Documents Required to Incorporate a Company - MCA Rules

The rules and procedure for company registration in India is laid out in the Companies Incorporation Rules, 2014. According to the Companies Incorporation Rules, 2014, the following information and documents must be filed with the Registrar of Companies for each of the subscriber or shareholder of the company.

Information and Documents Required for Natural Persons

The following information and documents must be submitted for subscribers who are natural persons:

Name of the person with a recent photograph.
Father's or Mother's name.
Nationality
Date of Birth
Place of Birth - District and State
Educational Qualification
Occupation
PAN
Permanent residential address.
Present residential address. If the person has resided at the present address for less than one year, then previous residential address must also be submitted.
Email address
Phone number

Documents Acceptable for Company Registration

For Indian Nationals, PAN card and any one of the following documents is mandatory.

Voter's Identity Card Copy
Passport Copy
Drivers License Copy
Aadhaar Card Copy

For Foreign Nationals and NRIs, the passport copy is mandatory. In addition, any document issued by the Government with a photograph and address can be submitted as an address proof. In addition to the identity and address proof, the subscribers must also submit proof of residence. Proof of residence can be bank statement or electricity bill or telephone or mobile bill that is less than two months old. In case of foreign nationals, proof of residence must be provided along with proof of nationality.

Shareholding by Company or Corporate

In case another company or corporate or legal entity is subscribing to the shares of the company, then the following documents pertaining to the parent company must be filed:

Corporate Identity Number of the Company
GLN, if any
Name of the Body Corporate
Registered Office Address or Principal Place of Business
Email id

In addition to the above documents, the body corporate must provide a certified true copy of a Board Resolution authorising one of the Officers of the Company to subscribe to the memorandum of association of the proposed company and to make an investment in the proposed company. The Board Resolution must specify the number of shares proposed to the subscribed by the body corporate, name, address and designation of the person authorised to subscribe to the Memorandum.

Shareholding by LLP

If the subscriber is a LLP, then a certified true copy of the resolution agreed to by all the Partners along with authorisation to subscribe to the memorandum of association of the proposed company and to make an investment in the proposed company. In the resolution, the number of shares proposed to be subscribed and the name of the partner authorised to subscribe must be mentioned.

Shareholding by Foreign Company

In case of shareholding by a foreign company, in addition to the above-mentioned documents, a copy of the certificate of incorporation of the foreign company and proof of registered office of the foreign company must be submitted.

To register a company in India, visit IndiaFilings or Talk to an IndiaFilings Advisor.

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Frequently Asked Questions

Common questions about Documents Required for Company Incorporation India.

For individual shareholders or subscribers who are natural persons, the required documents include a recent photograph, PAN card, proof of identity (such as Voter's ID, Passport, Driver's License, or Aadhaar Card), and proof of residence (such as a bank statement, utility bill, or telephone bill not older than two months). For Indian nationals, a PAN card and one of the mentioned identity proofs are mandatory, while for foreign nationals and NRIs, a passport copy is mandatory along with any government-issued document with a photograph and address.

Apart from the documentary requirements, individual shareholders or subscribers who are natural persons must provide their name, father's or mother's name, nationality, date of birth, place of birth (district and state), educational qualification, occupation, permanent residential address, present residential address (and previous address if residing at the present address for less than one year), email address, and phone number.

If another company or corporate body is subscribing to the shares of the proposed company, the required documents include the Corporate Identity Number of the company, GLN (if any), name of the body corporate, registered office address or principal place of business, email id, and a certified true copy of a Board Resolution authorizing one of the company's officers to subscribe to the memorandum of association and make an investment in the proposed company.

The Board Resolution must specify the number of shares proposed to be subscribed by the body corporate, as well as the name, address, and designation of the person authorized to subscribe to the Memorandum.

If the subscriber is a Limited Liability Partnership (LLP), a certified true copy of the resolution agreed to by all the Partners must be provided, along with authorization to subscribe to the memorandum of association and make an investment in the proposed company. The resolution must mention the number of shares proposed to be subscribed and the name of the partner authorized to subscribe.

If the shareholder is a foreign company, in addition to the documents required for a company or corporate body, a copy of the foreign company's certificate of incorporation and proof of its registered office must be submitted.

The proof of residence for individual shareholders or subscribers who are natural persons must be a bank statement, electricity bill, telephone or mobile bill that is less than two months old.

Yes, a recent photograph is a mandatory requirement for individual shareholders or subscribers who are natural persons, along with other documents like PAN card, proof of identity, and proof of residence.

The Board Resolution serves as authorization from the company or corporate body for one of its officers to subscribe to the memorandum of association of the proposed company and make an investment in it. It also specifies the number of shares to be subscribed and the details of the authorized person.

For foreign nationals and Non-Resident Indians (NRIs), a passport copy is mandatory as proof of identity. Additionally, they must provide proof of residence along with proof of nationality, which can be any document issued by the government with a photograph and address.