POLARIS CONSULTING & SERVICES LIMITED
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1. Members may vote on the Postal Ballot mentioning the registration number of the POA and enclosing an attested copy of the POA Unsigned Postal Ballot Forms will be rejected d Duly completed Postal Ballot Form should reach the Scrutinizer not later than 5 pm on 29th December 2015 Postal Ballot Form received after that date will be strictly treated as if reply from such Member has not been received The Members are requested to send the duly completed Postal Ballot Form well before the last date providing sufficient time for the postal transit e Incase of Equity Shares held by companies trusts societies etc the duly completed Postal Ballot Form should be accompanied by a certified copy of Board Resolution authority and preferably with attested specimen signature s of the duly authorized signatories giving requisite authorities to the person voting on the Postal Ballot Form f Shareholders are requested not to send any paper other than the resolution authority as mentioned under instruction above along with the Postal Ballot Form in the enclosed self addressed postage pre paid envelope as all such envelopes will be sent to the Scrutinizer and if any extraneous paper is found in such envelope the same would not be considered and would be destroyed by the Scrutinizer g There will be only one Postal Ballot Form for every folio client ID irrespective of the number of the joint Members On receipt of the duplicate Postal Ballot Form the original w2. POLARIS SOSlive your dream POLARIS CONSULTING amp SERVICES LIMITED Formerly known as Polaris Financial Technology Limited CIN L65993TN1993PLC024142 Registered Office No 244 Anna Salai Chennai 600 006 Tel No 91 44 3987 4000 Fax 91 44 2852 3280 Email id shareholder query polarisft com Website www polarisft com POSTAL BALLOT FORM Serial No 1 Name and Registered Address of the sole first Joint shareholder 2 Name s of the Joint Holder s if any 3 Registered Folio No DP ID No Client ID No applicable to shareholders holding shares in dematerialized Form 4 Number of Equity Shares held I We hereby exercise my our vote in respect of the Resolutions to be passed through Postal Ballot for Resolutions stated in the Postal Ballot Notice of the Company dated 6th November 2015 by sending my our Assent For or Dissent Against to the said Resolutions by placing the tick Y mark at the appropriate box below Resolution Description I We assent to the I We dissent to No resolution the resolution Vote in favour Vote Against 1 To amend the Associate Stock Option Plan 2003 ASOP 2003 to incorporate a new clause regarding Control under Clause 2 Definition and an additional clause regarding Vesting under Clause 7 pursuant to Securities and Exchange Board of India Share Based Employee Benefits Regulations 2014 2 To amend the Associate Stock Option Plan 2004 ASOP 2004 to inco
3. firmation the message Vote cast successfully will be displayed vi Once you have voted on the resolution you will not be allowed to modify your vote f On the voting page you will see Resolution Description and against the same the option FOR AGAINST ABSTAIN for voting Enter the number of shares which represents number of votes under FOR AGAINST ABSTAIN g Institutional members i e other than individuals HUF NRI etc are required to send scanned copy PDF JPG Format of the relevant Board Resolution Authority letter etc together with attested specimen signature of the duly authorized signatory ies who are authorized to vote to the Scrutinizer through e mail seshwar eshwars com with a copy marked To evoting karvy com The file scanned image of the Board Resolution Authority letter etc should be in the naming format Corporate Name Event Number In case of any queries you may refer to the Frequently Asked Questions FAQs for Members and e voting user manual for Members available at the Downloads section of www evoting karvy com or contact Karvy at the following Telephone No 04067162222 h If you are holding shares in Demat form and had logged on to https evoting karvy com and casted your vote earlier for any Company then your existing login id and password are to be used You can also update your mobile number and e mail id in the user profile details of the folio which may be used for sending future communicatio
4. ill be rejected h A Member may request for a duplicate Postal Ballot Form if so required or can download the Postal Ballot Form from the Company s website www polarisft com and the same duly completed should reach the Scrutinizer not later than the last date for voting mentioned above i The votes should be cast either in favour of or against by putting the tick mark in the column provided for assent or dissent Postal Ballot Form bearing in both the columns will render the Form invalid j Incomplete unsigned or improperly or incorrectly filled Postal Ballot Form shall be rejected INSTRUCTIONS FOR VOTING THROUGH ELECTORNIC MODE The instructions for Members for e voting are as under Open your web browser during the voting period and navigate to https evoting karvy com a Enter the login credentials i e user id amp password mentioned on the Postal Ballot Form Your folio DP Client ID will be your User ID User ID For members holding shares in Demat Form a For NSDL 8 Character DP ID followed by 8 Digits Client ID b For CDSL 16 digits beneficiary ID For Members holding shares in Physical Form Even followed by Folio Number registered with the Company Your Unique password is printed on the Postal Ballot form via email forwarded through the electronic notice Captcha Enter the Verification code i e please enter the alphabets and the numbers in the exact way as they are displayed for security reasons P
5. lease contact our toll free No 1 800 34 54 001 for any further clarifications Members can cast their vote online from 30th November 2015 9 00 AM to 29th December 2015 5 00 P M After entering these details appropriately click on LOGIN oaas Members holding shares in Demat Physical form will now reach Password Change menu wherein they are required to mandatorily change their login password in the new password field Change the password with new password of your choice with minimum 8 characters consisting of at least one upper case A Z one lower case a z one numeric value 0 9 and a special character Kindly note that this password can be used by the Demat holders for voting for Resolution s of any other Company on which they are eligible to vote provided that Company opts for e voting through Karvy Computershare Private Limited e voting platform System will prompt you to change your password and update any contact details like mobile email id etc on Ist login Note the new password It is strongly recommended not to share your password with any other person and take utmost care to keep your password confidential i You need to login again with the new credentials ii Select EVENT i e Polaris Consulting amp Services Limited iii Now you are ready for e voting as Cast Vote page opens iv Cast your vote by selecting appropriate option and click on Submit and also Confirm when prompted v Upon con
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7. on to the Resolutions proposed to be passed by Postal Ballot may be sent to Company Secretary amp Compliance Officer Polaris House 244 Anna Salai Chennai 600006 Phone 044 3987 4000 Extn 5744 email christina beulah polarisft com INSTRUCTIONS FOR VOTING BY PHYSICAL POSTAL BALLOT FORM a A Shareholder desirous of exercising vote by physical Postal Ballot should complete the Postal Ballot Form in all respects and send it after signature to the Scrutinizer in the attached self addressed postal pre paid envelope which shall be properly sealed with adhesive or adhesive tape However envelopes containing Postal Ballot Form if sent by courier at the expense of the Member will also be accepted Members are requested to convey their assent or dissent in this Postal Ballot Form only The assent or dissent received in any other form or manner shall be considered as invalid b The Self addressed envelope bears the name of the Scrutinizer appointed by the Board of Directors of the Company and the address to which the same needs to be dispatched c The Postal Ballot Form should be signed by the Shareholder as per specimen signature registered with the Registrar Depository In case the Equity Shares are jointly held this Form should be completed and signed as per specimen signature registered with Registrar Depository by the first named Member and in his her absence by the next named Member Holders of Power of Attorney POA on behalf of the
8. rporate a new clause regarding Control under Clause 2 Definition and an additional clause regarding Vesting under Clause 7 pursuant to Securities and Exchange Board of India Share Based Employee Benefits Regulations 2014 3 To amend the Associate Stock Option Plan 2011 ASOP 2011 to incorporate a new clause regarding Control under Clause 2 Definition and an additional clause regarding Vesting under Clause 8 pursuant to Securities and Exchange Board of India Share Based Employee Benefits Regulations 2014 4 To amend the Associate Stock Option Plan 2015 ASOP 2015 to incorporate a new clause regarding Control under Clause 2 Definition and an additional clause regarding Vesting under Clause 7 pursuant to Securities and Exchange Board of India Share Based Employee Benefits Regulations 2014 Place Date Signature of the Sole First Joint Holder EVENT E voting Event Number Password PIN Note Members are requested to read carefully the instructions printed overleaf before exercising the vote IMPORTANT INSTRUCTIONS 1 The voting rights for the Equity Shares are one vote per Equity Share registered in the name of the Shareholders Beneficial Owners 2 Voting by Postal Ballot in the physical form or e voting can be exercised only by the Shareholder or his her duly constituted attorney or in case of bodies corporate the duly authorised person Vo
9. ting rights in a Postal Ballot cannot be exercised by a Proxy 3 Voting period commences on 30th November 2015 at 9 00 AM start date and ends on 29th December 2015 at 5 00 PM end date 4 The result of the voting on the Resolutions will be declared at the Registered Office of the Company at Polaris House 244 Anna Salai Chennai 600006 India on 31st December 2015 at 3 PM onwards 5 Kindly note that the Members can opt only one mode of voting i e either by Physical Ballot or e Voting If you are opting for e Voting then do not vote by Physical Ballot also and vice versa However in case Members cast their vote by Physical Ballot and e Voting then voting done through e voting shall prevail and voting done by Physical Ballot will be treated as invalid The Scrutinizer s decision on the validity of the Postal Ballot shall be final 6 Members who have registered their e mail ids for receipt of documents in electronic mode under the Green Initiative of MCA have been sent Postal Ballot Notice by e mail and who wish to vote through Ballot Form can obtain the Ballot Form from Registrar and Share Transfer Agent R amp T Agent Karvy Computershare Pvt Limited Karvy Selenium Tower B Plot number 31 amp 32 Financial District Nanakramguda Serilingampally Mandal Hyderabad 500032 or from the Company at its Registered Office and fill in the details and send the same to the Scrutinizer by Post at the address given at above Any query in relati
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