How to Download an Incorporation Certificate: 6 Easy Steps

Successfully registering your company or LLP is a major milestone. But what happens when you need official proof of your registration? The Certificate of Incorporation (COI) officially confirms that your company meets all statutory requirements and is authorised to operate under the law. But where to get this COI and how to download it? Well, this guide walks you through 6 easy steps to download your Certificate of Incorporation through the prescribed process. So, let’s get started with today’s blog.

Incorporation Certificate: What Is It?

A Certificate of Incorporation (COI) is issued by the Registrar of Companies (ROC) under the Ministry of Corporate Affairs (MCA) as per Section 7(2) of the Companies Act, 2013. It officially confirms that your business has its own separate legal identity, which is distinct from its members/shareholders.

Further, it serves as official proof that your company has been incorporated legally and is also recognised by the Registrar of Companies (RoC). Once incorporated, the company acquires a separate legal identity and can conduct business activities in its own name in accordance with applicable laws. The Certificate of Incorporation confirms that the company has been incorporated as a separate legal entity capable of owning property, entering into contracts, suing, and being sued in its own name.

Further, the Certificate of Incorporation issued by the Registrar of Companies serves as conclusive evidence that the company has been incorporated in accordance with the Companies Act, 2013.

5 Reasons to Download Certificate of Incorporation

Downloading your Certificate of Incorporation is not only crucial but also highly required for proving the official identity and structure of your business, verifying your CIN number, and for other vital compliance and funding purposes. 

Below, we have mentioned the top 5 reasons to download the Certificate of Incorporation.

1. If you want to open a corporate/business bank account, the bank will require your COI as a mandatory KYC document
2. The COI validates your business’s registration with the RoC, required for Income Tax and GST Filings
3. It serves as solid proof of your business's legal status during contract drafting and tender bidding.
4. Most of the investors, auditors, or consultants require your COI to approve funds for your business. 
5. You need your COI to apply for trade licenses, state-level subsidies, or Startup India benefits. 

Essentially, a COI acts as a foundational document that quickly validates and verifies your business details and ensures that it meets industry compliance standards.

4 Prerequisites for Downloading the Certificate of Incorporation

To download the incorporation certificate online, you need to make sure that you have access to these 4 specific prerequisites.

1. Login Credentials

To download the Certificate of Incorporation, you must have a registered Business User account on the official MCA portal. Also, ensure that you know your Username and Password, and have access to the registered email/mobile number for OTP authentication.

2. Company Identifiers [for General Public]

To locate and download the correct incorporation certificate, keep your Corporate Identification Number (CIN) or the exact registered company name handy. These details help identify the correct company record on the MCA portal. If your business is registered as a Limited Liability Partnership (LLP), you will need the Limited Liability Partnership Identification Number (LLPIN) to search for the relevant records.

3. SRN [for Registered Owner/Company Members]

An SRN (Service Request Number) is a unique acknowledgement number generated by the MCA for every successful filing or service request made through its portal. It helps identify your transaction and allows you to track the status of applications and access certain MCA services, wherever applicable. If the service you are using requires an SRN, ensure you have the correct number available before proceeding. 

4. Updated Web Browser

Your web browser should be updated for incorporation certificate download. Preferably, you should use an updated and compatible web browser and make sure your pop-up blockers are disabled and that you have cleared your cache for a smoother experience.

Now, here is something to keep in mind.

Though you can download the standard digital PDF for absolutely free at the time of initial issuance, you might have to pay a processing fee if you want to download extra certified copies later. 

6 Steps to Download Certificate of Incorporation (CIO)

If you are the registered company owner or one of the members, downloading a digitally signed CIO is extremely easy if you follow the right steps. Below, we have mentioned 6 steps for a streamlined downloading experience. 

Step 1: Log in to the MCA Portal

Start by visiting the official MCA website and enter your user ID and password.

Step 2: Navigate to “Services”

Next, navigate to the “MCA Services” tab and click on " Get Certified Copies." (Will be visible once you are done with company registration)

Step 3: Locate Your Company

Once the dialogue box opens in front of you, search for your entity using the CIN number.

Step 4: Select the Document and Year

Next, select “Certificate of Incorporation” for the relevant year.

Step 5: Specify Page Range and Number of Copies

Mention the range of pages that you want to certify and the number of copies required.

Step 6: Download Your COI

Next, click on “Download“ to get a digitally signed PDF of your COI. Usually, the standard digital copies are available to download for free initially.

Use The “View Public Documents” Feature

If you are not the registered owner or a company member, you can still download your COI using the “View Public Documents” option on the MCA portal.

For that, you need to follow the below-mentioned steps.

• Log in to the official MCA portal with your registered credentials (user ID and password)
• Click on MCA Services→Document Related Services→ View Public Documents 
• Enter the specific company name/ the CIN number in the allotted space
• Next, click on “Search”
• Navigate to the “Document” category
• Select “Certificates” and the year of incorporation
• Now you should find the COI/other associated incorporation documents (INC-32 forms or SPICe)
• Tick the checkbox next to the document you want to download
• Click on the “Add this Company to Cart” option
• Applicable government fees, if any, are prescribed by the MCA and may change from time to time.
• Once your payment is confirmed, the company file should appear in “My Workspace” under the “Documents” tab
• Click on “Download” to get e-copies of the public records, including the COI and MOA/AOA 

3 Things to Keep in Mind When You Download A Certificate of Incorporation

The process of downloading the incorporation certificate is quite easy. However, while doing it, you need to keep a few things in mind.

• Once you start downloading or viewing your COI, you must download all your desired documents within 3 hours, as your access will only remain active during that period.
• Any file or document you download will remain in your workspace for only 7 days. After that, they will be removed.
• The 100 fee that you will pay will provide you with access to view and download all documents listed under the specific company’s categories.

Get Started Now

Whether you are setting up banking relationships, applying for licenses, or finalising commercial contracts, having quick access to your COI is important. The original Certificate of Incorporation is issued electronically upon successful incorporation. Additional certified copies or document access may be subject to applicable MCA fees.

So, what are you waiting for?

Download yours now, and if you have any queries or doubts regarding this, leave a comment below. We will get back to you with the right solution.

Disclaimer-

This article is intended solely for general informational purposes and should not be construed as legal, financial, or professional advice. Online Legal India provides facilitation and documentation assistance for company registration and related compliance services. Issuance of the Certificate of Incorporation is solely at the discretion of the Registrar of Companies under the concerned government authority

Frequently Asked Questions

Q1. Is the Certificate of Incorporation download process free?

Ans: Yes, you can download the e-COI upon initial company approval for free. However, you need to pay a nominal fee for requesting the hard copy of your COI or other certified copies via the MCA portal.  

Q2. What are the documents or details required for incorporation certificate download?

Ans: The basic prerequisites for Certificate of Incorporation download include your MCA login credentials, the specific year of filing, and the CIN number/SRN number (if you are the registered owner/company member)/LLPIN. (if you own an LLP)

Q3. How do I access past incorporation documents or the lost certificates?

Ans: You can either utilise the View Public Documents feature or the Get Certified Copies option on the MCA dashboard to retrieve the lost forms/past incorporation documents. 

Q4. How long does it take to get the COI after filing?

Ans: The processing timelines depend upon successful verification of documents and approval by the Registrar of Companies.

Q5. Is there a way to verify the authenticity of the COI I downloaded?

Ans: The certificate can be verified with the use of the CIN and digital signature available on the MCA-issued document.