A Complete Guide to Documents Required For Company Registration in India

Setting up a business or a company in India requires the Founders or Directors to stay active in the ‘legal game’. The first and foremost step one should take to establish their Company is to ensure documents required for company registration in India. Any mistake in documents required for new company registration in India will put all the efforts in vain. There are a lot of legal formalities necessary to be done for registration of a company. We have mentioned the most important documents in this article which will help you during the process of company registration in India.

One must choose the right company structure for their business before issuing the documents required for company registration in India. The business owner should wisely pick the company structure as it will allow the Company to operate efficiently as well as meet the desired targets for profitability. For starting a company in India, one can choose any of these business structures:

For starting a company in India, one can choose any of these business structures:

1. OPC (One Person Company)

If there is only one founder/owner of the business, an OPC will be an ideal choice for the registration of the Company. Registering for OPC will enable the sole owner to be a part of the corporate framework and carry on his work further. The registration of a One Person Company requires documents such as DIN, DSC, PAN Card, address proof, ID proof of both Director and shareholder along with address proof of the company and rent agreement (if any).

2. Sole proprietorship

Sole Proprietorship is a business structure that is under the control of a single owner. This business structure is ideal for small businesses or businesses with limited investment. The owner of a sole proprietorship business structure himself owns all the property as well as assets. The registration of a Sole Proprietorship requires documents such as Aadhar Card, PAN Card, registered office proof and bank account details.

3. Partnership

 The business structure which has 2 or more owners is called Partnership. The owners of this business structure are known as partners. The profits of the business are shared among the partners on the basis of a written agreement. The documents required for Partnership formation include PAN Card and address proof of partners and firm, Partnership Deed, GST registration, and bank account details.

4. Limited Liability Partnership

A Limited Liability Partnership is a business structure formed for providing limited liability to its partners. The law sees this business structure as a corporate body. The act of 2008 granted these business structures the right to manage their own affairs. The documents required for registering an LLP include address proof of office and partners, DSC, and ID proof of partners.

5. Private Limited Company

The law considers a company as a separate legal entity from its core founders. After a company gets registered, it will have company officers (Directors) and stakeholders (shareholders). Each individual in a Private Limited Company gets regarded as the Company’s employee. The documents required for registering a Private Limited Company include DIN, DSC, PAN Card, address proof, residence proof, Memorandum of Association and Articles of Association.

6. Public Limited Company

The business which has a voluntary association of members under company law is called PLC. A PLC has a separate legal existence. The liability of the members of a PLC is limited to the shares they own. The documents for registering a Public Limited Company include identity proof, address proof, and PAN Card of all Directors and shareholders, DIN, DSC, Utility Bill, NOC from the landlord, Memorandum of Association, and Articles of Association.

After selecting the right company structure, one can proceed ahead to issue the documents required for company registration in India.

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What are the documents required for company registration in India?

The following are the top 4 documents required for company registration in India:

1. Digital Signature Certificate(DSC)

2. Director Identification Number (DIN)

3. Registration on the MCA Portal

4. Certificate of Incorporation

Also Read: 10 Documents Required for Startup Registration in India in 2022

Along with these documents required for company registration in India, you will also require documents that officially represent your Company’s office address, PAN number, GST registration, ROC registration, PT registration, PF registration, and ESIC registration.

Documents required for DSC (Digital Signature Certificate)

When it comes to registration of Company, Directors and firm partners should use DSC (Digital Signature Certificate) to submit necessary forms to the Government of India. The documents required to obtain DSC will differ based on the applicant type. The following are the instructions one should follow while submitting the application for DSC:

1. The applicant’s signature must be the same as it is in his/her Identity Proof.

2. The applicant’s signature must be in Blue Ink.

3. The applicant should sign across his/her photo in the application form.

4. The applicant should get all the supporting documents attested by Bank Manager, Gazetted Officer or Postmaster.

Indian Nationals will require the following documents for DSC:

1. Identity Proof

2. PAN Card of the Applicant

3. Bank Account Passbook

4. Bank Statements signed by the bank (should not older than 3 Months)

5. Address Proof

6. Passport

7. Driving Licence

8. Registration Certificate

9. Post Office ID Card

10. Voter ID Card

11. Aadhar Card

12. A photo ID card (Issued by the Ministry of Home Affairs of State/Centre Government)

13. Any Government-issued photo ID card which bears the applicant’s signature

14. Electricity Bill (should not be older than 3 months)

15. Water Bill (should not be older than 3 Months)

16. Sales/Service/VAT Tax registration certificate

17. Municipal Corporation/Property Tax Receipt

Foreign Nationals will require the following documents for DSC:

1. Identity Proof

2. Attested copy of Applicant Passport

3. Attested copy of VISA

4. Address Proof

5. Attested copy of any other Address proof issued by the Government

6. Attested copy of Resident Permit certificate

It is mandatory for the Foreign Nationals to get their identity proof and address proof attested by the following authorities:

1. Embassy of Native Country (If the Foreign National is out of native nation)

2. Consularized by Native Country (To be done after Public Notary if the nation is not in Hague Convention)

3. Apostilled by Native Country (To be done after Public Notary if the nation is in Hague Convention)

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Documents required for DIN (Director Identification Number)

A Partner of an LLP or Director of a Company should have a valid DPIN (Designated Partner Identification Number) or DIN (Director Identification Number). A company requires the DIN number for filing certain eForms.

To incorporate their companies in India, Indian Nationals will require the following documents for DIN:

1. PAN Card

The proposed Director of the Company should submit a PAN Card copy for company registration. The Department of Income Tax in India issues a unique identification number in the form of PAN (Permanent Account Number). The Ministry of Corporate Affairs uses the Director’s name on the PAN Card for all the matters related to the Company. Thus, the Director must ensure that his/her name in the PAN Card does not contain any mistake. In case of name change after marriage or other reasons, the Director must change the PAN Card.

2. Address Proof

The proposed Director of the Company should submit an address proof. It should have the Director’s most current address and his/her name, as mentioned in the PAN card. Ensure that the document is not older than 2 months. Indian Nationals can use the following documents as address proof:

1. Voter Identity Card/Election Card

2. Ration Card

3. Aadhaar Card

4. Passport

5. Driving license

6. Telephone Bill

7. Electricity Bill

3. Residential Proof

For incorporating his/her Company, the Director must submit a residential proof along with the address proof. The residential evidence is necessary for validating the Director’s current address. It should have the Director’s name as mentioned in the PAN card, and it should not be older than 3 months.

The Director can submit the following documents as residential proof:

1. Electricity Bill

2. Bank Statement

3. Mobile Bill

4. Telephone Bill

To incorporate their companies in India, Foreign Nationals will require the following documents for DIN:

1. Passport

A Foreign National mandatorily requires a passport as proof of identity. The Director must also get his/her Passport notarized, where it was issued. If the Passport is in a foreign language, the official translator will translate it into English for verification. The Director must provide an additional document that indicates the date of birth if the Passport doesn’t contain his/her date of birth. Ensure that the additional document is duly certified, apostilled or notarized.

2. Address Proof

The proposed Director of the Company should submit address proof, and it has to be apostilled or notarized. It should have the Director’s most current address and his/her name. The Director should ensure that the document is not older than 1 year. If the address proof is in a foreign language, the official translator will translate it into English for verification. Foreign Nationals can use the following documents as address proof:

1. Residence Card

2. Bank Statement

3. Driving License

4. A government-issued form that shows address

3. Residential Proof

For incorporating his/her Company, a Foreign National must submit a residential proof along with the address proof. The residential proof is necessary for validating the Director’s current address. It should have the Director’s name as mentioned in the Passport, and it should not be older than 1 year. If the residential proof is in a foreign language, the official translator will translate it into English for verification.

Foreign Nationals can submit the following documents as residential proof:

1. Electricity Bill

2. Bank Statement

3. Mobile Bill

4. Telephone Bill

Board Resolution for the appointment of internal auditor & change in name of the company.

Documents For Office Address Registration

The following are the documents required for a company’s office address registration of its rented property:

1. Scanned copy of rent agreement or lease deed

2. Scanned copy of electricity bill

3. Scanned copy of NOC (No Objection Certificate) from the landlord

4. Scanned copy of Aadhaar Card and PAN Card of the landlord

The following are the documents required for a company’s office address registration of its property:

1. Scanned copy of property papers;

2. Scanned copy of any utility bill

3. Scanned copy of NOC (No Objection Certificate)

4. Scanned copy of Property Deed of Sale Deed

Documents required for Company PAN card

Indian Nationals can obtain their Company PAN Card by submitting Form 49A which is a PAN application form for Indian Nationals, unincorporated entities formed in India, Entities incorporated in India, and Indian Companies. Foreign Nationals can obtain their Company PAN Card by submitting Form 49AA which is a PAN application form for NRIs, unincorporated entities formed outside India, and entities incorporated outside India. These PAN application forms should be submitted with a copy of the Certificate of Incorporation. India’s ROC (Registrar of Companies) issues the Certificate of Incorporation.

Documents required for GST registration

The Goods and Services Tax Act 2017 states that it is mandatory for all the businesses with a turnover of ₹40 lakh and above to register for GST. The minimum turnover for GST registration in North-eastern and hill states is ₹10 lakh.

Documents required for the GST registration of a company are as follows:

1. Company PAN card

2. PAN card of all directors

3. Signatory’s PAN card

4. Signatory’s appointment proof

5. Signatory’s Aadhaar card

6. Address proof of all directors

7. Principal address proof of the Company

8. Bank details

9.  The Ministry of Corporate Affairs incorporation certificate

10 Memorandum / Articles of Association

Documents required for ROC registration

The Certificate of Incorporation is absolutely necessary for a company to make its establishment in India. ROC (Registrar Of Companies) offers this certificate through registration.

The documents required for ROC registration are as follows:

1 .MoA (Memorandum of Association)

2. Articles of Association

The applicant should apply for the certificate of incorporation after he/she gets her name approved from MCA (Ministry of Corporate Affairs). The following are the forms required for the Certificate of Incorporation:

1 .INC-7

2. INC-22

3. DIR-12

Documents required for PT registration

The following are the documents required for the PT registration of a company:

1. Certificate of incorporation

2. PAN card of Director

3. Photocopy of Director

5. Address proof of Director (Driving license or Passport)

6. Address proof of establishment (for a rented establishment, NOC from the owner and utility bill must be submitted)

7. Salary details of employees

8. Financial statements of the establishment

Documents required for PF registration

An establishment with 20 or more individuals should compulsorily register for PF. In some cases, even establishments with less than 20 individuals have to register for PF. Each employee becomes eligible for a PF after the commencement of employment. Employers have the onus of deduction as well as payment of PF. The division of a 12% rate of PF contribution should be equal between the employer and the employee. The rate of PF deduction is 10% in establishments with less than 20 employees.

Documents required for PF registration of a company are as follows:

1. Incorporation Certificate

2. ID proof (Driving license, Election card, Pan Card, or Passport) of Directors

3. A document that contains the list of all

Directors along with their contact details

(for Company)

4. GST Registration Certificate

5. Salary and PF Statement

6. A document that shows the names of the bankers and bank’s address

7. 1st purchase bill of machinery and raw material

8. 1st sale bill

9. A document that shows the date of joining of employees along with their father’s name and date of birth

10. Cross canceled cheque

11. Register of all balance sheets (from Day 1 till the current date of provisional coverage), all vouchers as well as salary and wages

12. A document that shows the monthly record of the number of employees

Documents required for ESIC registration

Documents required for ESIC registration of a company are as follows:

1. License or Registration Certificate issued under the Shops and Establishment Act or Factories Act

2. Trust Deed, Partnership Deed Memorandum of Association or Articles of Association

3. Registration Number or Certificate of commencing of production of CST/ST

4. PAN Card

5. Address Proof

6. Copy of bank statement or Cancelled cheque

7. Any document that shows evidence regarding the date of commencement of business

8. A document which contains the list of Partners of the firm

These are all the essential documents required for company registration in India. All new Directors and Founders should issue these documents in order to successfully register their companies in India.

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