Most Private Limited registrations stall not on the form but on the paperwork — a stale utility bill, a missing NOC or the wrong ID for a foreign director. This checklist sets out exactly what each person and the registered office must provide.
| Quick answer | Key point |
|---|---|
| What ID do directors need? | PAN and Aadhaar for Indians; a passport for foreign nationals. |
| Address proof? | A bank statement or utility bill not older than two months. |
| Office proof? | A recent utility bill, the rent agreement and an owner’s NOC. |
| Foreign documents? | Yes — notarised and apostilled, or consularised. |
| Photo? | A passport-size photo of each director and shareholder. |
| Home address allowed? | Yes, with a utility bill and a no-objection certificate. |
Why the right documents matter
Document requirements for Private Limited registration flow from Section 7 and Section 12 of the Companies Act, 2013, which require verified identity, address and a valid registered office before the Registrar incorporates a company.
The SPICe+ form will not be approved if the proofs are inconsistent, out of date or unsigned, so getting them right the first time avoids resubmission delays.
Documents for Indian directors and shareholders
- PAN card — mandatory primary identity proof for every Indian director and shareholder.
- Aadhaar card — supporting identity and address proof.
- Passport-size photograph — recent, clear and in colour.
- Address proof — a bank statement, electricity bill, telephone bill or mobile bill not older than two months.
- Contact details — a working mobile number and email for OTP verification.
Documents for foreign directors and shareholders
- Passport — the mandatory primary identity proof for any foreign national.
- Overseas address proof — a bank statement, driving licence or government-issued document.
- Attestation — documents must be notarised and apostilled if the country is a Hague Convention member, or consularised by the Indian embassy if not.
Documents for the registered office
- Utility bill — electricity, gas, water or telephone bill of the premises, not older than two months.
- Rent or lease agreement — if the premises are rented.
- No-objection certificate (NOC) — a signed letter from the property owner allowing the address to be used as the registered office.
Document checklist summary
| For whom | Core documents |
|---|---|
| Indian director/shareholder | PAN, Aadhaar, photo, address proof (under 2 months) |
| Foreign director/shareholder | Passport (apostilled/notarised), overseas address proof |
| Registered office | Utility bill (under 2 months), rent agreement, owner NOC |
| All directors | Class-3 Digital Signature Certificate (DSC) |
Common document mistakes
- Utility bill too old — rejection. Use a bill not older than two months.
- Name or address mismatch — the proof is disallowed. Ensure name and address match across PAN, Aadhaar and the bill.
- Missing NOC — office address not accepted. Get a signed NOC even when the premises belong to a director.
- Foreign documents not attested — the application fails. Apostille or consularise before filing.
How the documents fit together
The director KYC documents establish identity for DIN allotment within SPICe+, while the office documents satisfy the registered-office requirement under Section 12. A foreign subscriber’s attested passport substitutes for PAN-based identity, which is why attestation, not just the document itself, is the step that most often causes delay.
Key takeaways
- Indian directors need PAN, Aadhaar, a photo and recent address proof; foreign directors need an attested passport.
- The registered office needs a utility bill under two months old, a rent agreement and an owner NOC.
- Foreign documents must be apostilled or consularised before filing.
- Every director needs a Class-3 DSC to sign the forms.
- Stale bills and name mismatches are the most common reasons for rejection.
Frequently asked questions
What documents are required to register a Private Limited Company? For each director and shareholder: PAN, Aadhaar, a photo and address proof under two months old. For the registered office: a recent utility bill, rent agreement and owner NOC.
What address proof is accepted for directors? A bank statement, electricity bill, telephone bill or mobile bill not older than two months, with the name and address matching the other documents.
What documents do foreign directors need? A passport as primary ID and overseas address proof, both notarised and apostilled, or consularised by the Indian embassy if the country is not a Hague member.
Is a NOC mandatory for the registered office? Yes. A no-objection certificate from the property owner is needed even when the premises belong to a director or family member.
Can I use my home address as the registered office? Yes. A residential address works if you provide a recent utility bill and a signed NOC from the owner.
Do I need a Digital Signature Certificate? Yes. Each proposed director needs a Class-3 DSC to sign the incorporation forms on the MCA portal.
How recent must the utility bill be? It must not be older than two months from the date of filing the incorporation application.
Is PAN mandatory for shareholders? PAN is mandatory for Indian shareholders. Foreign shareholders provide an attested passport instead.
Need a pre-checked document set?
A single mismatched proof can cost days in resubmission. Regikart’s team verifies every document before filing. Reach us at +91 70444 94804 or [email protected], or see our Private Limited Company registration service at /private-limited-company. For the full process, see /blog/how-to-register-private-limited-company.
About the author
CA & CS Team
Reviewed by Regikart at Regikart. Want to discuss this in the context of your business?
