Documents Required to Register a Private Limited Company in India
Before filing the SPICe+ incorporation form, every document must be in order. Incomplete or mismatched documents are the single biggest cause of MCA rejection. This checklist covers everything each director, shareholder, and the proposed office address needs to provide.
Before you start
- Minimum 2 directors (at least 1 must be an Indian resident)
- Minimum 2 shareholders (can be the same persons as directors)
- A physical registered office address in India (even a home address is acceptable)
- A proposed company name shortlisted and checked for availability
Step-by-step
Director Identity Proof (for each director)
Indian nationals: PAN Card (mandatory) + any one of: Aadhaar Card, Passport, Voter ID, or Driving Licence.
Foreign nationals: Passport (mandatory, notarised and apostille-attested) + any government-issued address proof from the home country (notarised and apostille-attested).
Director Address Proof (for each director)
Must be a recent document (not older than 2 months): Bank Statement, Electricity Bill, Telephone Bill, or Gas Bill. Important: The address proof must match the residential address being declared in the SPICe+ form — any mismatch causes rejection.
Registered Office Address Proof
Two documents are needed:
- Ownership proof — Sale deed, property tax receipt, or any government utility bill in the owner's name.
- NOC from the owner — A No-Objection Certificate (on letterhead or plain paper) from the property owner giving the company permission to use the address as its registered office.
If the address is rented, a rent/lease agreement replaces the NOC.
Digital Signature Certificate (DSC)
A Class-3 DSC is required for every proposed director. Obtain it from a CCA-approved Certifying Authority (eMudhra, NSDL, Sify, etc.) via video KYC. Processing takes 1–2 working days. The DSC is used to sign all MCA forms electronically.
Subscriber Sheets for MoA and AoA
Each subscriber (initial shareholder) to the Memorandum of Association and Articles of Association must sign the subscriber sheets physically (wet signature). These sheets are scanned and uploaded as part of the SPICe+ filing. Foreign subscribers require notarised and apostille-attested signatures.
Passport-sized Photographs
Recent passport-sized photographs of each director are required for the DSC application and certain MCA forms. Use a plain white background. Mobile phone photographs are generally acceptable if they are clear and well-lit.
Common mistakes to avoid
- Submitting address proof older than 2 months — MCA rejects stale address proofs; always use the most recent utility bill or bank statement.
- Mismatched names across documents — the name on PAN must exactly match the name on the Aadhaar or passport; even small differences (initials vs full name) cause DSC or MCA issues.
- Missing NOC from the property owner — without it, the registered office address cannot be accepted, delaying incorporation.
- Foreign directors skipping apostille — documents from most countries must be apostille-attested (under the Hague Convention) to be valid for Indian incorporation.
Frequently asked questions
Can I use my home address as the registered office?
Yes. There is no restriction on using a residential address as the registered office of a Private Limited Company. You need the property owner's NOC and a recent utility bill in the owner's name.
Does a shareholder also need to submit all these documents?
Yes — any person who is a subscriber (shareholder) to the MoA must provide identity and address proof, even if they are not a director. Shareholders who are also directors submit the same documents under both roles.
What if a director is an OCI (Overseas Citizen of India)?
OCIs are treated as foreign nationals for document purposes. Their passport must be notarised and apostille-attested. However, if the OCI holds an Indian PAN and Aadhaar, they may be treated as Indian residents for MCA filing purposes — confirm with your CA.
How long does it take to collect all documents?
For Indian directors, 2–4 days is typical (mainly waiting for DSC delivery). For foreign directors, apostille processing in the home country can take 1–3 weeks, making document collection the longest step.
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