Documents Required to Start a Company in India, a Complete Guide

Starting a company in India is not just about having a business plan and capital. It requires proper legal documentation to ensure your business is recognised by the government and operates in compliance with the Companies Act, 2013. The documents required to start a company serve as proof of identity, address, and business structure, enabling you to get a Certificate of Incorporation from the Ministry of Corporate Affairs (MCA).

Without these documents, your application may face delays, rejections, or compliance issues in the future.

Regulatory Framework for Company Registration

The Companies Act, 2013 governs the incorporation of companies in India. The MCA, through the Registrar of Companies (RoC), verifies and approves all applications. The process is entirely online, using the SPICe+ (Simplified Proforma for Incorporating a Company Electronically) form, which integrates name reservation, incorporation, PAN, and TAN applications.

Categories of Documents Required

The documentation for starting a company can be divided into three main categories:

Identity Proof of Directors and Shareholders

Acceptable ID proofs include:

  • PAN Card – Mandatory for all Indian nationals; used for tax identification.
  • Passport – Mandatory for foreign nationals; also accepted for Indian directors as additional proof.
  • Voter ID / Driving Licence / Aadhaar Card – As supplementary identification.

Address Proof of Directors and Shareholders

Must be recent (issued within the last 2–3 months) and can include:

  • Bank Statement
  • Electricity Bill
  • Telephone Bill
  • Aadhaar Card (if address matches current residence)

Proof of Registered Office Address

Your company must have a registered office for official correspondence. Required proofs:

  • Electricity Bill / Water Bill / Gas Bill (recent)
  • Property Tax Receipt
  • Rent Agreement (if rented) along with NOC (No Objection Certificate) from the owner

Additional Legal Documents for Incorporation

Apart from basic ID and address proofs, the following are essential:

  • Memorandum of Association (MoA) – A legal document that defines the company’s objectives, scope of activities, and relationship with shareholders.
  • Articles of Association (AoA) – Rules and regulations for managing the company’s internal affairs.
  • Declaration by Directors – Form INC-9 confirming compliance with the Companies Act.
  • Digital Signature Certificate (DSC) – An electronic signature required for online filing of incorporation forms.
  • Director Identification Number (DIN) – A unique identification number allotted to directors.

Step-by-Step Process to Submit Documents

  1. Gather All Required Documents – ID, address proofs, and business-related documents.
  2. Obtain DSC and DIN – Mandatory before filing incorporation forms.
  3. File SPICe+ Form Online – Upload scanned, self-attested documents.
  4. Pay Government Fees & Stamp Duty – Based on the state of incorporation.
  5. Verification by MCA – The RoC checks the authenticity of documents.
  6. Receive Certificate of Incorporation – Along with PAN and TAN allotment.

Common Mistakes to Avoid in Documentation

  • Using mismatched names across different documents.
  • Submitting expired address proofs.
  • Not obtaining a NOC from the property owner for a rented office.
  • Poor quality or unreadable scanned copies.

Benefits of Having Proper Documentation

  • Smooth Approval Process – Reduces chances of rejection.
  • Legal Compliance – Ensures adherence to statutory requirements.
  • Banking and Taxation – Enables you to open a current account and file taxes.
  • Investor Readiness – Helps in fundraising and partnership agreements.

FAQs – Documents Required to Start a Company

  1. Do I need original documents for registration?
    No, scanned self-attested copies are required for online filing, but originals must be available for verification if needed.
  2. Is PAN card mandatory for all directors?
    Yes, for Indian nationals; foreign nationals must provide a valid passport.
  3. Can I use my home address as the registered office?
    Yes, provided you have ownership proof or a NOC from the owner.
  4. What if my address proof is older than 3 months?
    It will be rejected; provide the latest document.
  5. Can a single person start a company?
    Yes, under the One Person Company (OPC) structure.
  6. Do foreign nationals need different documents?
    Yes, they need notarised/apostilled copies of their ID and address proofs.
  7. Is DSC mandatory for all directors?
    Yes, for signing and submitting incorporation forms online.
  8. Can I change my registered office after incorporation?
    Yes, by filing Form INC-22 with the RoC.
  9. How many days does it take to get incorporation after submitting documents?
    Typically 3–7 working days, depending on document verification.
  10. What is the cost of obtaining these documents?
    Most ID proofs are already available; additional costs apply for DSC, stamp duty, and government fees.

Need Help Preparing Your Documents to Start a Company?

Let Tradeviser’s Expert Consultancy Services handle everything from verifying your ID proofs to filing your incorporation application with the MCA. Our experts ensure accuracy, compliance, and timely approval so you can focus on growing your business. Contact us today for a hassle-free start to your entrepreneurial journey.