Guidance on the System for Electronic Provision of Informational Materials for the General Meeting of Shareholders
Overview
The system for electronic provision of informational materials for the general meeting of shareholders (shift to the internet) refer to the provision of such materials by a company over the internet (through a website, etc.). It is a system wherein shareholders are notified of the URL and other information of the website, and, in principle, they view the informational materials for the general meeting of shareholders on the website. It has been made mandatory for all listed companies following a revision of the Companies Act. The Company has also shifted its informational materials for the general meeting of shareholders to provision via the internet from the general meetings of shareholders to be held from March 2023 onward.
Main Changes
- ・The Company sends out a convocation notice with instructions on how to access the website and so forth.
- ・All of the informational materials for the general meeting of shareholders can be confirmed by accessing the website.
※Voting forms are to be sent out in paper document form.
materials for the general meeting of shareholders on the website
You can apply to receive the informational materials in paper document form as before.
Procedure for receiving paper documents (request for issuance of paper documents)
Overview
The request for issuance of paper documents is a procedure for protecting shareholders who have difficulty using the internet. The Company will send informational materials for the general meeting of shareholders in paper documents as before to shareholders from whom it receives a request.
Procedure
Requests can be made at the “dedicated phone line for the system for electronic provision of informational materials for the general meeting of shareholders (0120-696-505)” of the administrator of the shareholder registry (Mitsubishi UFJ Trust and Banking Corporation).
For those who want to conduct the procedure via the internet, please use the “dedicated website for requesting paper document issuance request forms.”
Deadline for procedures
The request must arrive by the closest reference date for the general meeting of shareholders (March 31).
If the reference date falls on a holiday, requests that arrive by the preceding business day will be valid. When posting your request, please leave plenty of time.
If the request arrives after the closest reference date for the general meeting of shareholders, the delivery of paper documents will start with materials issued from the reference date for the following general meeting of shareholders onward.
Contact
If you have questions about the system for electronic provision of informational materials for the general meeting of shareholders (shift to the internet), please check our frequently asked questions (FAQ) here.
- QWhat is the system for electronic provision of informational materials for the general meeting of shareholders (shift to the internet)?
- AIt is a system wherein informational materials for the general meeting of shareholders are posted on a website, then shareholders are notified of the URL and other information of the website, and, in principle, they view the informational materials for the general meeting of shareholders on the website. The system has been made mandatory for all listed companies following a revision of the Companies Act.
- QWhen does the system for electronic provision (shift to the internet) begin?
- AThe Company will provide informational materials for the general meeting of shareholders electronically from the general meetings of shareholders to be held from March 2023 onward.
- QWill voting forms also cease to be sent out?
- AVoting forms are to be sent out in paper document form.
- QWhat is a request for issuance of paper documents?
- AA request for issuance of paper documents is the necessary procedure for receiving informational materials for the general meeting of shareholders in paper document form as before.
It is a procedure for shareholders who have difficulty viewing the informational materials for the general meeting of shareholders on the website.
Please see here for details of the procedure. - QHow can I perform the procedure for requesting issuance of paper documents?
- ATo perform the procedure with the administrator of the shareholder registry, requests can be made at the “dedicated phone line for the system for electronic provision of informational materials for the general meeting of shareholders (0120-696-505)” of the administrator of the shareholder registry (Mitsubishi UFJ Trust and Banking Corporation). For those who want to conduct the procedure via the internet, please use the “dedicated website for requesting paper document issuance request forms.”
- QIf I request issuance of paper documents, can I continue to receive informational materials for the general meeting of shareholders in paper document form?
- AYes. You can continue to receive them. We may again notify shareholders of the termination of paper document issuance if one year or more has elapsed since we receive a request for paper document issuance, and if they have an objection to this, we may notify that they express their objection.
- QDoes a fee apply for the paper document issuance request procedure?
- AWhen applying to the administrator of the shareholder registry, shareholders bear the cost of posting a postcard required for the paper document issuance request procedure. When applying to a securities company and so forth, please ask the securities company directly about processing fees.
To make an inquiry by phone, please call the “dedicated phone line for the system for electronic provision of informational materials for the general meeting of shareholders (0120-696-505)” of the administrator of the shareholder registry (Mitsubishi UFJ Trust and Banking Corporation)