Documents Required for Company Registration

The documents required for company registration are extremely important since a mistake in the documentation might result in a waste of time and effort throughout the procedure.

The Company Act of 2013 allows for the incorporation of various types of corporations with varying degrees of liability, depending on the need and commercial requirement.

As a result, a promoter can pick not only whether to organise an OPC, Public Limited Company, Limited Liability Partnership, or Private Limited Company, but also what type of Private Limited Company to incorporate.

Private Limited Company registration in India necessitates the submission of several documents. The Registrar of Companies oversees the entire process of forming a business (ROC).

List of Documents Required for Company Registration Process

For company registration, a copy of the proposed directors’ PAN card is necessary. PAN, or Permanent Account Number, is a ten-digit alphanumeric number provided by India’s Department of Income Tax in the form of a card that is required for Directors who are Indian residents to present during the company’s establishment procedure.

The prospective Director must also submit an address proof in addition to the PAN Card copy.

The address evidence that will be presented for company registration must include the name of the Director, which must match the name on the PAN Card, as well as the Director’s current address.

Furthermore, the document must be no more than two months old.

Indian nationals can use the following documents to prove their address:

  • Ration Card
  • Driver’s License
  • Electricity Bill
  • Telephone Bill
  • Aadhaar Card
  • Passport
  • Election Card
  • Voter Identity Card

For the Incorporation Process, the Directors must additionally provide residential verification. The following documents are approved as residential proof:

  • Statement of Accounts
  • Bill for electricity
  • Bill for a phone

The following is a list of paperwork that foreign nationals must submit to form a company in India:

  • Bank Statement
  • Passport
  • Driver’s License
  • Residence Card
  • A government-issued identification card that includes the address.
  • Bill for electricity
  • Bill for a phone

If the documents are written in a foreign language, they must be translated into English and notarized by a notary public.

Proof of a company’s registered office

Now we’re talking about proof of a company’s registered office. In addition to giving proof of identification, address, and residential address for the Directors, documentation of the Company’s registered office address must also be submitted.

  • The documents listed below must be supplied as proof of registered office during the company’s registration process or within 30 days of incorporation.
  • The title to the registered office’s premises is in the company’s name, as evidenced by a registered document.
  • A notarized copy of the lease or rental agreement in the company’s name, as well as a copy of the rent receipt that is less than one month old.
  • The Landlord’s permission to utilise the premises as the company’s registered office. It is commonly referred to as the Landlord’s NOC.
  • Proof of any utility service, such as telephone, gas, or electricity, with the address of the property in the name of the owner or a document that is less than two months old.

Shareholders: Indians or foreigners

All shareholders of the company (i.e., subscribers to the Memorandum of Association (MOA) and Articles of Association) must produce the identity and address proof described in the article (AOA).

Shareholder: Artificial Judicial Person or Corporate Entity

If one of the shareholders or subscribers to the Memorandum of Association (MOA) and Articles of Association (AOA) is a Corporate Entity such as a Company, LLP, Partnership, or other entity, then the Certificate of Incorporation of the Business Entity must attach to the resolution passed by the Body Corporate to subscribe to the shares of the company under incorporation.

After the MCA approves the applicant’s name, the applicant should file for a certificate of incorporation (Ministry of Corporate Affairs).

The Certificate of Incorporation must include the following forms:

  • INC-7 is the first letter of the alphabet.
  • INC-22 is number two.
  • DIR-12 is number three.

PF (Provident Fund Registration)

For PF registration, you’ll need the following documents.

A business with 20 or more employees should register for PF.

Even businesses with fewer than 20 employees may register for PF. Following the start of employment, each employee becomes entitled to a PF.

Employers are responsible for both PF deduction and payment. A 12 per cent PF contribution rate should split equally between the company and the employee. For businesses with fewer than 20 employees, the PF deduction rate is 10%.

The following documents are necessary for a company’s PF registration:

1. Certificate of Incorporation

2. Directors’ identification (driver’s licence, election card, Pan Card, or passport)

3. A paper with a comprehensive list of everything like directors and their contact information (On behalf of the company)

4. Certificate of GST Registration

5. Wage and Pension Statement

6. A document including the names of the bankers as well as the address of the bank.

7. The first bill of sale for machinery and raw materials

8. The first bill of sale

9. A document that lists employees’ dates of employment, as well as their father’s name and date of birth.

10. Cheque (Cancel)

11. Keep a record of all balance sheets (from the first day to the current date of provisional coverage), vouchers, and salaries and wages.

12. A document that shows the number of employees every month.


Finally, I’d like to add that all of the documents required for company registration are a must by anyone intending to establish a business in India.

If you don’t have any of these documents, you must obtain them as soon as possible. If you have these documents, the time it takes to form a company in India can be cut in half, and your business will be up and running in no time. A professional would draught several documents, including INC-9, MOA, and AOA, in addition to the above proofs and documentation.

And the same process goes for company registration in Mumbai or any other city.

These legal documents, which were created particularly to form a company, must be signed and notarized by the firm’s promoters. I hope you enjoyed this article about Company Registration Documents.


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