Documents Required for Private Limited Company Registration in India

The Indian business landscape is expanding rapidly, and more entrepreneurs are choosing Private Limited Company registration due to its structured legal framework and limited liability.

To complete the incorporation process, the Ministry of Corporate Affairs (MCA) requires the submission of identity proofs, address proofs, declarations, and statutory documents from the directors, shareholders, and the company itself. Ensuring all documents are accurate and consistent helps avoid delays or rejections during processing.

This guide covers the complete list of company incorporation documents, including key Pvt Ltd company registration documents, for Indian residents, foreign nationals, and NRIs.

To understand how these documents fit into the overall incorporation process, you can also read how to register a company in India.

Documents Required from Indian Directors and Shareholders

Indian nationals applying as directors or shareholders must submit the following documents. All documents should be self-attested and clearly readable.
Only individuals who meet the eligibility criteria under the Companies Act can be appointed as directors in a Private Limited Company. To understand the eligibility conditions, you can read who can be a company director in India.

PAN Card (Mandatory)

The PAN card is the primary identity proof for all Indian directors and shareholders. The name, date of birth, and details must match all other documents submitted during company registration.

Aadhaar Card

Aadhaar is required as an additional identity proof and is commonly used for Digital Signature Certificate (DSC) verification. It is advisable to keep your Aadhaar linked to your mobile number.

Passport-size Photograph

A recent colour photograph of each director and shareholder, preferably with a white background.

Identity Proof

Any one of the following:

• Passport
• Voter ID
• Driving Licence

Address Proof

Any one document, not older than two months:

• Bank statement
• Electricity, water, or gas bill
• Telephone or mobile bill

Each director and shareholder must also provide a valid email ID and mobile number, which are used for Digital Signature Certificate (DSC) issuance and MCA communication.

Documents Required from Foreign Nationals and NRIs

Foreign nationals, NRIs, and OCI holders can be directors or shareholders in an Indian Private Limited Company. Their documents must be notarised or apostilled, depending on the country of issue.

Passport

A valid passport is mandatory. If the passport is not in English, a certified English translation must be submitted.

Address Proof

Any one of the following, not older than two months:

• Bank statement
• Utility bill
• Driving licence
• Residence permit

Photograph

A recent passport-size photograph in JPEG format.

Foreign nationals acting as directors must also hold a valid visa if they plan to stay in India.

Documents Required for Registered Office Address

Every company must declare a registered office address in India at the time of incorporation or within 30 days of registration.

Utility Bill (Not Older Than 2 Months)

Any one of the following:

• Electricity bill
• Water bill
• Gas bill
• Telephone bill

The address on the bill must match the registered office address mentioned in the incorporation form.

If the Office Is Rented

• Rent agreement
• No Objection Certificate (NOC) from the property owner

For co-working spaces, the NOC must be issued by the authorised space provider.

If the Office Is Owned

• Ownership proof of the property
• NOC from the owner (if the property is not in the company’s name)

Company Incorporation Documents to be filed with MCA

These are mandatory documents filed electronically as part of the SPICe+ incorporation process.

Memorandum Of Association (MOA)

The MOA defines the company’s main business objectives, authorised capital, and registered office details. It is filed in electronic form using INC-33.

Articles Of Association (AOA)

The AOA contains the internal rules for company management, shareholder rights, and board procedures. It is filed using INC-34.

These are essential documents required for the incorporation of a company under the Companies Act, 2013.

The scope and role of these documents are explained further in the difference between Memorandum of Association and Articles of Association.

Mandatory Declarations and Forms for Company Registration

Apart from identification and address proofs, every Private Limited Company must submit a set of mandatory statutory declarations and digitally signed forms as prescribed under the Companies Act, 2013. These declarations establish the legal consent, authenticity, and compliance of all involved parties at the time of incorporation.

Here’s a complete list of declarations and forms you’ll need to file through the SPICe+ (Simplified Proforma for Incorporating a Company Electronically) process:

DIR-2: Consent to Act as Director

This is a written consent letter from each proposed director, confirming their willingness to serve on the board. It must be signed and attached to the incorporation documents.

INC-9: Declaration by Subscribers and Directors

INC-9 is a declaration of compliance with the Companies Act, 2013 by all first directors and shareholders.
For up to 20 subscribers with valid PAN and DIN, this form is auto-generated and auto-filled through the SPICe+ form and digitally signed.

INC-8: Professional Declaration

This declaration is submitted by a practising Chartered Accountant, Company Secretary, or Cost Accountant, certifying that all requirements for incorporation under the Companies Act have been met. This is a crucial form that ensures the authenticity and legal soundness of the incorporation process.

Digital Signature Certificate (DSC)

A Digital Signature Certificate is mandatory for all directors and shareholders who sign incorporation documents online. DSCs must be obtained from a licensed Certifying Authority (CA) and are required to sign:

• SPICe+ forms
• MOA and AOA
• INC-9 and other declarations

Professional Certification

Once all forms are filled and digitally signed, they must be digitally certified by a licensed professional (CA, CS, or CMA). This acts as the final layer of legal authentication before submission to the MCA.

Email ID and Mobile Number

Every director and shareholder must provide a unique mobile number and email ID. These are used for:

• Video and OTP-based e-verification during DSC application
• Correspondence and authentication during filing with the MCA

These contact details are also used to communicate important updates and alerts from the Registrar of Companies (RoC).

Conclusion

Having the right documents in place makes the company registration process smooth and predictable. Each document should be valid, self-attested, and consistent with the details mentioned in your PAN and address proofs to avoid delays or rejections. If you are planning private limited company registration, LegalWiz helps you prepare, verify, and file all required documents correctly, from start to finish, so you can focus on setting up and running your business.