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Documents Required for Registering a Private Limited Company

Registering a Private Limited Company involves several steps and requires specific documents to ensure compliance with legal requirements. Here’s a comprehensive list of documents typically required for the registration process:

Identity Proof of Directors and Shareholders
  • Aadhaar Card: Valid for Indian citizens; it serves as proof of identity
  • Passport: For foreign nationals, a passport is required.
  • Voter ID: An additional identity proof for Indian citizens.
  • Driver’s License: Another valid identity proof for Indian citizens.
Address Proof of Directors and Shareholders
  • Utility Bill: Recent electricity bill, water bill, or telephone bill (not older than 3 months).
  • Bank Statement: A recent bank statement showing the address.
  • Rent Agreement: If the address is rented, a copy of the rent agreement along with an NOC from the landlord.
Photographs
  • Passport-sized PhotographsRecent passport-sized photographs of all directors and shareholders.
Proof of the Company’s Registered Office Address
  • Utility Bill: Recent bill (electricity, water, or gas)
  • Rent Agreement: If the office is rented, the rent agreement is with the landlord’s NOC.
  • Property Ownership Document: If the office is owned, a copy of the property ownership document.
Memorandum of Association (MOA) and Articles of Association (AOA)
  • MOA and AOA: Drafted and signed documents outlining the company's objectives and rules governing its operations. These documents are essential for company registration.
Digital Signature Certificate (DSC)
  • DSC: A digital signature is required for the online filing of documents. It must be obtained for at least one director.
Director Identification Number (DIN)
  • DIN Application: Proof of application for DIN (if not already obtained). DIN is mandatory for all directors of the company.
Certificate of Incorporation (COI) of Existing Companies (If Applicable)
  • COI: If any of the directors or shareholders are directors/shareholders in existing companies, their Certificate of Incorporation might be required.
Declaration and Affidavit
  • Declaration of Non-Conviction: A declaration that the directors have not been convicted of any criminal offenses.
  • Affidavit from Directors: An affidavit confirming the correctness of the documents submitted.
Proof of Payment of Registration Fees
  • Receipt: Proof of payment of the government fees for company registration.
No Objection Certificate (NOC) from the Owner
  • NOC: A NOC from the property owner if the registered office is on rented premises.
Additional Documents for Foreign Nationals
  • Passport Copy: Copy of passport and visa for foreign directors.
  • Residential Proof: Proof of residential address in the home country.
  • Foreign National Declaration: A declaration stating the nationality of the foreign director.
Bank Account Statement for Proof of Funds
  • Bank Statement: Recent bank account statement to prove the availability of funds for the initial capital required for the company.
Partnership Deed (If Applicable)
  • Partnership Deed: If converting from a partnership firm to a private limited company, a copy of the partnership deed and its dissolution agreement might be required.
Certificate of Registration (For Existing Business)
  • Existing Business Registration Certificate: If the business is an existing entity, a copy of the certificate of registration for the existing business might be needed.
KYC Documents for Shareholders
  • KYC Compliance: Complete Know Your Customer (KYC) documents for all shareholders, including proof of identity and address
Authorization Letter (If Applicable)
  • Authorization Letter: If someone other than the directors is handling the registration process, a letter of authorization from the directors.
Important Tips:
  • Document Verification: Ensure all documents are verified and attested where necessary.
  • Translation: For foreign documents, ensure they are translated into English and notarized if required.
  • Keep Originals Ready: Original documents may be required for verification purposes.