To register a private limited company in India, you need PAN, identity proof, address proof and a photograph of every director and shareholder, plus proof of the registered office address (a recent utility bill and, if the premises are not yours, a No Objection Certificate from the owner). On top of these, the incorporation filing includes the e-MoA, e-AoA, director consent and declarations, all submitted online through the MCA’s SPICe+ form.
This checklist explains each document, who must provide it, the common reasons the Registrar sends an application back, and what the government fees look like.
Who Needs These Documents
A private limited company is incorporated under the Companies Act, 2013 by filing the SPICe+ (Simplified Proforma for Incorporating Company Electronically Plus) web form on the MCA portal. Before you collect documents, check the basic eligibility:
- At least 2 directors and at least 2 shareholders (the same people can be both).
- At least one director must be resident in India, meaning they stayed in India for not less than 182 days during the financial year.
- A registered office address in India where the company can receive official communication. A residential address is acceptable.
Every proposed director and every subscriber (first shareholder) must provide their own set of documents. If you are a single founder, a One Person Company may suit you better, and if you want lower compliance with partners, compare it with an LLP registration.
Documents Required from Indian Directors and Shareholders
For each Indian director or shareholder who does not already have a DIN (Director Identification Number), keep the following ready as clear scanned copies:
- PAN card – mandatory for Indian nationals. The name on PAN is treated as the reference name for all other documents.
- Identity proof – Aadhaar, Voter ID, passport or driving licence.
- Residential address proof – latest bank statement, electricity bill, telephone or mobile bill in the person’s own name, not older than two months.
- Passport-size photograph – recent, clear, preferably in colour.
- Email ID and mobile number – used for OTP verification and MCA communication.
- Class 3 Digital Signature Certificate (DSC) – each director and subscriber signs the forms digitally.
If a director already holds a DIN and their KYC is up to date, fresh identity and address proofs are generally not required for that person; the existing DIN is simply quoted in the form. DIN for new directors (up to three) is allotted through SPICe+ itself, so a separate DIN application is not needed.
Documents Required from Foreign Nationals and NRIs
Foreign nationals and NRIs can be directors and shareholders of an Indian private limited company. Their documents need extra attestation:
- Passport – mandatory identity proof for foreign nationals.
- Address proof – bank statement, utility bill, residence card or driving licence, not older than two months.
- Attestation – documents must be notarised and apostilled (for Hague Convention countries) or attested by the Indian Embassy or Consulate in that country.
- Photograph and DSC – same as Indian directors.
Where a company or LLP is a subscriber, you also need its certificate of incorporation and a board resolution authorising a person to sign on its behalf. Foreign investment must also follow the FDI rules for the relevant sector.
Registered Office Address Proof
The registered office can be owned, rented or borrowed from a family member. Prepare these documents:
| Situation | Documents needed |
|---|---|
| Own property | Recent utility bill (electricity, water, gas or telephone) not older than two months, plus sale deed or property tax receipt |
| Rented property | Rent agreement, recent utility bill, and NOC from the landlord |
| Property of a relative or friend | Recent utility bill in the owner’s name and NOC from the owner permitting use as the registered office |
The address on the utility bill must match the address you enter in SPICe+ exactly, including flat number, floor and PIN code. You can find free NOC and agreement drafts in our formats library.
Company Documents Filed with SPICe+
Apart from personal KYC, the incorporation application is made up of linked forms. Most of them are web forms on the MCA V3 portal, filled using the details you provide:
- SPICe+ Part A – name reservation (two proposed names can be given).
- SPICe+ Part B – incorporation details, capital, directors, subscribers, DIN allotment, PAN and TAN.
- e-MoA (INC-33) – Memorandum of Association, stating the company’s name, registered state, objects and capital.
- e-AoA (INC-34) – Articles of Association, the internal rules of the company.
- INC-9 – declaration by subscribers and first directors, generated from the details filled in Part B and signed digitally.
- DIR-2 – written consent of each director to act as director, attached with the application.
- AGILE-PRO-S (INC-35) – covers GSTIN (optional), EPFO and ESIC registration, Professional Tax (in applicable states) and opening of the company bank account.
Step-by-Step: How the Documents Are Used
- Get DSCs for all proposed directors and subscribers using their PAN, Aadhaar and photograph.
- Reserve the name through SPICe+ Part A or the RUN service. An approved name is generally held for 20 days, so keep the remaining documents ready before applying.
- Fill SPICe+ Part B with director, shareholder, capital and office details, and upload ID, address and office proofs.
- Prepare e-MoA, e-AoA, INC-9 and AGILE-PRO-S, and get them digitally signed by all subscribers and directors.
- Pay the fees and stamp duty online and submit the form.
- Receive the Certificate of Incorporation with CIN, along with the company’s PAN and TAN, once the Registrar approves.
Government Fees at a Glance
| Item | Government fee |
|---|---|
| Name reservation (SPICe+ Part A / RUN) | Rs 1,000 per application |
| SPICe+ filing fee | Nil for authorised capital up to Rs 15 lakh |
| DIN for up to three directors | Allotted through SPICe+ |
| Company PAN and TAN | Allotted through SPICe+ |
| Stamp duty on MoA, AoA and INC-9 | Varies by state and authorised capital |
DSC charges and professional fees are extra. For authorised capital above Rs 15 lakh, the filing fee is as notified in the Companies (Registration Offices and Fees) Rules. For a full breakup including our package, see our private limited company registration page.
Common Mistakes That Lead to Resubmission
- Name mismatch – spelling, initials or father’s name differs between PAN, Aadhaar and other proofs.
- Old bills – utility bills or bank statements older than two months.
- Address mismatch – the office address in the form does not match the utility bill word for word.
- Missing NOC – office is in a relative’s or landlord’s name but no NOC is attached.
- Unclear scans – blurred, cropped or password-protected PDFs.
- Unattested foreign documents – foreign director’s proofs not apostilled or consularised.
Also remember that work does not end at incorporation. The company must file the commencement of business declaration (INC-20A) within 180 days, appoint its first auditor, and keep up with annual ROC filings.
How Company Mitra Helps
Our experts check every document before filing, so name and address mismatches are caught early. We arrange DSCs, run the name search, draft the MoA and AoA, prepare the NOC and director consents, file SPICe+ and AGILE-PRO-S, and follow up with the Registrar until the Certificate of Incorporation, PAN and TAN are issued. The whole process is online, and you share documents from your phone.
Frequently Asked Questions
Is Aadhaar mandatory for private limited company registration?
For Indian directors and subscribers, PAN is mandatory and Aadhaar is commonly used for identity verification and DSC. Foreign nationals use their passport instead.
Can I use my home address as the registered office?
Yes. Provide a recent utility bill for the home and an NOC from the owner if the property is not in your name.
How old can the address proof be?
Bank statements and utility bills used as address proof should not be older than two months on the date of filing.
Do I need a separate DIN application?
No. DIN for up to three new directors is allotted through SPICe+ at the time of incorporation.
Is a physical visit to the ROC needed?
No. All documents are uploaded and signed digitally on the MCA portal; no physical submission is required.
Can an NRI be the only director?
No. A private limited company needs at least two directors, and at least one of them must be resident in India for 182 days or more during the financial year.
Need help? Chat with our experts on WhatsApp: https://wa.me/919565039651
This article is for general information; please verify with the latest notifications or consult a professional before acting.
