Pvt Ltd Company Registration Documents (Must Know)

Do you know the documents required to establish a company? If not, let us go over it.

A private limited company is a popular choice for entrepreneurs due to its advantages, such as limited liability protection and ease of financing. However, there are some documents that must be submitted to the relevant government agencies in order to register a limited liability company.

These documents are essential to the registration process, and failure to submit them may result in delays or rejection of your application. In this blog, we will explain the documents required to form a private limited company and their importance in the process.

This article guides you on pvt ltd company registration documents.

What are the Documents Required for Pvt Ltd Company Registration?

The specific documents required to register a private limited company may vary by country and jurisdiction.

Here are the commonly requested documents for pvt ltd company registration documents:

For Indian citizens, the following documents must be submitted:

1. PAN number (required)
2. Voter ID, passport, or driver’s license is accepted as official identification.
3. Address verification –

• Bank statement (dated within 2 months)
• Mobile phone bill or electricity bill (within 2 months)

4. Passport size photo
5. Sample Signatures – Sample signatures in proprietary AGILE PRO S format. 

In the case of NRIs, the following documents must be submitted:

1. PAN card (if you have one)
2. Identification such as voter ID/passport, or driver’s license
3. Proof of residency in your country of residence – Latest bank statement – Telephone, mobile or utility bill
4. Passport size photo
5. Sample Signatures – Sample signatures in proprietary AGILE PRO S format. 

Please note that all documents must be notarized (if the NRI is currently located in India or a Commonwealth country). Indian embassies are required to notarize or authenticate all documents (if located in non-federal countries). 

The following documents are needed for the registered office of company

1. Recent gas, electricity and phone bills (within 2 months)
2. Notarized rental contract
3. Recent rent receipt 
4. For owned property – sale deed or property deed 
5. NOC of the property owner.

 Other details of the company 

1. Company share capital details, including authorized and paid-up share capital
2. Company business description and NIC code 

Is DIN Certificate Mandatory for Registering a Pvt Ltd Company?

Yes, when setting up a private limited company, it is necessary to obtain a Directors Identification Number (DIN). A DIN is a unique identification number assigned by the Ministry of Corporate Affairs (MCA) to individuals appointed as directors of companies incorporated under the Companies Act 2013.

To obtain a DIN, submit an online application to the MCA along with the required supporting documentation, such as proof of identity and proof of address. Once the application is approved, the MCA assigns the applicant a unique DIN.

It is important to note that each director of a private limited company must obtain a DIN  before the company is registered with the registrar. Only if you have a DIN can you be appointed as managing director of a company. 

DIN can be applied with the application of incorporation as well. A maximum of 3 DINs can be applied in the incorporation forms.

Is EPFO and ESIC Mandatory Documents to Start a Pvt Ltd Company?

No, Employee Provident Fund Organization(EPFO) and Employee’s State Insurance Corporation(ESIC) are not required documents for an Indian Private Limited Company.

EPFO and ESIC are social security schemes sponsored by the Government of India that provide benefits to workers working in registered organizations. These systems apply to organizations with a minimal number of employees, and these organizations must register with them.

However, these registrations are not required when establishing a private limited company. Once a company starts hiring employees and meets the eligibility requirements, it must register with EPFO ​​and ESIC and follow the rules and regulations set out in these systems. 

How Can I Obtain Essential Documents For Registering Pvt Ltd Company?

To obtain the required documents for registering a limited liability company in India, follow the steps given below.

1. Choose a unique company name that complies with company law guidelines.
2. Obtain a Director Identification Number (DIN) for each director by submitting the required documentation through the Ministry of Corporate Affairs (MCA) portal.
3. Obtain a Digital Signature Certificate (DSC) through an accredited agency for each director and authorized signatory.
4. Draft the Articles of Association (MoA) and Articles of Association (AoA) outlining the company’s goals, rules, and regulations.
5. Collect proof of registered business address, such as rental agreements or property documents, and utility bills.
6. Prepare necessary documents for each director, such as proof of identity and address and passport photo.
7. Submit the completed application and all required documents, along with the registration fee to the MCA Portal.
8. Once your application is approved, you will receive a Certificate of Incorporation from the Registrar of Companies (RoC).

It is recommended that you seek the assistance of a qualified professional, such as a company secretary or a chartered accountant, to guide you through the registration process and assist you in obtaining the necessary documents for forming a private limited company.

Is the Rent Agreement an Important Document for Registering the Company?

Yes, if the company address is a rental property, a rental contract is required for company registration. This is required during the company registration process as proof of your registered company address. 

Wrapping Up

Registering a private limited company necessitates the completion of several documents. These documents are required by the relevant government authorities and play an important role in providing important information about the company, its shareholders, and its directors.

It is important to prepare and submit these documents correctly to avoid delays or denials in the registration process. By working with professional registration service providers or lawyers or with our experts at Instafiling, entrepreneurs can ensure that all required documents are properly prepared and submitted on time. Hope this article clears your doubt about pvt ltd company registration documents.

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