Documents Required to Register a Company: The Complete Checklist

Company registration is an act of registering your business legally in a particular jurisdiction. It is one of the crucial steps in obtaining a legal license and presence as a separate entity.

The Registrar of Companies (RoC) has now adopted a rigorous stance for verifying documents that are submitted with them for the company incorporation.

A slight mistake in your documents may cause you to lose your desired company name as this might lead to a delay in the filing of an application by a few days. Hence, it is always recommended to keep all your documents in order before filing a claim with the patent office.

The  documents you require to ensure that your company gets registered as soon as possible:

1.Directors

A director is elected member of the board of directors, he has the responsibility of a director is to determine and implement all the company policies. A company director need not to be the employee or shareholder of the company.

Directors can be national and Foreign Nationals as well. The list of documents required by them both have been listed below:

  • Indian Nationals

PAN Card: PAN is Permanent Account number of the individual that is issued by the Income Tax Department of India. PAN by the proposed directors of the company is a mandatory requirement.

Address Proof: Address proof is any legal document obtained from the government where the person is resident of. The address proof might be somewhere the director is not currently residing.

The address proof submitted with MCA must have the same name as the Director as mentioned on the PAN Card and the must hold the current address of the Director.

Further, the document submitted must also not be older than 2 months.

Also Read: How to choose a Company Name, Business or Startup?

 The following documents are acceptable address proof by MCA

  • Passport
  • Voter Identity Card
  • Driving License
  • Electricity Bill
  • Telephone Bill
  • Aadhar Card

Residence Proof: Residential proof documents that confirm where the directors of the company currently residing. The name of the director on residential proof must be same as that on other identity proofs provided.

Although if the address of the director bears no change, he need not submit residential proof along with address proof.

Documents that are acceptable as residential Proof

  • Electricity Bill
  • Telephone Bill
  • Bank Statement

Keep in mind, the documents that are submitted should not be more than 2 months old.

Read More: Guidelines for a Foreign Directors

  • Foreign Nationals

Foreign national is anyone who is not a citizen of the country in which he is currently residing. For instance, the director of the company can be a citizen of France and still incorporate a company in India.

Following documents are required by foreign national

Address Proof: The proposed Director will have to submit an address proof which should be notarized. The address proof submitted should have the name of the Director as mentioned in the Passport and the current address of the Director.

Further, the address proof document submitted should not be older than 1 year for foreign nationals. The following documents are considered acceptable address proof for Foreign Nationals.

  • Driving License
  • Bank Statement
  • A government-issued form of identity proof that must contain the address.

Bear in mind; if the document submitted is in a foreign language, then it must be translated by an official translator and then should be notarized

Related: Different types of Companies in India

Residence Proof: A residential proof must be presented along with other documents during the company registration process so as to validate the current address of the Director. As applicable for address proof, the residential documentation must also contain the name of the Director as mentioned in the Passport and must not be older than one year. The following documents are acceptable residential proof:

  • Bank Statement
  • Electricity Bill
  • Telephone/Mobile Bill

In case the document is in a foreign language, then it must be translated by an official translator and notarized or apostilled.

Passport: In case of Foreign Nationals, the passport is a mandatory requirement for proof of identity. The copy of the passport needs to be notarized from the country where the passport was issued.

In case the passport document is in a foreign language, then they must be translated in English by an official translator.

Also Read: Annual Compliance Packages for Companies?

2. Office Residential Proof

The directors of the company will have to submit the office residential proof.

These documents should be submitted with MCA to validate the address of a registered office.

Following documents are accepted as office residential proof

  • A rent agreement that should be in the name of the company(notarized). Or,
  • A registered document that should be in the name of the company seeking registration with MCA
  • Utility bills such as Telephone, water bill and Gas bill.

3. Shareholders

First few shareholders that are listed on the subscriber sheet of MOA and AOA of the company need to file their address proof along with the documents. Subsequent subscribers to the MOA and AOA need not file their proof with MCA.

Click Here: Company Registration Online


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