Documents Required for Private Limited Company Registration

Once a name has been given to a company as an entity, the next step is the registration of the company. The list of documents required for private limited company registration is always a cause for confusion. This article takes a look at the necessary steps and documents required for registering a private limited company.

1) Proof of Identity – Directors

Indian Nationals

a) The proposed Directors of the company must submit a copy of their PAN Card. It is mandatory for Directors who are Indian Nationals to submit PAN during the incorporation process. The Ministry of Corporate Affairs will use the name as written on the PAN Card for everything related to the company.

b) Another document to be submitted is the Address proof. This proof should carry the same name as on the PAN Card and the most recent address of the Directors. The documents accepted as address proof include Passport, Election Card or Voter Identity Card, Ration Card, Driving License, Electricity Bill, Telephone Bill, and Aadhaar Card.

Foreign Nationals

a) This is an obvious requirement since the person is a foreign national. The Passport must also be Notarized or Apostilled in the country it was issued in. If in a different language, the passport must be translated by an official translator to English and notarized or apostilled.

b) The submitted address proof should also be notarized or apostilled. It must carry the Director’s name as mentioned in the Passport and the most current address of the Director.

This document must not be older than a year. The following documents are acceptable: Driving License, Residence Card, Bank Statement, Government issued form of identity containing address. If it is in a foreign language, it must be translated and later notarized or apostilled.

2) Proof of Identity – Shareholders

Individual Shareholders: All shareholders must submit their identity and address proofs.

Institutional Shareholders: If one of the shareholders is a Corporate Entity (Company, LLP, etc.,), then they should attach a Certificate of Incorporation of the Body Corporate along with the resolution passed by the Body Corporate to subscribe to the shares of the company under incorporation.

3) Proof of Registered Office Address

There needs to be a valid proof of the company’s registered office. These proof documents must be submitted during the company registration process or within 30 days of incorporation of the company.

a) The registered document of the title of the premises of the registered office in the name of the company; OR

b) The notarized copy of lease / rent agreement in the name of the company along with a copy of rent paid receipt not older than one month

c) The authorization from the Landlord (Name mentioned in the Electricity Bill or Gas Bill or Water Bill or Property Tax Receipt or Sale Deed) to use the premises by the company as its registered office. This is usually referred to as NOC from Landlord;

d) Proof of evidence of any utility service like telephone, gas, electricity, etc. depicting the address of the premises in the name of the owner or document, which is not older than two months.

4) No Objection Certificate

There should also be a No Objection Certificate by the landlord for having the registered office in his/her premises and this person must submit his/her identity proof and address proof.

Additionally, some documents like the INC-9, MOA, and AOA are drafted by VenturEasy. These are made specifically for the incorporation and must be signed by Company promoters and duly notarised.

VenturEasy can assist you in preparation of documents required for private limited company registration along with incorporating your company.

Nikita Bhatia is the co-founder of VenturEasy, an online platform for Company registration, book-keeping, accounting, tax consultancy and legal compliances in India. A Chartered Accountant and company secretary by profession, she has wide experience in the fields of audit, accountancy, taxation and corporate governance.