Documents Required for Company Registration in India

Introduction

The documents required for company registration in India are essential for establishing a legal business entity under the Companies Act, 2013, whether in cities like Bangalore, Delhi, or elsewhere. These documents ensure compliance with the Ministry of Corporate Affairs (MCA) for private limited, Section 8, or Nidhi companies. This blog provides a detailed guide on the documents required for company registration, covering what’s needed for directors, shareholders, and the registered office, along with post-registration compliance documents, and highlights how TaxQue simplifies the process for entrepreneurs.

What Are the Documents Required for Company Registration?

The documents required for company registration include identity, address, and business-related proofs submitted via the MCA’s SPICe+ portal to obtain a Certificate of Incorporation and Corporate Identification Number (CIN). These documents verify the company’s directors, shareholders, and registered office, ensuring compliance with regulatory standards. The requirements vary slightly for private limited, Section 8 (non-profit), or Nidhi companies, but the core list remains consistent.

1. Core Documents Required for Company Registration

The documents required for company registration fall into three categories:

Director and Shareholder Documents

• PAN Card: Mandatory for all directors and shareholders (Indian nationals).
• Aadhaar Card: Required for identity verification and e-KYC.
• Address Proof: Any one of passport, voter ID card, driving license, or utility bill (electricity, gas, not older than 2 months).
• Photograph: Passport-sized photos for each director and shareholder.
• Email and Phone: Active contact details for MCA communication.
• For Foreign Nationals: Apostilled/notarized passport, address proof, and visa (if applicable).
• Section 8/Nidhi Specifics: Same as above; Nidhi requires 7 shareholders, Section 8 needs 2.

Registered Office Documents

• Rent Agreement: For leased premises, signed by the landlord.
• Utility Bill: Electricity, water bill (not older than 2) in the owner’s name.
• No Objection Certificate (NOC): From the property owner, allowing commercial use.
• Property Ownership Proof: Sale deed if the office is owned (optional).
• Note: The office can be in Bangalore, Delhi, or any Indian state; regional stamp duties apply (e.g., Karnataka, Delhi).

Business Documents

• Memorandum of Association (MoA): Outlines company objectives, capital, and structure.
• Articles of Association (AoA): Defines internal rules and governance.
• Form INC-9: Declaration by directors/shareholders of no criminal activity.
• Form INC-12 (Section 8): License application for non-profit status.
• Form NDH-4 (Nidhi): Declaration for Nidhi status, filed within 120 days post-incorporation.
• Financial Projections (Section 8): 3-year plan for non-profit activities.

2. Steps to Use Documents in Company Registration

The documents required for company registration are submitted during the SPICe+ process:

Step 1: Obtain Digital Signature Certificate (DSC)

• Directors need Class 3 DSC for e-signing; requires PAN, Aadhaar, photo.
• Apply via MCA-listed authorities; issued in 1–2 days.

Step 2: Apply for Director Identification Number (DIN)

• Submit PAN, Aadhaar, address proof via SPICe+ (Form INC-32) for up to 3 directors.
• DIN issued in 1–2 days.

Step 3: Reserve Company Name

• File SPICe+ Part A (RUN) with proposed names; no additional documents needed.
• Approval takes 2–3 days.

Step 4: File SPICe+ Part B

• Upload MoA, AoA, INC-9, registered office proofs (rent agreement, utility bill, NOC), and director/shareholder proofs.
• For Section 8, include INC-12 approval; for Nidhi, prepare for NDH-4 post-registration.
• Approval (5–7 days) yields CIN, PAN, and TAN.

Step 5: Post-Registration Setup

• Open a bank account with the Certificate of Incorporation, CIN, MoA, and PAN.
• Use TaxQue for GST or 12A/80G registration if needed.

3. Post-Registration Compliance Documents

After submitting the documents required for company registration, maintain:

• ROC Filings: File AOC-4 (financials) and MGT-7 (annual return) with audited financials, board resolutions.
• Tax Filings: ITR-6 (private/Nidhi) or ITR-7 (Section 8) with Form 26AS, TDS certificates.
• Nidhi-Specific: NDH-1 (member list), NDH-3 (half-yearly) with member records.
• Section 8-Specific: 12A/80G certificates, FCRA returns (if applicable).
• Audit Records: Balance sheets, P&L statements for statutory audits.
• Use TaxQue to manage compliance documents.

4. Penalties for Missing Documents

Incomplete or incorrect documents required for company registration can lead to:

• Rejection: MCA may reject SPICe+ filings, delaying incorporation.
• Fines: ₹100/day for late ROC filings post-registration; ₹5,000 for late ITR.
• Legal Issues: Director disqualification or company struck off under Section 248.

TaxQue simplifies the documents required for company registration and post-registration compliances with expert support for SPICe+, ROC, and tax filings. Visit TaxQue’s company registration guide or compliance services for seamless solutions.

FAQs

1. What are the key documents required for company registration in India?
PAN, Aadhaar, address proof for directors/shareholders, and rent agreement, utility bill, NOC for the registered office.

2. Is Aadhaar mandatory for company registration?
Yes, Aadhaar is required for e-KYC of Indian directors and shareholders.

3. What documents are needed for a Bangalore or Delhi registered office?
Rent agreement, utility bill (not older than 2 months), and NOC from the property owner.

4. Do Section 8 companies need additional documents?
Yes, Form INC-12, financial projections, and a non-profit declaration are required.

5. How does TaxQue assist with documents required for company registration?
TaxQue ensures accurate document preparation and filing for SPICe+, ROC, and tax compliance. Explore TaxQue’s Nidhi compliance guide.

Conclusion

The documents required for company registration in India are the foundation for establishing a compliant business, whether in Bangalore, Delhi, or beyond. From PAN and Aadhaar to MoA and registered office proofs, each document ensures a smooth SPICe+ process and post-registration compliance. Platforms like TaxQue streamline the documents required for company registration and ongoing obligations with expert tools and support. Prepare your documents, stay compliant, and launch your business confidently.