Which Documents Are Required for the Registration of a Company?

23 January 2025

A company registration is the initiation of a venture. Any entrepreneur willing to establish a business entity has to register a company.

Who to Register the Company With?

If wondering where to do it, here is the answer. In India, the topmost authority responsible for registering a company is the Ministry of Corporate Affairs (MCA). Under the Companies Act 2013, this authority works and regulates the functioning of corporate entities in the country (Wikipedia).

Considering the designated officer, it is the Registrar of Companies (ROC) that proactively controls and manages the registration of companies and limited liability partnerships (LLPs). Specifically, the ROC monitors if companies religiously comply with statutory requirements, such as filing annual returns and financial statements. In India, only 25 ROCs are in practice across major cities and union territories. 

Besides, digital facilities are also available to register a new company, which is called  the Simplified Proforma for Incorporating Company Electronically (SPICe). The applicant can follow the incorporation process online and also upload soft copies of necessary documents and forms. 

Documents to Enclose for Registering a Company 

Discover what you should know as to which documents and forms you have to receive for registering private limited, public limited, partnership, sole proprietorship, etc. 

1. Identity Proof of Directors and Shareholders
The company should have directors and shareholders, so their valid identity proof will be enclosed. These documents can be the following: 
•    Aadhaar Card
•    PAN Card
•    Passport
•    Voter ID or Driving License
 
2. Address Proof of Directors and Shareholders
Without address proof, the directors and shareholders won’t be verified. So, enclose these documents on behalf of the company: 
•    Bank statement (which must not be older than three months)
•    Utility bill, such as electricity or water (not older than two months)
•    Mobile or landline telephone bill (recent)
One point is worth noticing, which is for foreigners. They must provide notarized or apostilled  address proof in the home country. 

3. Proof of Registered Office Address
Every company must have a registered office. The following documents are typically required to register it:
•    Rent Agreement & Address Proof: An investment in the piece of land or property can be done for registration. A rent agreement with a “No Objection Certificate (NOC)” will work. And also, you may enclose a utility bill of the property, such as an electronic or gas bill. 

4. Digital Signature Certificate (DSC)
All directors and authorized signatories must obtain a Digital Signature Certificate (DSC) from a government-authorized certifying agency. This certificate is used for electronically signing documents during the registration process. Simply put, obtaining a Digital Signature Certificate (DSC) can be helpful in speeding up the registration process. 

5. Director Identification Number (DIN)
The next crucial paper is a Director Identification Number (DIN). It is a must-have for all directors, which the MCA issues once you submit the identity and address proofs. If the company is new, the DIN can be applied together with the registration process. 

6. Memorandum of Association (MOA)
The MOA consists of the company’s objectives and main purposes. In particular, it states: 
•    The company’s name
•    State of incorporation
•    Authorized capital
•    Objectives and scope of business

7. Articles of Association (AOA)
The AOA is outlined to specify the rules and regulations for governing the company’s internal operations. In simpler words, guidelines for directors and stakeholders are drafted in this document. 

8. Proof of Business Activity
Certain types of businesses require additional documentation, such as licenses or permits, depending on their nature. Examples include:
Now comes the proof of business activity. According to the type of business, certain certificates, licenses, or permits are required. For example,
•    Food licenses are must-haves for restaurants.
•    GST registration for businesses dealing with taxable goods or services is necessary.
•    SEBI approval is essential for financial firms.
 
9. Declaration by Directors
In addition to all the aforesaid documents, directors must sign a declaration. This document declares that a specific individual is the active director of the company according to the Companies Act. The credibility of the board is defined in this document. 

10. Bank Account Details
Post registration, the company requires a bank account in its name. As you receive company registration documents like the Certificate of Incorporation, MOA, AOA, and PAN card, open a company’s bank account. 

11. Business Name Approval Letter
This is the foremost step of the registration, which mandates that the proposed business name is approved by the Registrar of Companies (ROC). This authority checks if the name is unique and hence does not conflict with existing entities.

12. Tax-Related Documentation
After incorporation, the company needs to apply for:
The process of company registration or incorporation is followed by the documentation for the following: 
•    GST Registration (if turnover exceeds the prescribed threshold).
•    TAN (Tax Deduction and Collection Account Number).
•    Professional tax registration (in applicable states).

Steps to Ensure Smooth Registration

1.    Organize Documents: Collect all necessary documents (as aforesaid) and double-check their accuracy. Also check if they are up-to-date. 
2.    Hire a Professional: The registration is typically a technical process, which may not be complete without consulting an experienced CA, CS, or company registration consultant. Simply contract with the one and navigate complexities in this process. 
3.    Verify Details: The information recorded in the document should be double-checked to avoid further discrepancies and delayed approvals. 
4.    Submit Online: The MCA portal will help in submitting your request for a company registration online. Visit there or email at roc.delhi@mca.gov.in. 

Conclusion
Registration of a company is not easygoing. You need precise documentation support. Hire a consultant who has experience in navigating challenges involved in a company’s registration. Besides, compile all documents together to accomplish this goal without delays.