Quick Answers
| Question | Answer |
|---|---|
| How many items are on the Pvt Ltd incorporation checklist? | 30+ items, spread across pre-, during- and post-incorporation stages. |
| What is the most commonly missed item? | Filing INC-20A within 180 days of incorporation. |
| Can I use this checklist without a CA? | Yes - but CA filing reduces your rejection and penalty risk to near zero. |
Incorporation paperwork rarely fails because something is hard. It fails because something is missing - an address proof a week too old, an NOC nobody signed, a name that quietly clashes with a trademark. This is the complete, CA-reviewed checklist for incorporating a Private Limited Company in India in 2026, organised in the exact order you'll need it: before filing, during SPICe+, and in the critical 180 days after. Print it, tick as you go, and you'll sidestep the delays that catch most first-time founders.
Why a Checklist Matters for Company Incorporation
The ROC doesn't reject applications to be difficult - it rejects them when something doesn't reconcile. The most common triggers are an address on the utility bill that doesn't exactly match the rent agreement, an out-of-date address proof, a name too similar to an existing entity, or an objects clause that contradicts the declared business.
Each of these turns a clean 7-10 day incorporation into a resubmission - and a single resubmission typically adds 5-7 working days while you correct, re-sign and re-file. A checklist is simply the cheapest way to catch all of this before the form leaves your hands.
Pre-Incorporation Checklist (Before Filing Begins)
This is the stage where most preventable delays are born. Work through all four sub-lists before anyone touches the MCA portal.
Director and shareholder readiness
- PAN card (self-attested) for every Indian director and shareholder
- Aadhaar card, linked to an active mobile number for OTP-based DSC verification
- Passport-size photograph - recent, white background
- Personal mobile number and email ID for each person (used for DIN and DSC)
- Address proof not older than 2 months - bank statement or utility bill
- Specimen signature on plain white paper
- For NRI/foreign directors: passport (apostilled/notarised) and overseas address proof
Registered office readiness
- Proof of address of the registered office - electricity bill or property tax receipt (not older than 2 months)
- Rent agreement (if rented) clearly showing owner name, tenant name and full address
- NOC from the property owner, on plain paper, signed
- Owner's identity proof
Company name decision
- 2 name choices ready, in order of preference
- Each name checked on the MCA portal for availability
- Name checked against trademarks on the IP India portal
- Name complies with MCA naming guidelines - no prohibited or restricted words
DSC procurement
- Class 3 DSC applied for every director
- DSC e-token received and tested
- DSC registered on the MCA portal
During-Incorporation Checklist (SPICe+ Filing)
Once your pre-work is done, this stage is about precision in the forms themselves.
MOA drafting (Form INC-33)
- Name clause matches the approved name exactly
- State of registered office is correct
- Objects clause covers all intended (and near-future) business activities
- Liability clause reads "limited by shares"
- Authorised capital clause matches the figure entered in SPICe+ Part B
AOA drafting (Form INC-34)
- Share transfer restrictions included
- First directors named
- Subscriber signatures affixed (wet ink or DSC, as applicable)
SPICe+ Part B filing
- All director DSCs attached
- DIN details correct for any existing directors
- Authorised and paid-up capital entered correctly
- Registered office address matches the proof documents exactly
- AGILE-PRO-S (INC-35) completed - GSTIN, EPFO, ESIC and bank-account preferences
- INC-9 self-declaration prepared
- Professional (CA/CS) certification done
- Filing fees paid via the MCA payment gateway
Post-Incorporation Checklist (First 180 Days)
Receiving the Certificate of Incorporation feels like the finish line - it's actually the start of a 180-day compliance window with real teeth.
Immediate (Day 1-30)
- Save the Certificate of Incorporation (COI) securely - both digital and physical copies
- Note your CIN, PAN and TAN from the COI
- Open the company current bank account (needs COI + MOA + AOA + board resolution)
- Hold the first board meeting within 30 days
- Appoint the statutory auditor and file ADT-1 within 30 days
- Pass the first board resolutions - bank account, authorised signatory, etc.
Within 60 Days
- Apply for GST registration if applicable (turnover threshold or interstate supply)
- Apply for MSME / Udyam registration (free, and recommended for every small business)
- Apply for an Import Export Code (IEC) if you'll import or export
- Register for Professional Tax, if applicable in your state
Within 180 Days - Critical
- File INC-20A (Commencement of Business Declaration) - penalty of Rs 50,000 on the company (plus up to Rs 1,000/day on directors) if missed
- Ensure the minimum paid-up capital is subscribed
- Hold the second board meeting within the prescribed gap
Annual Compliance Checklist (Post-Incorporation, Ongoing)
Incorporation is once; compliance is forever. Here is the recurring annual rhythm, kept deliberately brief.
- Hold a minimum of 4 board meetings per year (gap of <=120 days between two)
- Hold the AGM within 6 months of the financial-year end
- File AOC-4 (financial statements) within 30 days of the AGM
- File MGT-7 / MGT-7A (annual return) within 60 days of the AGM
- Complete DIR-3 KYC for every director by 30 September
- File the company's income tax return by its due date
- Ensure the statutory audit is completed before the AGM
For the full year-one-and-beyond breakdown, see our dedicated guide to Private Limited Company annual compliance (/blog/private-limited-company-annual-compliance).
Common Mistakes Founders Make During Incorporation
A few patterns repeat across hundreds of incorporations:
- Choosing a name without a trademark check. A name can clear the MCA's company database yet still infringe a registered trademark - leading to objections or, worse, a forced change later. Always check IP India too.
- Setting the wrong authorised capital. Pad it "just in case" and you pay higher stamp duty up front for capital you may never use. Keep it lean (Rs 1-10 lakh) and increase later via SH-7 if needed.
- Forgetting INC-20A. As above - the silent killer of new companies.
- A mismatch between the objects clause and the actual business. Banks and the ROC both notice when your stated objects don't match what you're actually doing. Draft the objects clause to fit reality and the foreseeable future.
Frequently Asked Questions
Can I print and use this checklist for my own incorporation?
Absolutely - that's exactly what it's for. Tick items as you complete them. Just remember that SPICe+ still requires certification by a practising CA/CS, so the filing itself isn't fully DIY.
What happens if I miss a checklist item during SPICe+ filing?
The ROC marks the application for resubmission. You correct the issue, re-sign with DSCs and re-file - typically adding 5-7 working days. Catching it on this checklist first avoids that entirely.
Is this checklist the same for LLP incorporation?
The spirit is similar, but the forms differ - an LLP uses FiLLiP, Form 3 (LLP agreement) and a different post-incorporation track. This checklist is built specifically for a Private Limited Company.
Do I need to recheck all items if my application gets a query from the ROC?
Recheck the items relevant to the query, plus anything connected to them (for example, if the address is queried, re-verify the utility bill, rent agreement and NOC together). A full re-run isn't necessary, but a targeted one is wise before resubmitting.
Let Regikart run this checklist for you
Related Articles
- Documents Required for Pvt Ltd Company Registration (/blog/documents-for-private-limited-company-registration)
- Steps After Company Registration (/blog/steps-after-company-registration)
- Private Limited Company Annual Compliance (/blog/private-limited-company-annual-compliance)
About the author
Deepak Jaiswal
Senior Advisor, FCA at Regikart. Want to discuss this in the context of your business?
