2	3
1.	Return of allotment of shares[section 73 (1)(a)]	10 Years
2.	Contract of allotment of shares fully or partly paid otherwise than in cash and verified copies of such contract [section 73 (1) (b)]	10 Years.
3.	Prescribed particulars of contracts not reduced to writing section [73 (2)].	10 Years.
4.	Statement disclosing amount or rate per cent of the commission of sub-scribing for shares where they are not offered to the public for subscription (section 82).	10 Years.
5.	Registration of entire series of debentures/redeemable capital (sections 123, 124 and 463).	Five years after redemption
6	Particulars of an issue of redeemable capital/debentures in a series when more than one issue in the series is made	Do
7	Particulars of commission on debentures (section 124)	Do
8	Declaration before commencing business by a company business by a company issuing a prospectus (section 146).	Five years after issue of certificate by the Registrar.
9.	Declaration before commencing business by a company issuing a statement in lieu of prospectus (section 146).	Do.
10.	Annual return of members of a company having share capital (section 156).	10 years.
11.	Annual return of members of a (section 156) company not having a share capital.	10 years
12.	Annual Balance-Sheet and Profit and Loss Accounts (sections 233 and 242) except one copy required to be retained permanently under item 23 (Annex V.)	10 years.
13.	List of persons consenting to be Director (section 184).	10 years.
14.	Consent of directors (section I84).	10 years.
15.	Statement showing particulars of Directors etc. (section 205).	10 years.
16.	Alterations in particulars of Directors, etc. (section 205).	10 years.
17.	Copy of winding up order by Court (section 305).	10 years from the date of the dissolution or two years after an application is rejected under section 429
18.	Audited Accounts of Official Liquidator ]section 337(4)1	10 Years
19.	Copy of order of Court staying winding up (section 319).	Do.
20.	Copy of the order of dissolution of Company by Court (section 350).	Do.
21.	Declaration of solvency in the case of voluntary winding up (section 362).	Do.
22.	Notice of appointment of liquidator in voluntary winding up (section 366).	Do.
23.	Return of final meeting and dissolution in the case of members’ winding up (section 370).	Do.
24.	Winding up notice of Creditors’ resolution (section 374).	Do.
25.	Return of final meeting and dissolution in the case of creditors’ winding up (section 382).	Do.
26.	Notice by liquidator of his appointment (section 388).	Do.
27.	Liquidators’ statement of accounts. etc. (section 430)	Do.
28.	Certified copy of Authority’s order declaring dissolution to be void [section 439 (9)].	Permanent.
29.	Documents relating to legal proceedings.	15 years.
30.	Any other registered document not otherwise specified.	5 years
31.	Registered documents. correspondence, notifications. etc. relating to companies declared defunct under section 439.	10 years.
32.	Correspondence with companies	10 years.
33.	Registered documents and files of companies which have been fully wound up and finally dissolved.	10 years from the date of final winding up or dissolution
34.	Registered documents and files of foreign companies which have ceased to have a place of business in Pakistan	5 years from the date of closure of places of business in Pakistan

Annex ‘X"

OFFICE OF THE______________________ REGISTER OF DESTRUCTION OF DOCUMENTS AND RECORDS RELATING TO COMPANIES FINALLY WOUND UP/DISSOLVED
[See regulation 21(3)]

S. No.	Name of the Company	Date of registration	Date on which finally dissolved ow wound up or struck off	Description of document destroyed
1	2	3	4	5

	Date and mode of Destruction with initials of Registrar
Remarks	Date	Mode	Initials
6	7	8	9

Annex ‘Y’

OFFICE OF THE______________________ REGISTER DESTRUCTION OF DOCUMENTS AND RECORDS RELATING TO COMPANIES IN EXISTENCE
[See regulation 21(3)]

S. No.	Name of the Company	No of the file of document destroyed	Subject to which the document refers	Description of document destroyed
1	2	3	4	5

Remarks	Date and mode of Destruction with initials of Registrar
	Date	Mode	Initials
6	7	8	9

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