When starting a business, choosing the legal structure best suits your needs is essential. One popular option is forming a Private Limited Company (PLC), which provides limited liability protection to its shareholders while allowing for greater flexibility in managing the business. However, developing a PLC involves a complex process that requires careful planning and attention to detail. This blog will discuss the essential documents required for private limited company formation and how they can ensure a successful incorporation process.

Memorandum of Association (MOA)

The MOA is a legal document that outlines the company’s objectives and the scope of its activities. It also defines the relationship between the company and its shareholders and sets out the capital the company is authorised to issue. The MOA must be signed by all the subscribers to the company and filed with the Registrar of Companies (ROC) along with the Articles of Association.

Articles of Association (AOA)

The AOA sets out the internal rules and regulations that govern the company’s management. It outlines the directors’ and shareholders’ rights and responsibilities and the procedures for issuing and transferring shares. The AOA must also be signed by all the subscribers to the company and filed with the ROC along with the MOA.

Director’s Identification Number (DIN)

Every director of a PLC must have a DIN, a unique identification number issued by the Ministry of Corporate Affairs. The application for a DIN can be made online and requires the submission of a photograph, proof of identity, and proof of address.

Form INC-7

Form INC-7 is the application for the incorporation of a company. It includes details such as the company’s name, registered office address, and the number of shares issued to the subscribers. The form must be signed by the company’s directors and shareholders.

Digital Signature Certificate (DSC)

A DSC is an electronic signature used to sign and file documents online. Every director of a PLC must have a DSC, which can obtain from authorised agencies after submitting the required documents.

Proof of Registered Office Address

The company’s registered office address must provide at the time of incorporation, and it must submit proof of the address to the ROC. It can include a utility bill or rental agreement that confirms the address.

Consent of Directors

Every company director must provide written consent to act as a director, which must be submitted along with the incorporation documents.

Affidavit of Subscribers

All subscribers to the company must provide an affidavit that confirms their identity and address. This document must be notarized and submitted along with the MOA and AOA.

These documents are the minimum requirement for formation of a private limited company, and providing any of them can lead to delays in the incorporation process. Ensuring that all documents are complete and accurate and submitted promptly to the ROC is essential.

Additional Documents

In addition to the essential documents mentioned above, other documents may be required depending on the specific requirements of the company and the jurisdiction in which it is incorporated. These may include:

Power of Attorney

If subscribers or directors cannot be present at the time of incorporation, they may appoint someone else to act on their behalf through a Power of Attorney. This document must be notarized and submitted along with the other incorporation documents.

Shareholders Agreement

A Shareholders Agreement is a contract between the company’s shareholders that outlines their rights and obligations. While not a legal requirement, it is highly recommended to have a Shareholders Agreement in place to avoid any disputes that may arise in the future.

Certificate of Commencement of Business

If the company plans to commence business immediately after incorporation, obtaining a Certificate of Commencement of Business may be required. The ROC issues this certificate and confirms that the company has complied with all legal requirements for starting business operations.

Trademark Registration

If the company plans to use a unique name or logo, it must be protected through trademark registration. It can help prevent others from using a similar word or symbol and can also add value to the company in the long term.

Tax Registration

Depending on the jurisdiction in which the company is incorporated, it may be required to register for various taxes such as GST, VAT, or corporate tax. It will ensure the company complies with local tax laws and regulations.


The company must also obtain a Permanent Account Number (PAN) and a Tax Deduction and Collection Account Number (TAN) from the Income Tax Department. The PAN is required for all financial transactions, and the TAN is required for tax deducted at source (TDS) and tax collected at source (TCS).

Certificate of Incorporation

Once all the necessary documents have been submitted to the Registrar of Companies (ROC) and verified, the ROC will issue a Certificate of Incorporation. This certificate confirms that the company has been legally incorporated and is now a private limited company.

Once the necessary documents have been prepared and submitted, there may be a waiting. Period for the company to be officially registered. It can vary depending on the jurisdiction and the complexity of the company structure. During this waiting period, it is essential to take the necessary steps to set up the company’s operations. Such as opening a bank account and obtaining any required licences or permits.

Additionally, it is crucial to maintain proper documentation and compliance with legal requirements after the company has been successfully registered. It may include maintaining accurate financial records, holding regular shareholder meetings, and filing annual reports and tax returns.

In Conclusion, Forming a private limited company involves several essential documents that must be prepared and submitted accurately and timely. A successful incorporation process can be achieved by ensuring that all necessary documents are in place. Additionally, it is essential to remember that additional copies may be required depending on the specific requirements of. The company and the jurisdiction in which it is incorporated. Seeking the advice of a qualified professional can help ensure that. All legal requirements are met and that the company is set up for success.

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