Registering a Private Limited Company (Pvt Ltd) in India has become increasingly streamlined thanks to the online incorporation system provided by the Ministry of Corporate Affairs (MCA). However, the success of your registration still hinges on one critical component: accurate and complete documentation. Submitting the correct documents not only speeds up the process but also ensures legal compliance and avoids unnecessary rejections or delays.
This detailed guide covers all the essential documents required to register a private limited company in India applicable to Indian and foreign directors, shareholders, and for verifying the registered office. Whether you're a first-time founder or an NRI establishing a company remotely, this blog will help you get every document in place for a smooth registration experience.
The documentation you submit is the first thing scrutinized by the Registrar of Companies (ROC). Incorrect names, mismatched addresses, expired IDs, or missing NOCs are among the top reasons for rejected SPICe+ applications. Preparing a well-organized and verified document set ensures a hassle-free approval process.
A digital-first process doesn't mean paperwork is gone, it means your documents must be high-quality scans, properly formatted, and digitally signed wherever needed.
Every individual who will act as a director or shareholder must submit government-issued identity proof. For Indian citizens, this includes:
PAN Card (Mandatory for all Indian shareholders and directors)
Passport (Optional but useful if additional ID is needed or for foreign remittances)
For foreign nationals:
Passport is mandatory. It must be notarized and either apostilled or consularized in the home country depending on bilateral agreements with India.
The name on the identity proof must match exactly with the name used in the SPICe+ forms and DSC applications. Any mismatch may require a notarized affidavit or legal correction before submission.
To verify the current residential address of each director and shareholder, one of the following documents must be submitted:
For Indian Nationals:
Aadhaar Card
Voter ID
Passport
Driving License
For Foreign Nationals:
National ID (if available)
Residence Permit
Bank Statement or Utility Bill (with name and address)
Conditions:
Must be in English or translated by a certified translator
Must be recent (not older than 2–3 months)
Must clearly display the name and address of the individual
Each director and shareholder must submit a recent passport-size color photo.
Guidelines:
High resolution (scanned in .jpg or .jpeg format)
White or light background
Face must be fully visible (no shadows or headgear)
Should match the photo submitted for DSC
These images will be used in official MCA records and digital applications.
The company must have a registered office in India from the day of incorporation. The following documents are required to prove the legitimacy of the office:
Utility Bill (Electricity, Water, Gas, or Landline) dated within the last 60 days
No Objection Certificate (NOC) from the property owner allowing use of the premises
Rent Agreement (if the property is rented) or Sale Deed/Ownership Proof (if self-owned)
The address mentioned here will appear in the MCA database and be used for official correspondence, inspections, and compliance.
All directors must obtain a Digital Signature Certificate (DSC) to digitally sign the incorporation forms. The following documents are needed to apply for a DSC:
PAN Card (for Indian nationals)
Passport (for foreign nationals)
Address proof (same as section above)
Passport-sized photo
Email ID and mobile number (for OTP verification)
The DSC is valid for 1 or 2 years and is issued by a licensed Certifying Authority.
Incorporation requires certain statutory declarations from directors. These include:
DIR-2: Consent to act as a director
INC-9: Declaration by each subscriber and first director (auto-generated in most cases)
DIR-8: Declaration confirming that the director is not disqualified under the Companies Act
These forms must be digitally signed and uploaded with the SPICe+ application. Professional certification may also be needed.
These are the two constitutional documents of the company:
Memorandum of Association (MOA): Defines the company's objectives and scope
Articles of Association (AOA): Lays down the internal rules and management structure
For online filing, these are submitted as e-MOA (INC-33) and e-AOA (INC-34). These must be drafted in accordance with your business model and certified by a practicing professional (CA, CS, or CMA).
During incorporation, the shareholding pattern and initial paid-up capital must be disclosed. Though not always submitted as physical documents, it’s advisable to prepare:
Shareholder Subscription Letters
Board Resolution (if applicable)
Draft Shareholder Agreements (optional but useful for funded startups)
After incorporation, capital must be deposited into the company’s bank account, followed by filing INC-20A.
If one or more directors or shareholders are foreign nationals or NRIs:
All personal documents (ID, address proof, photo) must be notarized and apostilled
A Business Visa may be required if the individual is present in India
If incorporating via a foreign parent company, a Board Resolution authorizing the setup is needed, along with the parent company's certificate of incorporation (also notarized and apostilled)
Document preparation is the foundation of a successful private limited company registration. In the digital era, having clean, valid, and correctly formatted documents will make or break your incorporation experience. With the entire process now integrated into SPICe+ and supported by PAN/TAN/GST auto-registration, your documents must be accurate, consistent across all forms, and ready for e-verification.
If you're unsure how to begin, working with a qualified Chartered Accountant or Company Secretary can help you avoid common mistakes and ensure that every form, photo, and declaration meets MCA standards.
To register a Pvt Ltd company, you’ll need identity and address proof of all directors and shareholders (like PAN, Aadhaar, Passport, Utility Bills), registered office address proof (like rent agreement or property papers), and signed incorporation documents including MoA, AoA, INC-9, and DIR-2.
Foreign directors/shareholders must submit a valid passport (notarized and apostilled), address proof (bank statement, utility bill, etc.), and passport-size photograph. In some cases, additional KYC or declaration documents may be needed.
Yes, proof of the registered office address is mandatory. This can be a rent agreement along with the owner’s NOC, or property ownership documents, and utility bills not older than 2 months.
Yes, all directors must obtain a Digital Signature Certificate (DSC) before applying for company registration, as it is used to sign the SPICe+ forms digitally.
For Indian nationals, PAN is mandatory. Aadhaar is not compulsory but useful for eKYC. For foreign nationals, a notarized passport and valid address proof are required instead of PAN.