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Private Limited Company Registration Documents

The process of pvt ltd company registration and pvt ltd company registration documents in India has been completely digitized by the Ministry of Corporate Affairs under its MCA21 program. Consequently, SPICe+ application has been introduced on the official website of MCA as the online application for company registration. The application is filled out and digitally signed by any one of the directors of the company. The supporting documents required to be submitted are also uploaded digitally with the application form. The purpose of this article is to discuss in detail, the procedure and documents required for company registration in India.
Pvt Ltd Company Registration Documents
Pvt Ltd Company Registration Documents can be classified into two groups, the documents of the applicant or signatory of the application, and the documents of the premises where the business is located. Therefore, it is recommended that the applicant arrange all these documents and ensure that they are up-to-date before filling out the SPICe+ application. The applicant director must also make sure that he possesses a digital signature certificate to sign the application for company registration.

Table of Contents

Procedure for Pvt Ltd Company Registration

As mandated by the Central Government, companies in India must mandatorily be incorporated using the online SPICe+ application form only. SPICe+ is a web-based application form that integrates more than 10 services from the Ministries of Corporate Affairs, Labour, Finance, and the state governments of Maharashtra, Karnataka, and West Bengal. These services include an application for company incorporation, DIN, PAN, TAN, GSTN, EPF, ESIC professional tax, Shops and Establishment registrations, in addition to an application for opening a business bank account. The form is divided into two parts, each containing applications for different services.
PART A: contains an application for reserving the name of a newly established company. Two names can be proposed in a single application at a time, with only one chance of resubmission if the names get invalidated. An application fee of Rs.1000 is charged for reserving the name of a company through this form.
PART B: contains ten other applications mentioned above, including the application for a Certificate of Incorporation for the company. The Government has permitted a Zero filing fee for companies with authorized capital less than Rs 15 lakhs, beyond which a fee of Rs. 500 shall be charged.
The SPICe+ application is to be digitally signed by any of the directors of the company, using a digital signature certificate. A DSC is issued by certifying agencies licensed by the Ministry of Corporate Affairs. For obtaining a DSC, an online application must be filled out and submitted along with the proof of identity and registered address of the applicant. For the registration of a company, the applicant director should apply for and obtain a Class III DSC. The application fee for DSC is different in different states of the country.
The applicant director must have a DIN before his appointment as a director in the company. He can apply for the same in the DIR-3 application form or through Part B of the SPICe+ form itself. The application fee for both of these forms is Rs.500. The next step is to select the name of your company, in pursuance of the criteria and rules mentioned in the Companies Act, Companies Incorporation Rules, Names and Emblems Act, and the Trademark Act. The application for reserving the selected name can be filed using the RUN form or Part A of the SPICe+ form. You can propose two names at a time in each of these applications. The applicant gets two chances of resubmission in the RUN application and one in the SPICe+ application before it gets a final approval or rejection.
The MOA and AOA of a company are its most significant Pvt Ltd company registration documents, drafted by the directors and signed by the shareholders of the company. A resolution is passed to approve and sign the two documents at the general meeting of the company. Both these documents are required to be attached with the SPICe+ application as a supporting document which is required to be mandatorily registered with the ROC.
The application fee for these documents depends on the authorized capital of the company. After drafting and signing the MOA and the AOA of the company, the final application for incorporation of the company can be filed and submitted to the ROC with the prescribed Pvt Ltd Company registration documents. Once the ROC approves the application form and the Pvt Ltd Company registration documents, the company gets finally registered. The ROC issues the Certificate of Registration and the Corporate Identification Number (CIN) to the company as proof of registration.

Pvt Ltd Company Registration Documents

Indian Nationals/ Resident Companies Foreign Nationals/ Foreign Companies
Applicant Director
  • Passport-size Photograph
  • PAN Card
  • Aadhar Card
  • Proof of identity
  • Proof of Registered Address
  • Passport-size Photograph
  • Passport
Private Limited Company
If the office space is rented, the following documents shall be required:

  • Proof of Registered office address 
  • No Objection Certificate from the Owner
  • Rent Agreement


If the office space is owned by the company owner, the following documents shall be required:

  • Proof of principal place of business in India
  • Property documents 
  • No Objection Certificate from the company owner
If the office space is rented, the following documents shall be required:

  • Proof of principal place of business in India
  • No Objection Certificate from the owner
  • Rent Agreement

If the office space is owned by the company owner, the following documents shall be required:

  • Proof of principal place of business in India
  • Property documents
  • No Objection Certificates from the company owner
The Pvt Ltd Company registration documents required in the SPICe+ application form can be divided into two categories, the first being the documents of the director who shall sign the application form, and the second being the documents related to the principal place of business. We shall discuss all of them, one by one.
Any one director of the company shall sign the SPICe+ application form and hence, shall need a Digital Signature Certificate for the same. A DSC can be obtained by filing an application to the Certifying agencies and submitting the required amount of application fee. The proof of Identity and the proof of registered address of the applicant are required to be submitted as supporting documents, along with a passport-size photograph of the applicant for DSC. The cost of the application varies depending on the state in which it is to be issued. For filling the SPICe+ application, the applicant needs to possess a Class III type DSC, valid for one, two, or three years. In case the applicant is a foreign national, the passport of the applicant becomes mandatory as his proof of identity.
The Pvt Ltd Company registration documents required in the SPICe+ application form can be divided into two categories, the first being the documents of the director who shall sign the application form, and the second being the documents related to the principal place of business. We shall discuss all of them, one by one. Any one director of the company shall sign the SPICe+ application form and hence, shall need a Digital Signature Certificate for the same.
A DSC can be obtained by filing an application to the Certifying agencies and submitting the required amount of application fee. The proof of Identity and the proof of registered address of the applicant are required to be submitted as supporting documents, along with a passport-size photograph of the applicant for DSC. The cost of the application varies depending on the state in which it is to be issued. For filling the SPICe+ application, the applicant needs to possess a Class III type DSC, valid for one, two, or three years. In case the applicant is a foreign national, the passport of the applicant becomes mandatory as his proof of identity.
Other documents, mandatorily sought for SPICe+ application include the PAN card of the applicant director, his proof of identity, and proof of registered address. Aadhar card, driving license, passport, or voter ID may qualify as proof of identity for an Indian national. On the other hand, a passport is mandatory as a proof of identity for foreign nationals. Utility bills, like telephone bills, water bills, and electricity bills, not older than two months, can be submitted as proof of registered office address by the applicant. If the office space is rented, a copy of the rent agreement and a No Objection Certificate from the owner of the space shall be required. If the property is owned by the company owner, a copy of the property documents and a No Objection Certificate from the company owner shall be required.

Conclusion

It is necessary for entrepreneurs to have a thorough understanding of the end-to-end procedure of company registration, including the details to be furnished in the application, the documentation, and other prerequisites like DSC of the applicant.
A lack of information or misinformation about the same, can either result in the application getting stuck or completely rejected by the Registrar of Companies. In case, the owners and directors of the company struggle to get their companies registered, they must seek professional guidance or services for the same.

About Setindiabiz

Setindiabiz is an organized team of experienced CA, CS, & Lawyers, duly supported by a pool of trained accountants & paralegal staff that provides quality & affordable compliance services to startups & small businesses in India. The views, statements and recommendations expressed in this article or post are only for the sole objective of providing information, and it does not constitute professional advice or recommendation of the company. Neither the author nor the company or its affiliates accepts any liability for any loss or damage arising from any information in this article or any actions taken in reliance thereon.
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