Documents for Registering Different Types of Companies in India

Starting a business in India begins with selecting the right company structure and ensuring that all legal documents are in place for registration. Whether you are an aspiring entrepreneur or a growing business, understanding the documents required to register different types of companies is crucial to ensure a smooth setup process.

This guide breaks down the essential documentation needed for registering various types of business entities under the Companies Act 2013, including Private Limited Company, Public Limited Company, One Person Company (OPC), Limited Liability Partnership (LLP), and Sole Proprietorship.

1. Private Limited Company (Pvt Ltd)

A Private Limited Company is the most preferred business structure among startups and MSMEs due to limited liability, a separate legal identity, and easier access to funding. For a private limited company registration, you need to fulfil the following criteria and documents. Let’s learn.

Eligibility:

• Minimum 2 directors and 2 shareholders
• At least one director must be an Indian resident

Documents Required:

A. For Directors and Shareholders:

• PAN Card (mandatory for Indian nationals)
• Identity Proof (Aadhaar Card, Passport, Voter ID, or Driving License)
• Address Proof (Latest bank statement, utility bill, or telephone bill)
• Passport-size photograph
• Email ID and Mobile Number
• Digital Signature Certificate (DSC) for all directors
• Director Identification Number (DIN) (can be obtained with company registration)

B. Registered Office Proof:

• Electricity or Water Bill (not older than 2 months)
• Rent Agreement (if rented property)
• No Objection Certificate (NOC) from property owner

C. Other Documents:

• MOA (Memorandum of Association)
• AOA (Articles of Association)

2. Public Limited Company

Public Limited Company can raise capital from the public by issuing shares. They require a more extensive compliance framework.

Eligibility:

• Minimum 3 directors and 7 shareholders
• No upper limit on shareholders
• At least one Indian resident director

Documents Required:

A. For Directors and Shareholders:

• PAN Card
• Identity Proof (Aadhaar, Passport, Voter ID, etc.)
• Address Proof
• Passport-size photograph
• Email ID and Mobile Number
• DSC and DIN for all directors

B. Registered Office Documents:

• Electricity/Water/Telephone Bill
• NOC from owner
• Rent Agreement (if applicable)

C. Other Documents:

• MOA and AOA
• Declaration of compliance (INC-8)
• List of subscribers and directors
• Affidavits and declarations from subscribers and directors

3. One Person Company (OPC)

Ideal for solo entrepreneurs, an OPC allows a single person to enjoy the benefits of limited liability and separate legal status.

Eligibility:

• Only one shareholder and one nominee
• Director and shareholder can be the same person
• The nominee must be an Indian citizen and resident

Documents Required:

A. For the Sole Director/Shareholder:

• PAN Card
• Identity Proof
• Address Proof
• Photograph
• Email and Phone Number
• DSC and DIN

B. For the Nominee:

• PAN Card
• Identity and Address Proof
• Consent form from the nominee (INC-3)

C. Registered Office Proof:

• Utility bill + NOC + Rent agreement (if applicable)

D. Other Documents:

• MOA and AOA
• Declaration by subscriber and director

4. Limited Liability Partnership (LLP)

An LLP is a hybrid structure that offers the operational flexibility of a partnership and the benefits of limited liability.

Eligibility:

• Minimum 2 designated partners
• At least one partner must be an Indian resident

Documents Required:

A. For Partners:

• PAN Card
• Identity Proof (Aadhaar/Passport/Voter ID)
• Address Proof
• Photographs
• Email and Contact Number
• DSC for all designated partners

B. Registered Office Documents:

• Utility bill (Electricity, Gas, or Water)
• Rent Agreement (if applicable)
• NOC from property owner

C. Other Documents:

• LLP Agreement (drafted on stamp paper)
• Subscriber Sheet and Consent Letters
• Form 9 – Consent to act as Designated Partner

5. Sole Proprietorship

A Sole Proprietorship is the simplest and most cost-effective business model. It’s not governed by any specific registration law but still requires licenses to operate legally.

Documents Required:

A. Identity and Address Proof of Proprietor:

• PAN Card
• Aadhaar Card
• Voter ID or Passport
• Bank statement

B. Business Address Proof:

• Utility bill or rent agreement
• NOC from owner (if not self-owned)

C. Business Registrations (Any one or more of the following):

• GST Registration
• Shops and Establishment License
• Udyam (MSME) Registration
• Professional Tax Registration
• Trade License (from local municipal authority)

D. Bank Account Opening:

• Business registration proof (like GST certificate)
• Letterhead with business seal
• PAN of proprietor and entity (if applicable)

6. Documents Required for a Partnership Firm

A Partnership Firm is a business structure where two or more individuals come together to carry on a business and share profits or losses in a predefined ratio. It's governed by the Partnership Deed and, optionally, by registration under the Registrar of Firms (ROF).

Eligibility Criteria:

• Minimum 2 partners (maximum 50 as per the Companies Act provisions)
• Partners must be competent to contract (i.e., adults of sound mind and not disqualified by law)
• A Partnership Deed must be created
• Registration is optional but recommended

Documents Required to Register a Partnership Firm

A. For All Partners:

• PAN Card of each partner (mandatory)
• Identity Proof (Aadhaar Card / Passport / Voter ID / Driving License)
• Address Proof (Latest utility bill / bank statement)
• Passport-size Photographs
• Email ID and Mobile Number

B. For the Registered Office:

• Electricity or Utility Bill (not older than 2 months)
• Rent Agreement (if rented property)
• No Objection Certificate (NOC) from the property owner

C. Partnership Deed:

This is the most critical document and must include:

• Firm Name and Address
• Nature of Business
• Details of all partners (name, address, capital contribution, profit-sharing ratio)
• Duration of Partnership (if any)
• Roles, duties, and responsibilities
• Clauses related to retirement, death, dispute resolution, etc.

The deed must be printed on stamp paper of appropriate value (as per the state law) and notarized.

D. Other Documents (for Registration with ROF):

If you wish to register the partnership firm with the Registrar of Firms, you’ll need:

• Application Form 1 (for registering the firm)
• Certified copy of the Partnership Deed
• Affidavit declaring the intention to form the partnership
• Proof of principal place of business
• PAN card of the firm (Apply after deed notarization)
• Partnership Registration Certificate (issued after approval)

Comparison Table: At a Glance

Final Tips before Registration

• All identity and address proofs must be self-attested by the respective partners.
• The Partnership Deed should clearly state the rights and obligations to avoid future conflicts.
• While unregistered firms are legally allowed, they cannot enforce certain contractual rights in court.
• Apply for a PAN card in the firm’s name after the deed is notarised.
• If seeking government tenders, loans, or GST registration, partnership registration is recommended.

7. Section 8 Company (Non-Profit Organisation)

To register a Section 8 Company in India under the Companies Act, 2013, the following eligibility conditions must be fulfilled:

1. Charitable Purpose:
   The company must be formed for one or more of the following objectives:
   • Promotion of commerce, art, science, sports, education, research, social welfare, religion, charity, or environmental protection.
   • Any other object that promotes general public utility.
2. Non-Profit Motive:
   • The company must intend to apply its profits or income solely toward promoting its objectives.
   • It must not distribute dividends to its members.
3. Minimum Members:
   • Private Section 8 Company: Minimum 2 directors and 2 shareholders.
   • Public Section 8 Company: Minimum 3 directors and 7 shareholders.
   • At least one director must be an Indian resident.
4. Approval from Central Government:
   • Requires approval from the Registrar of Companies (ROC) on behalf of the Central Government, which is granted through the issuance of a license.

Documents Required to Register a Section 8 Company

A. For Directors and Shareholders:

• PAN Card (mandatory for Indian nationals)
• Passport (mandatory for foreign nationals)
• Identity Proof: Aadhaar Card / Voter ID / Passport / Driving License
• Address Proof: Recent bank statement / utility bill / telephone bill (not older than 2 months)
• Passport-size Photograph
• Email ID and Mobile Number
• Digital Signature Certificate (DSC) – mandatory for all directors
• Director Identification Number (DIN) – can be applied for during incorporation

B. For the Registered Office:

• Utility Bill (Electricity / Gas / Telephone – not older than 2 months)
• Rent Agreement (if the premises are rented)
• NOC (No Objection Certificate) from the property owner

C. Company-Specific Documents:

• MOA (Memorandum of Association) – must specify charitable objectives
• AOA (Articles of Association) – internal governance rules
• Name Approval Letter (from MCA via SPICe+ Part A)
• Declaration in Form INC-14 – by a practicing professional (CA/CS/Advocate)
• Declaration in Form INC-15 – by each director
• Consent to act as Director (Form DIR-2)
• Affidavit and Declaration (Form INC-9) – from subscribers and directors
• Projected Financial Statements – estimated income and expenditure for 3 years
• Detailed Activity Plan or Project Report – highlighting how objectives will be achieved

Comparison Table: Document Requirements at a Glance

Final Tips Before You Register

• Self-attest all identity and address proofs.
• Ensure all documents are up-to-date and consistent (same name/spelling on all IDs).
• Foreign nationals must submit notarized and apostilled documents.
• DSC and DIN are mandatory for companies and LLPs.
• Seek help from a professional or legal advisor for preparing MOA, AOA, and agreements.

Conclusion

Registering a company in India involves more than just paperwork—it’s the foundation of your legal business identity. Having all the required documents ready not only speeds up the process but also ensures compliance with the Ministry of Corporate Affairs (MCA) and other regulatory bodies.

Whether you're launching a startup, expanding your business, or formalizing your freelance work, choose the right structure and gather the documents beforehand to make your journey smoother.

If you need expert help with company registration or document preparation, feel free to reach out to Online Legal India—we’re here to assist at every step.