Private Limited Company Registration Documents
For private limited company registration you need, from every director and shareholder, a PAN, Aadhaar, a passport-size photograph and a recent address proof. For the registered office you need a utility bill not older than two months, plus a rent agreement and an owner NOC if the premises are rented. Foreign nationals need a notarised and apostilled passport. Below is the full checklist, the format rules that decide whether a document is accepted, and the errors that cause resubmission.
Checklist for each director and shareholder
Document | Purpose | Notes |
PAN card | Identity | Mandatory for Indian nationals |
Aadhaar card | Identity and address | Name must match PAN exactly |
Passport-size photograph | Record | Recent, clear, plain background |
Address proof | Current address | Bank statement, electricity, mobile or telephone bill, usually not older than two months |
Email and mobile | Verification | Must be active and personal to the director |
Registered office documents
• A utility bill for the premises, usually not older than two months.
• A rent or lease agreement, if the premises are rented.
• A no-objection letter from the owner permitting use as a registered office.
• Ownership proof, where the property belongs to a director or a relative.
Extra documents for foreign nationals and NRIs
A foreign director's passport is mandatory and must be notarised. If the person belongs to a country that is a party to the Hague Convention, the document must also be apostilled. If not, it must be consularised at the Indian embassy. Address proof follows the same rule.
At least one director in the company must have stayed in India for 182 days or more in the previous financial year, whatever the shareholding.
Format rules that decide acceptance
Most rejections are about format, not substance.
• Scans must be clear and complete, with no cropped edges.
• File size and type must stay within the limits set on the form.
• Names must match across PAN, Aadhaar and the application. A middle name present on one and absent on another is enough to cause a query.
• Address proof must be in the applicant's own name. A bill in a parent's name will not do without supporting proof.
• Documents in a language other than English or Hindi need a certified translation.
Five mistakes that cause resubmission
Using an old electricity bill. Age is checked against the date of filing, not the date you collected it.
Missing the owner NOC. A rent agreement alone is not treated as permission to use the address as a registered office.
Name mismatch between PAN and Aadhaar. Correct the records before you file, not after.
A shared or virtual office with no supporting proof. The address must be capable of receiving official communication.
Signing with an expired digital signature. DSCs have a validity period and lapse quietly.
Prepare your file before you start
Collecting documents takes longer than the filing itself. Before you begin, put everything in one folder, named clearly by person, and confirm that each address proof will still be within the permitted period on the day of filing.
How Northrop LLP can help
We check every document against the MCA format rules before anything is submitted, and tell you what to replace while there is still time. Our registration service covers name reservation, digital signatures, drafting of the memorandum and articles, filing and follow-up until the Certificate of Incorporation is issued.
If a document will not be accepted, you hear it from us at the start, not from the MCA two weeks later.
Price: [VERIFIED PRICE PLACEHOLDER], exclusive of stamp duty and government fees.
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