Complete Documents Checklist For Private Limited Company Registration
Starting a private limited company is one of the best ways to set up a structured and trustworthy business in India. It gives your business more credibility, protects your personal assets by limiting your liability, and makes it easier to attract investors.
But before you can formally register your company, it’s important to understand what documents are required for private limited company registration and the importance of each document.
With LegalWiz.in, an online professional business services for fast and hassle-free company registration in India, the company registration process is simple and stress-free. We’ll provide a detailed explanation of all the documents required and the purpose of the documents in the company registration process.
Understanding A Private Limited Company
A Private Limited Company (Pvt Ltd) operates as an independent legal entity which restricts the financial responsibility of its shareholders. The registration process needs at least two directors, together with two shareholders, to complete the requirements. The Companies Act of 2013 regulates the registration process. The Ministry of Corporate Affairs (MCA) oversees it.
Once registered, your business gets an official legal identity. This allows it to open a bank account, sign contracts, own assets, and operate independently – making it easier to build trust with clients, investors, and partners.
Documents Required For Private Limited Company Registration
Here’s a complete list of the documents needed to register a private limited company in India. These are grouped for directors, shareholders, and the registered office.
1. For Indian Nationals (Directors & Shareholders)
All documents must be self-attested.
- PAN Card – Mandatory ID proof. Details must match Aadhaar and other documents
- Aadhaar Card – Used for identity verification and Digital Signature Certificate (Should be linked to your mobile number)
- Passport-size Photo – Recent color photo (white background preferred)
- Identity Proof (Any one) – Voter ID/Passport/Driving License
- Address Proof (Any one, not older than 2 months) – Bank statement/Electricity, Water, Gas, or Telephone bill
- Mobile Number & Email ID – Required for DSC and MCA communication
2. For Foreign Nationals/NRIs/OCI Holders
- Documents must – be notarized or apostilled
- Passport – Mandatory (translated to English if needed)
- Address Proof (Any one, notarized/apostilled) – Driving License/Residence Permit/Bank Statement /Utility Bill (not older than 2 months)
- Passport-size Photo – Recent clear photo
- Indian Visa – Required if the director will be in India physically
3. Proof of Registered Office Address (India)
- Documents must be within 2 months old
- Utility Bill – Electricity/ Water/ Telephone/Gas bill with matching address
- If Rented:
- Rent Agreement (in company’s or director’s name)
- No Objection Certificate (NOC) from property owner
- If Owned:
- Ownership Proof
- NOC from owner (if property not registered in company’s name)
(If office details are not ready at incorporation, file Form INC-22 within 30 days.)
4. Company Constitution Documents
Filed online via SPICe+ form.
- Memorandum of Association (MOA – Form INC-33):
State company name, objectives, and capital
- Articles of Association (AOA – Form INC-34):
Defines internal rules, management structure, and shareholder rights
5. Mandatory Forms & Declarations
These are the mandatory forms and declarations needed to incorporate a private limited company in India:
- DIR-2 (Director’s Consent): Every proposed director must sign a letter saying they agree to be a director.
- INC-9 (Subscriber & Director Declaration): All first directors and shareholders confirm they comply with the Companies Act, 2013.
- INC-8 (Professional Declaration): A practicing CA, CS, or CMA certifies that the legal steps for incorporation have been followed correctly.
- Digital Signature Certificate (DSC): Directors/shareholders who sign documents online must have a DSC to sign SPICe+, MOA, AOA and related forms.
- Professional Certification: Final digital certification by a licensed CA/CS/CMA prior to MCA filing.
- Contact Details: Unique mobile number and email for each director/shareholder (for OTP/DSC/MCA communication).
For more information, check this blog on the documents required for private limited company registration.
Step-By-Step Process Of Company Registration
Here’s a brief look at how company registration works in India:
Step 1: Apply For DSC
Digital Signature Certificates are used to sign incorporation documents electronically.
Step 2: Reserve Your Company Name
Use the SPICe+ Part A form on the MCA portal to get your company name approved.
Step 3: Fill SPICe+ Part B
Enter capital structure, director details, registered office, and apply for PAN & TAN.
Step 4: Draft MOA & AOA
The Memorandum of Association is an objective, and the Articles of Association is to define your internal rules.
Step 5: Submit Forms & Get COI
After you submit the forms, the Registrar of Companies (ROC) will review your application. The Certificate of Incorporation (COI) will be issued to you after approval. It contains your CIN, PAN, and TAN.
Step 6: Open A Business Bank Account
You can then approach the bank to open a current account by producing the COI, MOA, AOA, and KYC documents.
Step 7: Apply For Other Licenses
You must register for GST, MSME, and obtain all necessary licenses including FSSAI Registration for food-related businesses and IEC Code Registration for businesses dealing in import or export.
Key Takeaways For Smooth Company Registration
In the private limited company registration process, you can give your business the professionalism and framework it requires to expand. Once ready with all the necessary documentation to register the private limited company, it is a straightforward process.
With LegalWiz.in, your online company registration is handled by professionals who review your documents, create the application, and file it for you—which reduces the chance of an error and improves your chance of getting approval faster!
