Most company registration delays come down to documents: an address proof that does not match, a missing no-objection certificate, or foreign papers that were never apostilled. The SPICe+ form itself is online and quick. The paperwork behind it is where applications get sent back. Choosing a name? See company name approval rules.
This checklist sets out every document you need for company registration in India, by person and by stage, so the Registrar of Companies can approve the application on the first pass.
Quick answers
| Quick answer | Key point |
|---|---|
| What ID do Indian directors need? | PAN and Aadhaar, plus one of voter ID, passport or driving licence. |
| What ID do foreign directors need? | A passport, notarised and apostilled, or consularised if the country is not a Hague Convention member. |
| How recent must address proof be? | Not older than two months, which is what the Registrar accepts in practice. |
| What office proof is needed? | A recent utility bill, the owner's NOC, and a rent agreement if the premises are rented. |
| Is a NOC needed if a director owns the premises? | Yes. Get a signed NOC even when the owner is a director or a relative. |
| Is a DSC required? | Yes. Every director and subscriber needs a Class 3 Digital Signature Certificate. |
| Can a home address be the registered office? | Yes, with a utility bill and a signed NOC from the owner. |
The three groups of documents
The documents fall into three groups: those for the directors and shareholders, those for the registered office, and the constitutional documents of the company itself. All proofs must be self-attested, consistent across every form, and recent enough to satisfy the Registrar.
Key terms: DSC, DIN, e-MOA, e-AOA, NOC, apostille
- DSC: the Digital Signature Certificate each director and subscriber uses to sign the SPICe+ forms.
- DIN: the Director Identification Number, allotted through SPICe+ for new directors.
- e-MOA and e-AOA: the electronic Memorandum and Articles of Association, filed with SPICe+.
- NOC: the No Objection Certificate in which the property owner allows the premises to be used as the registered office.
- Apostille: the international certification placed on documents issued in a Hague Convention country.
Why document accuracy decides your timeline
The Registrar verifies the supporting documents before issuing the Certificate of Incorporation. A name that differs between PAN and Aadhaar, or an address proof that is too old, leads to a query or a resubmission.
Resubmissions carry a second cost. An approved name is reserved for 20 days, and if SPICe+ Part B is not filed within that window the name lapses and you may have to reserve it again.
The core KYC, address and incorporation documents are common to Private Limited, OPC, LLP and Section 8. For the full filing sequence, see how to register a private limited company.
The law behind each requirement
- Governing law: the Companies Act, 2013, read with the Companies (Incorporation) Rules, 2014.
- Section 7: incorporation, including the declarations and particulars of subscribers and first directors.
- Section 12: the registered office, which must be able to receive communications from the date of incorporation.
- Rule 16: the particulars and proofs required for each subscriber.
- Authority: the Registrar of Companies, under the Ministry of Corporate Affairs.
Documents for Indian directors and shareholders
- PAN card of every Indian director and shareholder. It is the primary identity proof and is mandatory.
- Aadhaar card, plus one further identity proof: voter ID, passport or driving licence.
- Address proof: a bank statement, or an electricity, telephone or mobile bill, not older than two months, which is what the Registrar accepts in practice.
- A recent passport-size colour photograph of each director and shareholder.
Mobile number and email for OTP verification
Each person needs a working personal mobile number and email address. Both are verified by OTP during DSC issue and DIN allotment, and a number that is switched off or shared stalls the filing.
Specimen signature
Keep a specimen signature of each subscriber on plain white paper. It is used for the DSC application and for any document that is signed by hand.
Documents for foreign directors and NRIs
- Passport: the mandatory identity proof for a foreign national.
- Overseas address proof: a bank statement, driving licence or government-issued document.
- Photograph, mobile number and email, as for Indian directors.
Apostille for Hague Convention countries, consularisation for others
Documents issued abroad must be notarised and apostilled if the country is a Hague Convention member, or consularised by the Indian embassy if it is not. Check which applies before the director signs anything, because the two routes go through different offices.
Why attestation, not the document, causes the delay
A foreign subscriber's attested passport takes the place of PAN-based identity. That is why the attestation step, not the passport itself, is what most often holds up a foreign director's application. If you are setting up an Indian subsidiary or registering a foreign company, start the attestation first.
Documents for the registered office
| Document | When needed | Notes |
|---|---|---|
| Utility bill of the premises | Always | Not older than two months |
| No-objection certificate (NOC) | Always | Signed by the property owner |
| Rent or lease agreement | If the premises are rented | Showing owner, tenant and full address |
| Property papers | If owned | Proof of ownership |
The registered office can be commercial or residential. The MCA accepts both, provided valid proof and an NOC are submitted.
The NOC, even when the owner is a director or relative
Get a signed NOC even when the premises belong to a director or a family member. Without it, the office address is not accepted, whoever owns the property.
Which utility bills are accepted
An electricity, gas, water or telephone bill for the premises, not older than two months. The address on the bill must read exactly as it does on the rent agreement and in SPICe+, down to the flat number.
The same office proof also supports the continuing obligation under section 12 after incorporation. A company that fails to maintain a registered office capable of receiving communications faces a penalty of ₹1,000 per day, up to ₹1,00,000. The office details are confirmed again when you file INC-20A.
The company's own documents: e-MOA, e-AOA, INC-9 and declarations
- The e-MOA, setting out the company's name, registered state, objects, liability and capital.
- The e-AOA, setting out the internal rules, including share transfer restrictions.
- INC-9, the declaration by each subscriber and first director that they are not disqualified.
- The other declarations and consents required within the SPICe+ form, including each director's consent to act.
Class 3 DSC for every director and subscriber
Every proposed director and subscriber needs a Class 3 digital signature certificate to sign the incorporation forms on the MCA portal. Apply early: the DSC is issued after OTP and identity verification, so it relies on the same PAN, Aadhaar, mobile and email details listed above.
The company's PAN and TAN are issued with the Certificate of Incorporation, so no separate PAN registration is needed at this stage. If you need a replacement later, see PAN for a company.
Checklist by person
| For whom | Core documents |
|---|---|
| Indian director or shareholder | PAN, Aadhaar, one further ID, photo, address proof not older than two months, mobile and email |
| Foreign director or shareholder | Passport and overseas address proof, apostilled or consularised |
| Registered office | Utility bill not older than two months, owner's NOC, rent agreement if rented |
| All directors and subscribers | Class 3 DSC, specimen signature, INC-9 and consent |
| The company | e-MOA, e-AOA and SPICe+ declarations |
How each document is used at each stage
- Obtain DSCs: each director and subscriber gets a Class 3 DSC, using PAN, Aadhaar, mobile and email.
- Reserve the name: SPICe+ Part A. The approved name is held for 20 days.
- Collect director and shareholder proofs: identity, address and photographs, which support DIN allotment inside SPICe+.
- Arrange the registered office proof: utility bill, NOC and rent agreement, which satisfy section 12.
- Prepare the constitutional documents: draft the e-MOA and e-AOA and the INC-9 declarations.
- File SPICe+ Part B with all attachments, signed with DSCs and certified by a practising professional.
- Respond to any ROC query with clarifications or corrected documents.
What changes by entity type
| Entity | Special documents |
|---|---|
| Private limited company | KYC for at least 2 directors and 2 shareholders, INC-9 |
| One person company | Nominee's PAN and consent in INC-3 |
| LLP | LLP Agreement filed in Form 3 within 30 days of incorporation |
| Section 8 company | MOA in INC-13 and declaration in INC-14 |
Common document mistakes
- Name mismatch between PAN and Aadhaar. Even a small spelling difference triggers a query. Make the name identical across all KYC documents.
- Address proof older than two months. Utility bills and bank statements must be recent. An old document is a common reason for resubmission.
- Office address that does not match. The bill, rent agreement and SPICe+ entry must read the same.
- Missing NOC. The office proof is incomplete without it, even if a director owns the premises.
- Foreign documents not attested. Apostille or consularise before filing, not after the query arrives.
- Letting the name lapse. File Part B within 20 days of name approval.
What happens if you file false particulars
Submitting false or incorrect information in incorporation documents can attract action for fraud under section 447 of the Companies Act, 2013, which carries imprisonment and a fine.
Furnishing false particulars at incorporation can also lead to the company being struck off and to the directors facing disqualification.
Key takeaways
- Documents fall into three groups: director and shareholder KYC, registered office proof, and the company's constitutional documents.
- Address proofs should be self-attested and not older than two months, which is the Registrar's practice.
- The office needs a utility bill and the owner's NOC in every case, plus a rent agreement if rented.
- Foreign documents are apostilled in Hague Convention countries and consularised elsewhere.
- Every director and subscriber needs a Class 3 DSC before SPICe+ can be signed.
Need a pre-checked document set?
A single mismatched proof can cost days in resubmission. Regikart's CA and CS team checks every document before filing and handles SPICe+ end to end. See our company registration service, read the incorporation checklist, or call or WhatsApp +91 70444 94804. You can also contact us.
Frequently asked questions
What documents are needed to register a company in India?
For each director and shareholder: PAN, Aadhaar, one further ID, a photograph and address proof not older than two months. For the registered office: a utility bill, the owner's NOC and a rent agreement if rented. For the company: the e-MOA, e-AOA, INC-9 and the SPICe+ declarations, plus a Class 3 DSC for every director and subscriber.
What address proof is accepted for directors?
A bank statement, or an electricity, telephone or mobile bill, not older than two months, with the name and address matching the other documents. The two-month limit is the Registrar's practice rather than a statutory rule.
What documents do foreign directors need?
A passport as identity proof and overseas address proof, such as a bank statement, driving licence or government-issued document. Both must be notarised and apostilled, or consularised by the Indian embassy if the country is not a Hague Convention member.
What is the difference between an apostille and consularisation?
An apostille is the certification used between Hague Convention countries. If the director's country is not a member, the documents are instead consularised, which means attested by the Indian embassy or consulate there. Which one applies depends only on the country that issued the documents.
Is a NOC mandatory even when the premises belong to a director or family member?
Yes. The owner's signed no-objection certificate is needed for the registered office in every case, including when a director or relative owns the property.
Is a rent agreement required for the registered office?
Only if the premises are rented. If the premises are owned, property papers are submitted instead, along with the utility bill and NOC.
Can a residential address be the registered office?
Yes. The MCA accepts a residential address as the registered office, provided a recent utility bill and a signed NOC from the owner are submitted.
Do I need a Digital Signature Certificate?
Yes. Every proposed director and subscriber needs a Class 3 DSC to sign the incorporation forms on the MCA portal.
Is PAN mandatory for shareholders?
PAN is mandatory for every Indian director and shareholder. Foreign shareholders provide an attested passport instead.
What happens if a document is missing or wrong?
The Registrar raises a query or marks the application for resubmission, which delays the Certificate of Incorporation. If the delay runs past 20 days from name approval, the reserved name can lapse.
Company registration ke liye kaunse documents chahiye?
Har director aur shareholder ke liye PAN, Aadhaar, photo aur do mahine se purana na ho aisa address proof. Registered office ke liye utility bill, owner ka NOC, aur rent agreement agar office kiraye par hai. Saath mein har director ke liye Class 3 DSC.
About the author
Regikart CS Team
Company Secretaries at Regikart. Want to discuss this in the context of your business?
