Documents required for company registration in India include PAN, Aadhaar, DSC, registered office proof, MoA, AoA, and Form INC-9. Practical checklist for first-time founders with step-by-step guidance. This article is written by Neeli Neelay Shah, Senior Legal Content Writer at LawSikho.

Starting your own company is exciting. You have the business idea, the motivation, and probably a co-founder or two ready to build something meaningful. But then comes the paperwork, and suddenly the path forward feels less clear. How many documents do you actually need? Where do you even begin?

Here is the good news: the documentation process for company registration in India is far more straightforward than it appears. The Ministry of Corporate Affairs has consolidated everything into a single online system called SPICe+ (Simplified Proforma for Incorporating Company Electronically Plus), which handles name reservation, incorporation, PAN, TAN, and even GST registration through one integrated form. Once you understand what documents you need and why, gathering them becomes a simple checklist exercise. Thousands of companies register successfully every month, and with this guide, you will be well-prepared to join them.

Categories of Company Registration Documents

Before diving into specific documents, it helps to understand how the requirements are organized. Think of company registration documents as falling into four distinct categories, each serving a specific purpose in proving that your company is legitimate and its founders are eligible to run a business.

The first category covers personal documents from directors and shareholders. These establish who you are and where you live. The second category involves proof of your registered office address, confirming that your company has a physical location in India where official communications can be sent. The third category includes constitutional documents, specifically your Memorandum of Association and Articles of Association, which define what your company does and how it operates. The fourth category comprises statutory declarations and forms where you and your co-founders formally confirm your eligibility and consent to act as directors.

Understanding these four categories helps you organize your document collection systematically rather than scrambling to gather papers at random.

Importance of Document Accuracy in Company Registration

Before you start collecting documents, there is one principle that will save you weeks of frustration: consistency. The name on your PAN card must exactly match the name on your Aadhaar, which must exactly match the name you enter in the registration form. Even minor variations, such as including your middle name in one document but not another, or abbreviating “Kumar” to “K.” can trigger rejection.

The same applies to addresses. If your bank statement shows your apartment number as “Flat 302” but your electricity bill shows “302,” the Registrar of Companies may flag this as a mismatch. Before you begin the registration process, decide on the exact format you will use for names and addresses, and ensure every document reflects that format.

Incomplete or incorrect documents are the primary cause of registration delays. The MCA system is designed to verify information automatically, and inconsistencies get flagged for manual review, which adds days or weeks to your timeline. Taking an extra hour to verify document consistency before submission is always worth it.

Documents Required from Directors and Shareholders for Company Registration

This section covers what you and your co-founders need to gather before starting the registration process. If you are registering a Private Limited Company, the most common choice for startups, you need at least two directors and two shareholders. The same individuals can fill both roles, so two people can incorporate a Private Limited Company by each serving as both director and shareholder.

At least one director must be a resident of India, meaning they have stayed in India for at least 182 days during the previous calendar year. This is a legal requirement that cannot be waived.

Mandatory Identity Proof Documents for Directors and Shareholders

Every director and shareholder must provide identity proof documents. The requirements are straightforward but non-negotiable.

PAN card is mandatory for all Indian directors and shareholders. Your Permanent Account Number serves as your primary identity with the tax authorities, and the MCA system verifies your PAN details automatically. If you do not have a PAN card, apply for one before starting the company registration process.

Beyond PAN, you need one additional government-issued identity proof. Acceptable documents include Aadhaar card, Voter ID (Election Commission of India), valid Indian Passport, or Driving License. The identity proof must clearly show your photograph, full name, and date of birth.

You will also need recent passport-sized photographs of each director and shareholder. These photographs should be taken within the last six months and show a clear frontal view against a light background.

Address Proof and its Validity Period

Address proof is where many first-time founders run into trouble, not because the requirements are complex, but because of one critical rule: your address proof document must not be older than two months from your filing date.

Acceptable address proof documents include bank account statements, electricity bills, landline telephone bills, mobile phone bills (postpaid only), or property tax receipts. The document must clearly show your name and current residential address.

The two-month validity rule is strictly enforced by the MCA system. Even if your address has not changed in years, you cannot use a utility bill from three months ago. Download your latest bank statement or wait for your next utility bill before filing. This single requirement causes more rejections than almost any other documentation issue.

A practical tip: if you are planning to register your company next month, do not start collecting address proofs today. Gather your identity documents now, but save the address proof collection for the week you plan to file.

Additional Documents Required from NRIs and Foreign Directors

Non-resident Indians (NRIs) and foreign nationals have additional documentation requirements for company registration in India due to cross-border identity verification. Foreign directors must submit a valid passport as primary identity proof, including personal details, photograph, and validity page; a Business Visa is required if visiting India for incorporation unless they hold OCI/PIO status. NRIs with Indian passports use them as identity proof, but residential status determines attestation needs.

Documents signed outside India require notarization followed by apostille for Hague Convention countries (e.g., USA, UK, Australia), or consularization via the Indian Embassy for non-member countries. An exception applies if an NRI with an Indian passport is physically in India during filing: their documents can be attested by an Indian practicing professional (CA/CS/CMA) or notary, skipping apostille. 

All non-English documents must be translated by a certified translator, with translations notarized alongside originals before apostille/consularization.

Digital Signature Certificate Requirements for Company Registration

A Digital Signature Certificate, or DSC, is the electronic equivalent of your handwritten signature. Every document filed with the MCA must be digitally signed, making DSC mandatory for company registration.

You need a Class 3 DSC, which is the only class now issued in India after Class 1 and Class 2 were discontinued. Class 3 provides the highest level of security and is accepted for all government filings including MCA, Income Tax, and GST portals.

Obtaining a DSC is straightforward. You apply through authorized Certifying Authorities such as eMudhra, Sify, or (n)Code Solutions. The process is entirely online: you submit your identity proof (PAN card), address proof, and a recent photograph, complete a video verification call, and receive your DSC on a USB token within 2 to 3 business days. The cost typically ranges from Rs. 2,500 to Rs. 4,500 depending on the validity period you choose (1, 2, or 3 years).

Start the DSC application process at least a week before you plan to file your incorporation. While the process is usually quick, occasional delays in video verification or courier delivery can push your timeline.

Director Identification Number (DIN) Requirements and Application

Every director of an Indian company must have a Director Identification Number, a unique identifier that tracks directorships across all companies in India. Previously, you had to apply for DIN separately before incorporation, adding another step to an already lengthy process.

The good news for first-time founders is that SPICe+ has simplified this completely. The incorporation form now allows DIN allotment for up to three directors as part of the same application. You provide your PAN details and personal information in the SPICe+ form, and if approved, your DIN is allotted along with your Certificate of Incorporation.

If any of your proposed directors already have a DIN from a previous directorship, they simply provide their existing DIN number in the application. There is no need to apply for a new one.

Registered Office Documents Required for Company Registration

Every company in India must have a registered office address where official communications, legal notices, and government correspondence will be sent. This address appears on your Certificate of Incorporation and all official documents.

Your registered office can be a commercial space, a rented office, a co-working space, or even your home. The MCA does not restrict the type of premises; it only requires proof that you have legitimate access to the address.

Documents for Rented Premises as Registered Office

If you are renting office space, which is common for startups, you need three documents to prove your registered office address.

First, you need a rent or lease agreement. This agreement should identify the premises clearly, name the landlord and tenant, and specify the rental terms. The agreement does not need to mention the company name since your company does not exist yet at this stage. It can be in the name of one of the proposed directors.

Second, you need a No Objection Certificate from the property owner. This is a simple letter stating that the owner has no objection to the premises being used as the registered office of your proposed company. The NOC should include the owner’s name and address, the complete address of the premises, and a clear statement of consent.

Third, you need a utility bill for the premises, specifically electricity bill, water bill, telephone bill, or gas bill. This utility bill must not be older than two months and must show the address matching your rent agreement.

Documents for Owned Property or Home Office as Registered Office

Many first-time founders operate from home, at least initially. If a director owns the property or you are using a family member’s property as your registered office, the documentation requirements are slightly different.

You need proof of ownership, which can be the registered sale deed, property title document, or conveyance deed. You also need a recent utility bill for the premises, again not older than two months. Even if the property owner is one of the directors or a family member, you still need a No Objection Certificate. The NOC confirms that the property owner consents to the address being used as the company’s registered office.

If you are working from your parents’ home, for example, your father or mother (whoever owns the property) should provide the NOC along with the ownership documents.

Documents Required to Register Virtual Office and Coworking Space 

Virtual offices and co-working spaces have become popular choices for startups that do not need dedicated premises. The MCA accepts these addresses as registered offices, provided you have proper documentation.

Virtual office providers typically supply a documentation package that includes a service agreement, authorization letter permitting use of the address as registered office, and a utility bill for the premises. Some providers also handle the NOC from their landlord on your behalf.

If you are using a co-working space, obtain a rental agreement or membership agreement, an NOC from the co-working space operator (who may need to obtain an NOC from their landlord), and a utility bill for the premises.

Before signing up with a virtual office provider specifically for company registration, confirm that they can provide all required documentation. Some budget providers offer mailing addresses but cannot support registered office requirements.

Memorandum and Articles of Association: Required Documents for Company Registration

The Memorandum of Association (MoA) and Articles of Association (AoA) are your company’s foundational documents. Every company registered in India must have both, and they are filed as part of your SPICe+ application.

Think of the MoA as your company’s external rulebook. It tells the world who you are, what your company does, where it is based, and how much capital you are authorized to raise. The AoA, by contrast, is your internal rulebook. It governs how your company operates day-to-day: how decisions are made, how shares can be transferred, how meetings are conducted, and how directors are appointed.

Memorandum of Association: Format and Contents

The MoA contains six mandatory clauses that define your company’s identity and scope.

The Name Clause states your company’s official name. For a Private Limited Company, the name must end with “Private Limited.” The Registered Office Clause specifies the state where your company’s registered office is located (just the state, not the full address). The Object Clause describes your business activities and what your company is authorized to do. The Liability Clause confirms that your members’ liability is limited to the amount unpaid on their shares. The Capital Clause states your authorized share capital, which is the maximum amount of share capital your company can issue. The Subscriber Clause lists the founding members who are subscribing to shares and forming the company.

For Private Limited Companies, the MoA follows the format prescribed in Table A of Schedule I to the Companies Act, 2013. The SPICe+ system provides an e-MoA form that captures all these details in a structured format, making the process simpler than drafting a physical document from scratch.

Articles of Association

While the MoA defines what your company can do, the AoA governs how your company will function internally. It contains rules about share transfers, board meeting procedures, director appointment processes, dividend distribution, and other operational matters.

You have two options for your AoA. You can adopt Table F from Schedule I of the Companies Act, which provides standard model articles suitable for most private limited companies. Alternatively, you can file customized articles if you have specific requirements, such as detailed investor rights, different classes of shares, or particular restrictions on share transfers.

For most first-time founders incorporating a straightforward Private Limited Company, adopting Table F (with or without modifications) is sufficient and saves the complexity of drafting custom articles. If you have investors involved or complex shareholding arrangements, consult with a company secretary or lawyer about customizing your AoA.

Company Registration Documents: Statutory Declarations and Forms 

Beyond the constitutional documents, you and your co-founders must file certain declarations confirming your eligibility to serve as directors and shareholders. These declarations have legal significance and must be completed accurately.

Form INC-9: Declaration of Compliance by Subscribers and Directors

Form INC-9 is the declaration required under Section 7(1)(c) of the Companies Act, 2013. Every subscriber to the MoA and every first director must sign this declaration.

Through Form INC-9, you are declaring three things: that you have not been convicted of any offence related to the promotion, formation, or management of any company during the past five years; that you have not been found guilty of fraud, misfeasance, or breach of duty to any company during the past five years; and that all documents filed for registration contain correct, complete, and true information.

For most incorporations through SPICe+, Form INC-9 is auto-generated by the system in PDF format. You do not need to prepare it separately. The system creates the declaration based on the information you provide, and each subscriber and director signs it digitally using their DSC.

Form DIR-2: Director’s Consent

Form DIR-2 captures each proposed director’s consent to act as a director of the company. This is a formal acknowledgment that the person agrees to take on the responsibilities and obligations of directorship.

The form requires basic personal information, confirmation of eligibility (that the person is not disqualified under Section 164 of the Companies Act), and the director’s digital signature. DIR-2 is attached to your SPICe+ application along with your other documents.

Documents Required for Different Types of Company Registration

While this guide focuses primarily on Private Limited Company registration, understanding the documentation differences across company types helps you choose the right structure.

Private Limited Company vs. OPC vs. Public Limited Company

A Private Limited Company requires a minimum of two directors and two shareholders, though the same two individuals can fill both roles. This is the most popular choice for startups because it offers limited liability, separate legal identity, and relatively straightforward compliance. You need identity and address proofs for all directors and shareholders, registered office documentation, MoA and AoA, and the standard statutory declarations.

A Public Limited Company requires a minimum of three directors and seven shareholders. The documentation is similar to a Private Limited Company but more extensive due to the larger number of stakeholders. Public companies have no cap on shareholders and can offer shares to the public, but they also face stricter compliance requirements under SEBI. Most first-time founders do not start with a public company structure.

A One Person Company allows a single individual to incorporate a company with limited liability. You need only one director and one shareholder (the same person), but you must also designate a nominee who will take over if something happens to the sole member. The additional document required is Form INC-3, which captures the nominee’s consent. OPCs are available only to Indian citizens who are residents in India.

Section 8 companies, formed for non-profit objectives, require additional documents beyond standard incorporation filings. These include Form INC-12 (application for license under Section 8), Form INC-13 (prescribed Memorandum of Association format), Form INC-14 (declaration by a practicing professional such as CA/CS/CMA), projected income and expenditure statements for the next three years, and draft MoA/AoA tailored for Section 8 compliance. 

Document Filing Process Through SPICe+ Portal for Company Registration

SPICe+ is the single integrated form through which all company registrations happen in India. Understanding the filing process helps you prepare documents in the correct format and avoid common mistakes.

SPICe+ Part A and Part B Documents

The SPICe+ form is divided into two parts that can be filed together or separately.

Part A handles name reservation. At this stage, you propose up to two names for your company in order of preference and provide a brief explanation of the name’s significance. Document requirements at Part A are minimal, usually just any NOC or approval letters if your proposed name requires clearance from a sector regulator or is based on someone else’s trademark.

Once your name is approved (typically within 1 to 2 working days), you have 20 days to file Part B. This is where you upload all your documents: identity proofs and address proofs for all directors and shareholders, registered office documents (agreement, NOC, utility bill), MoA and AoA, Form INC-9 declarations, and Form DIR-2 consents.

All documents must be uploaded in PDF format with clear, legible scans.

Document Format and Upload Specifications

Proper document formatting prevents unnecessary rejections. Scan all physical documents in color at minimum 300 DPI resolution. Ensure text is clearly readable, signatures are visible, and document edges are not cut off. Save files with descriptive names like “Director1_PAN.pdf” or “Registered_Office_Electricity_Bill.pdf” to avoid confusion during upload.

The MCA portal has file size restrictions for each document type, typically around 6 MB per attachment. If your PDF exceeds the limit, use compression tools to reduce size without compromising readability. Most rejections due to “illegible documents” happen because founders upload low-quality scans or compress files too aggressively, making text unreadable.

A practical tip: after scanning and compressing, open each file on your computer and zoom in to verify that all text, signatures, and stamps are clearly visible. If you cannot read it easily on screen, the ROC reviewer will not be able to either.

Common Mistakes That Cause Rejections

Awareness of frequent errors helps you avoid them. The most common rejection reasons are entirely preventable.

Name mismatch between documents is the leading cause of rejection. If your PAN shows “Rahul Kumar Singh” but your Aadhaar shows “Rahul K. Singh,” the system flags this inconsistency. Standardize your name format across all documents before filing.

Using utility bills older than two months triggers automatic rejection. The system checks document dates, and there is no manual override for this rule. Always verify your utility bill date immediately before final submission.

Missing NOC for rented premises is common among first-time founders who do not realize this document is required. Even if your landlord has verbally agreed, you need a written NOC with their signature.

Unsigned declarations occur when founders forget to digitally sign one or more documents. The SPICe+ system requires multiple signatures at different stages. Follow the signing prompts carefully and verify that all required signatures are applied.

Expired DSC causes submission failures at the final step. DSCs have validity periods, and an expired certificate cannot be used to sign documents. Check your DSC validity before starting the filing process.

Conclusion

Company registration documentation falls into four clear categories: personal documents establishing director and shareholder identity, registered office proof confirming your business location, constitutional documents defining your company’s structure and purpose, and statutory declarations confirming everyone’s eligibility. While the complete list may seem extensive at first glance, most items are documents you already have or can easily obtain within a few days.

The key to smooth registration is preparation and consistency. Standardize your name and address format before collecting documents. Verify that all utility bills and address proofs are within the two-month validity window. Obtain your DSC early to avoid last-minute delays. Double-check every document for clarity and completeness before uploading.

Thousands of companies register successfully in India every month, from tech startups to consulting firms to manufacturing businesses. With this checklist guiding your document preparation, you are well-equipped to join them.

Remember that receiving your Certificate of Incorporation is not the end of your compliance journey. Within 180 days, you must file Form INC-20A declaring the commencement of business and confirming that all subscribers have paid for their shares. You will also need to open a company bank account and conduct your first board meeting within 30 days of incorporation. But those are tasks for after you have your certificate in hand. For now, focus on gathering your documents, and take that first exciting step toward building your company.

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