Documents Required for Private Limited Company Registration in India (2025)

The Indian business landscape is expanding rapidly, and more entrepreneurs are choosing Private Limited Company Registration to enjoy the benefits of limited liability, ease of doing business, and legal credibility.

To complete the incorporation process, the Ministry of Corporate Affairs (MCA) requires 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.

In this article, we’ve outlined a complete and updated list of documents required for Private Limited Company registration in India.

To gain a deeper understanding of the concept and advantages of a Private Limited Company, check out this detailed guide on What is a Private Limited Company in India.To gain a deeper understanding of the concept and advantages of a Private Limited Company, check out this detailed guide on What is a Private Limited Company in India.

1. Documents Required from Indian Nationals (Directors and Shareholders)

Indian nationals intending to become directors or shareholders in a Private Limited Company must submit the following, ensuring all documents are self-attested to avoid processing issues:

a. PAN Card

PAN (Permanent Account Number) is a mandatory identity proof for all Indian shareholders and directors. Ensure that your PAN card details exactly match your Aadhaar, utility bills, and other submitted documents. Inconsistencies can cause delays or MCA rejection.

b. Aadhaar Card

Serves as a secondary proof of identity and helps facilitate Digital Signature Certificate (DSC) issuance. Aadhaar should ideally be linked with your mobile number.

c. Passport-size Photograph

Recent color photograph (preferably white background) of all directors and shareholders.

d. Identity Proof (Self-Attested)

Any one of the following:

• Voter ID
• Passport
• Driving License

e. Address Proof (Self-Attested)

Any one of the following documents, not older than 2 months:

• Bank statement
• Electricity/Water/Gas bill
• Telephone bill

Mobile number and email ID: These are mandatory for Digital Signature Certificate (DSC) issuance and MCA correspondence.

2. Documents from Foreign Nationals (Directors, Shareholders, NRIs & OCI Holders)

Foreign nationals, NRIs, and OCI holders can be directors or shareholders in an Indian Private Limited Company. To complete company registration in India, they must submit notarized or apostilled identity proofs and address proofs.

a. Passport

A valid passport is mandatory and must be notarized or apostilled, depending on the country of origin. If the passport is in a language other than English, a certified translation must be provided.

b. Address Proof

Any one of the following, notarized/apostilled:

• Driving license
• Residence permit
• Bank statement
• Utility bill (not older than 2 months)

c. Passport-size Photograph

A clear and recent passport-sized photograph.

Foreign nationals intending to act as directors must also provide a valid Indian visa if they plan to be physically present in India.

3. Proof of Registered Office Address

The company must declare a physical registered office in India during incorporation. Documents must not be older than two months to ensure validity. Depending on whether the premises are rented or owned, the following are required:

a. Utility Bill (Not Older Than 2 Months)

• Electricity bill
• Water bill
• Telephone or gas bill

The address on the utility bill must match the business address being registered. The bill must clearly state the premises address and must not be older than 2 months.

b. If the Office is Rented:

• Rent Agreement (in the name of the company or authorized director)
• No Objection Certificate (NOC) from the property owner

If using a co-working or shared office space, ensure that the landlord or space provider is legally authorized to issue the NOC for company registration purposes.

c. If the Office is Owned:

• Property ownership document
• NOC from the owner (if not registered in the company’s name)

Note: If the registered office details are not submitted at the time of incorporation via SPICe+ Part B, they must be filed within 30 days of incorporation using Form INC-22.

4. Company Constitution Documents

These are internal governing documents submitted as part of the SPICe+ form during incorporation.

a. Memorandum of Association (MOA)

MOA is filed through Form INC-33 (eMOA) and outlines the company’s name, objectives, capital, and registered office. The Main Object Clause must be aligned with your proposed name and intended business activities.

b. Articles of Association (AoA)

Filed via Form INC-34 (eAoA), this document governs internal operations, management structure, rights of shareholders, board proceedings, and procedures for shareholding and dissolution.

For a detailed understanding of the MOA and AoA, their differences, and their significance, check out MOA and AOA: Meaning, Differences, and Importance.

5. Mandatory Declarations and Forms for Company Incorporation

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:

1. 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 with the incorporation documents.

To learn more about the eligibility and requirements for becoming a company director, refer to Who Can Be a Company Director in India

2. INC-9: Declaration by Subscribers and First 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.

3. INC-8: Professional Declaration

This declaration is submitted by a practicing 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.

4. 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 (INC-33)
• AOA (INC-34)
• INC-9 and other supporting documents

5. 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.

6. 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 correct documentation in place ensures a smooth and error-free company registration process. Each document must be valid, self-attested, and consistent with the details on your PAN card. In addition to understanding the required documents, it is equally important to know the costs involved in the registration process. For a detailed breakdown, refer to Fees for Registering a Private Limited Company in India.

At LegalWiz.in, we help you navigate the entire company registration process—from document collection to successful incorporation—efficiently and affordably. Our experts assist you with preparing, verifying, and filing every required document so you can focus on building your business.

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