Documents Required for Private Limited Company Registration in India (2025)

Introduction

FilingPoint simplifies Private Limited Company Registration by guiding founders with the right documents from Day 1. A proper document checklist avoids delays, rejections, and repeated filings with the Government. FilingPoint makes sure that every identity proof, address proof, and registered office document is collected correctly and formatted securely for smooth approval. FilingPoint ensures startups across India complete their document process quickly so they can move ahead with business growth confidently.

Director Identity Proofs (KYC Requirements)

FilingPoint helps every director submit proper KYC documents, which are compulsory for identification and verification with the Government. These proofs confirm the legal identity of directors and allow the company to be registered with correct details. FilingPoint ensures that each document clearly shows the name, date of birth, and photo for accurate validation. FilingPoint checks for name mismatches and formatting errors to prevent resubmission issues.

• PAN

FilingPoint ensures PAN is the most important identity document for Indian directors because the Government uses it to verify financial identity. PAN must show the exact name and details that match other documents to avoid rejection. FilingPoint helps directors update or correct PAN details before submission if required. FilingPoint also advises clear, high-quality scans so the Government system easily verifies the details.

• Aadhaar

FilingPoint recommends Aadhaar as the primary digital identity for address and OTP-based Government verification. Aadhaar must be clear, visible, and updated with correct mobile number for authentication. FilingPoint helps directors download e-Aadhaar in PDF format to meet upload rules. FilingPoint verifies that Aadhaar details are not blurred or mismatched to avoid delays.

• Passport (for NRI/Foreign National)

FilingPoint confirms that a passport is mandatory for any director who is not an Indian resident. Passports must be notarized or apostilled depending on the home country rules. FilingPoint checks passport validity and page clarity so Government KYC verification is smooth. FilingPoint ensures foreign identity documentation complies with international requirements.

• Voter ID / Driving Licence (Additional Proof)

FilingPoint helps attach secondary identity proofs when additional verification is required by the Government. Voter ID or Driving Licence can serve as supplementary identity documents for cross-checking details. FilingPoint ensures high-quality scans with updated information to match other KYC records. FilingPoint verifies that photo, DOB, and name are clearly visible.

Address Proofs Accepted for Directors

FilingPoint ensures that every director must provide a valid and recent address proof for Government verification. Address proof must clearly display the full residential address, name, and date of issue. FilingPoint makes sure that the address proof is not older than 2–3 months as outdated documents get rejected frequently. FilingPoint assists in downloading capital format proof from banks or utilities if required.

• Bank Statement (with last 2–3 months)

FilingPoint recommends bank statements because they show accurate and updated residential details accepted by the Government. The name and address must match exactly with the PAN and Aadhaar details to ensure compliance. FilingPoint reminds that handwritten or passbook pages are not always accepted unless they include printed address details. FilingPoint verifies that bank statements are downloaded digitally in PDF format for easier uploading.

• Electricity Bill / Utility Bill

FilingPoint ensures electricity bills are the most common registered address proof accepted by the Government. Bills must clearly display the consumer name, address, and date (not older than 60 days). FilingPoint advises entrepreneurs to avoid mobile bills as they are often rejected for office verification. FilingPoint confirms document quality and supports digital PDF conversion when needed.

• Telephone / Broadband Bill

FilingPoint also accepts telephone or broadband bills when they contain updated address information. These documents help verify the director’s location in case certain utilities are unavailable. FilingPoint checks the bill date and name formatting to avoid Government objections. FilingPoint helps convert JPG scans to compressed PDFs so they meet uploading limits.

Document Requirement Table – Directors & Registered Office

FilingPoint helps founders clearly understand which documents are required for each category during Private Limited Company Registration. These documents must fulfill identity verification and registered office compliance with the Government. FilingPoint ensures correct validity and format rules to avoid errors during uploading.

FilingPoint reviews every document before submission to remove errors and improve approval speed. These verification steps build trust and ensure a seamless document submission process. FilingPoint provides full support to directors and homeowners for completing required paperwork professionally.

Registered Office Documents — Mandatory for Approval

FilingPoint confirms that every company must declare its registered office address to the Government during registration. This address will be used for all official notices, letters, and legal communication. FilingPoint ensures that the location details are valid and documents are within the required date limits for smooth approval. FilingPoint supports startups choosing their home, rented office, or shared space as their registered office in the beginning.

• Rental Agreement

FilingPoint assists in preparing a rental agreement when the office space is rented for company operations. This agreement must clearly mention the owner details, tenant details, property address, and rental terms. FilingPoint ensures the document is stamped and digitally scanned for submission in the accepted Government format. FilingPoint helps secure a formal agreement early in the process to avoid office verification delays.

• Property Tax Receipt / EB Bill (If Owned Property)

FilingPoint advises that if the office is owned by a director or shareholder, then property tax receipt or EB bill is required to prove usage rights. These documents must show the ownership name and building address exactly as declared in the form. FilingPoint checks for clarity, recent date, and no spelling mistakes across documents. FilingPoint makes sure only valid pages are included to meet upload rules.

• NOC from Property Owner

FilingPoint confirms that when using a rented or shared property, a NOC (No Objection Certificate) from the owner is mandatory. The NOC confirms that the owner permits the company to use the property as its registered office. FilingPoint prepares a simple NOC template that founders can submit to the landlord for signature. FilingPoint checks that the NOC matches the exact address shown in the utility bill or rental agreement.

📌 Sample NOC Template (Short & Accepted)

I, [Owner Name], owner of the property located at [Full Address], hereby grant permission to use my property as the Registered Office for the company proposed in the name of [Company Name].

Signature: __________ Date: __________

FilingPoint ensures this signed NOC is submitted along with the rental agreement and latest EB bill. These combined documents provide complete compliance for registered office proof. FilingPoint double-checks that the scanned version is readable and properly aligned.

Company Documents Required for Registration

FilingPoint assists in drafting all core company documents such as MoA, AoA, capital structure, and shareholding details. These documents legally represent how the company will operate and how authority is distributed among shareholders. FilingPoint ensures these documents reflect the exact objectives and rights of all members as required by the Government. FilingPoint prepares final legally compliant drafts for quick approval.

• Memorandum of Association (MoA)

FilingPoint drafts the MoA which outlines the core business activities and objectives of the company. The MoA defines the legal purpose and ensures the company follows the scope of business submitted to the Government. FilingPoint aligns the MoA with industry requirements to avoid future modification needs. FilingPoint ensures each clause fulfills Government regulatory standards.

• Articles of Association (AoA)

FilingPoint prepares the AoA which defines internal company rules including voting rights, director roles, and share issuance guidelines. The AoA provides structure and controls to ensure systematic business management. FilingPoint customizes the AoA to suit business models including funded startups, family-owned companies, and shared management structures. FilingPoint ensures the AoA complies with the Companies Act to avoid objections.

• Capital Structure

FilingPoint confirms that capital structure clearly shows the authorized share capital and its division among shareholders. The capital figures must be consistent across all forms and internal documents. FilingPoint helps founders decide share capital levels that provide flexibility for future funding while maintaining compliance. FilingPoint reviews entries to ensure no mismatches.

• Shareholding Ratio

FilingPoint supports founders in defining share percentages allocated to each shareholder at registration. The ratio must always add up to 100% and be recorded correctly in all company documents. FilingPoint ensures founders maintain clear ownership rights and future transfer options. FilingPoint prepares secure digital records for shareholding confirmations.

Master Document Checklist – Private Limited Registration

FilingPoint makes documentation simple by providing a ready checklist that founders can verify before submission. This checklist ensures that no mandatory documents are missed during Government review. FilingPoint verifies each item thoroughly and assists founders with replacements where needed. FilingPoint delivers a smooth and organized onboarding process.

✔ Mandatory KYC Documents for Every Director

FilingPoint ensures PAN card is collected first because it is the base identity required by the Government for director verification. PAN must match across all documents to avoid complications. FilingPoint helps scan the document correctly for smooth uploading. FilingPoint assists with PAN corrections if needed.

FilingPoint ensures Aadhaar card is used as primary address verification with OTP authentication. Updated mobile number is necessary for Aadhaar validation during registration. FilingPoint helps download e-Aadhaar in PDF from the official portal. FilingPoint checks for readable details before upload.

FilingPoint collects a recent passport-size photograph from every director for digital identity records. Government portals may require clear and formal photos for internal reference. FilingPoint helps ensure proper resolution and background. FilingPoint compresses if size exceeds upload limits.

FilingPoint confirms that utility bill or rental agreement must match the registered office details. These documents show where the business will legally operate. FilingPoint helps secure fresh utility bills to avoid timing-related rejection. FilingPoint makes sure the address is consistent in all places.

Documents for NRI / Foreign Shareholders

FilingPoint ensures that if any shareholder is not an Indian resident, additional documents must be submitted according to international verification rules. The Government requires proper notarization or apostille to confirm the authenticity of foreign documents. FilingPoint checks that the passport, address proof, and identity verification match exactly with registration details. FilingPoint simplifies the entire process by coordinating with foreign shareholders for timely document submission.

• Notarised Passport Copy

FilingPoint ensures that the passport copy must be notarized in the country of residence when used for Government verification. This ensures that personal identity is legally validated before registration. FilingPoint verifies the passport’s validity, spelling consistency, and clear scanning quality. FilingPoint supports hassle-free document sending through secure channels.

• Apostille Requirement (Depending on Country)

FilingPoint confirms that if a shareholder resides in a Hague Convention country, apostille is mandatory on submitted documents. Apostille certifies the authenticity of public documents for international use and Government acceptance. FilingPoint assists foreign shareholders to obtain apostille for passport and address proofs well in advance. FilingPoint checks apostille stamping clearly before uploading.

• Address Proof Guidelines

FilingPoint accepts foreign bank statements or utility bills as valid address evidence for NRI shareholders. These must show the latest address clearly and be in English or accompanied by a certified translation. FilingPoint ensures that documents are recent, valid, and consistent with passport details. FilingPoint helps resolve any mismatch issues quickly for seamless verification.

Document Formatting Rules (Often Ignored)

FilingPoint helps founders prepare documents according to strict Government formatting rules to prevent rejections. Every uploaded file must meet size, clarity, and transparency standards during registration. FilingPoint reviews every file before submission so founders don’t repeat upload attempts. FilingPoint resolves technical issues like resizing or converting formats instantly.

• File Size < 2MB

FilingPoint ensures each document must be compressed below 2MB because the Government portal rejects oversized files. High DPI scans may need compression to meet system limits. FilingPoint uses clean file-size optimization to retain clarity while reducing size. FilingPoint prevents upload failures by pre-checking file properties.

• Accepted PDF Format Only

FilingPoint helps convert all documents to PDF since the Government only accepts PDF files for upload. JPG or image formats are often rejected or create unreadability issues. FilingPoint ensures digital PDF files are oriented properly without cropping or shadows. FilingPoint makes the process completely digital and streamlined.

• Clear Signatures Required

FilingPoint ensures that signatures on documents must be neat, visible, and without ink smudges. Government validation fails if signatures appear distorted or incomplete. FilingPoint guides directors to sign using bold black/blue ink for better scan quality. FilingPoint avoids digital drawing signatures if the Government requires physical sign authenticity.

• Name Mismatch Correction

FilingPoint checks for name differences across PAN, Aadhaar, Passport, and Address Proofs to prevent Government rejection. Even small spelling variations may cause verification delays. FilingPoint assists founders in updating Aadhaar or PAN records before submission. FilingPoint ensures consistency in initials, expanded names, and spelling style.

📅 Document Preparation Timeline

FilingPoint makes document management faster through a realistic timeline that avoids last-minute compliance issues. This schedule ensures adequate time for verification before Government review. FilingPoint manages every step with structured reminders and assistance. FilingPoint delivers complete document readiness on time.

Day 1–3 → Collect Director KYC FilingPoint gathers PAN, Aadhaar, updated photos, and residential proof from every director. It verifies clarity and consistency in all fields before the next step. It supports fresh downloads if any document is outdated. It completes identity screening to prevent rejections.

Day 4 → Prepare NOC + Rental/Ownership Proof FilingPoint drafts the NOC and collects the rental agreement or property proof for the official company address. These documents must match the office address submitted in the form. It ensures owner signature and latest EB bill compliance. It completes office verification documentation.

Day 5 → Format Verification FilingPoint reviews sizes, PDF orientation, clarity, and name matching rules. It corrects spelling issues or incomplete scans instantly. It checks whether foreign shareholder notarization is complete. It ensures complete documentation is ready for uploading.

Day 6 → Upload in the Government Form FilingPoint uploads all valid documents securely into the official Government form. It verifies that every attachment is mapped correctly to its category. It handles any technical difficulty during final upload. It ensures successful completion without rejection remarks.

Document Validation Table – Formatting Compliance

FilingPoint ensures that every document must meet compliance checks before Government review. Proper validation removes the risk of technical rejection and saves founders several days. FilingPoint follows a strict internal screening checklist before uploading.

Validation RuleRequirementPurposeFile FormatPDF OnlyAccepted universally by GovernmentSize LimitUnder 2MBPrevents upload failureClear DataPhoto + Address VisibleEnsures accurate identity approvalValidity Period60 Days (Utility Bills)Outdated docs rejected

FilingPoint reviews these criteria thoroughly to ensure fast and error-free Government processing. These controls help avoid repeated submissions and unnecessary delays. FilingPoint keeps a complete record of validated documents securely for future use.

FAQs

1️ What documents are required from each director?

FilingPoint ensures every director must provide PAN, Aadhaar, recent address proof, passport-size photo, and signature for Government verification. These documents prove the identity and residential details of directors. FilingPoint checks details like name, birthdate, and clarity before upload. FilingPoint ensures no mismatch that might delay the registration.

2️ Which address proofs are accepted by the Government?

FilingPoint helps attach bank statements, electricity bills, telephone bills, or broadband bills not older than 60 days. These proofs confirm where the director or company office is located legally. FilingPoint ensures names and addresses match exactly across all records. FilingPoint verifies formats and clarity for easy Government approval.

3️ Is passport mandatory for Indian citizens?

FilingPoint clarifies that Indian citizens do not need a passport for company registration. PAN and Aadhaar are sufficient as primary identity documents. FilingPoint ensures address proof is recent and consistent with PAN details. FilingPoint supports digital verification without foreign document requirements.

4️ What if PAN name and Aadhaar name don’t match?

FilingPoint checks for name mismatches early to avoid application rejection by the Government. Even a spelling variation can cause verification failure. FilingPoint guides founders in correcting the name on PAN or Aadhaar before filing. FilingPoint ensures that all documents match perfectly before upload.

5️ What is the requirement for foreign shareholders?

FilingPoint confirms that foreign shareholders must provide notarized passport copies and authenticated address proofs. International apostille requirements may apply depending on country of residence. FilingPoint coordinates with global shareholders for smooth document readiness. FilingPoint ensures secure uploads meeting Indian business law rules.

6️ What documents prove registered office address?

FilingPoint collects EB bill, property tax receipt, telephone bill, or rental agreement to establish the official office address. These documents must be recent and clearly show the address. FilingPoint ensures the address matches the one declared in the Government form. FilingPoint prepares NOC whenever required.

7️ Is electricity bill mandatory?

FilingPoint clarifies that electricity bill is not mandatory but the most commonly accepted proof. Telephone bill, gas bill, or property tax bill can also be used. FilingPoint ensures whichever document is selected is not older than 60 days. FilingPoint checks for complete readability before uploading.

8️ Does the landlord have to sign NOC?

FilingPoint ensures landlord NOC is required when the office property is rented or shared. This helps Government confirm permission to use the premises for business. FilingPoint provides ready NOC templates for quick signing. FilingPoint verifies proper owner information in the NOC.

9️ What if the registered office is owned by a director?

FilingPoint simplifies the process for owned properties by using property tax or EB bill as proof. No rental agreement is needed in this case. FilingPoint still prepares an internal declaration supporting office usage. FilingPoint ensures alignment between ownership name and director name.

10 What is the size limit for document uploads?

FilingPoint ensures all documents must be under 2MB per file for the Government form to accept them. Excess file sizes lead to upload errors. FilingPoint compresses files while keeping clarity intact. FilingPoint checks every file carefully before submission.

11️ How to convert JPG to PDF for upload?

FilingPoint guides founders to convert JPG files to PDF using trusted online tools or scanning apps. This ensures the upload meets Government rules. FilingPoint positions the document page straight without distortion before conversion. FilingPoint helps remove shadows and blur marks.

12️ What is the validity period of documents?

FilingPoint ensures that identity proofs remain valid indefinitely while utility bills must be recent. Documents older than 2–3 months are usually rejected by the Government. FilingPoint updates files before uploading to avoid delays. FilingPoint ensures timelines are strictly followed.

13️ What to do if documents are older than 2 months?

FilingPoint helps founders collect fresh downloadable copies from banks or utility providers. Recent bills are necessary to validate active office usage. FilingPoint ensures the updated version matches director details securely. FilingPoint re-verifies after replacement.

14️ What is the NOC format used for company registration?

FilingPoint prepares a simple and legally acceptable NOC format confirming the owner has no objection to using the property as a registered office. The NOC must include signature and exact address. FilingPoint aligns the address with the EB bill for accuracy. FilingPoint provides quick editing support for faster submission.

15️ Do shareholders need to sign all documents?

FilingPoint ensures only relevant shareholders sign ownership declarations and compliance statements for the Government. Most forms involve only directors during registration. FilingPoint ensures shareholders sign documents only where required under the Companies Act. FilingPoint reduces extra paperwork to avoid complications.

16️ What is DIR-2 and when do we use it?

FilingPoint confirms that DIR-2 is a consent form signed by directors stating they agree to serve on the company’s board. This document is mandatory for director authorization. FilingPoint collects and formats the form with signatures meeting Government requirements. FilingPoint submits the signed consent along with the main application.

Printable Document Checklist (Lead Magnet Offer)

FilingPoint helps founders stay organized by offering a downloadable PDF checklist for all required documents. This printable checklist allows clients to quickly verify what is ready and what is pending. FilingPoint includes complete formatting and validity rules so nothing gets missed. FilingPoint can share this downloadable guide instantly on request.

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Conclusion

FilingPoint makes Private Limited Company Registration simple by providing a complete end-to-end document support system for entrepreneurs. With proper guidance, founders avoid approval delays, errors, and repeated follow-ups with the Government. FilingPoint ensures all identity, office, foreign shareholder, and formatting rules are satisfied with 100% compliance. FilingPoint proudly supports startups across India to register faster and begin business operations without stress.