Step By Step Registration Process of Private Limited Company

In India, registering a Private Limited Company is one of the most preferred and reliable ways to start a business. This structure offers a perfect blend of limited liability protection for its shareholders and enhanced credibility among investors, clients, and financial institutions.

A private limited company is recognized as a separate legal entity with perpetual succession, which means it can continue to exist regardless of changes in ownership. It has the legal capacity to own property, enter into contracts, and conduct business in its own name.

The company is registered online through the Ministry of Corporate Affairs (MCA) portal and is regulated under the Companies Act, 2013. The registration process is fully digital, more affordable, hassle-free and includes essential steps such as obtaining Digital Signature Certificates (DSC), applying for company name approval, drafting incorporation documents, and submitting the SPICe+ form along with required attachments to the Registrar of Companies (ROC).

In this article, we’ll walk you through the entire step-by-step registration process of a Private Limited Company in India, the required documents, the cost and time involved, and post-incorporation compliances.

Table of Contents

What is a private limited company?

A Private Limited Company is a popular business structure in India that offers multiple benefits such as limited liability protection, flexible ownership, better access to capital and legal identity and credibility. It allows up to 200 shareholders, making it ideal for startups and growing businesses seeking a formal, credible, and scalable legal entity.

This structure separates personal assets from business liabilities and ensures smoother fund raising while maintaining control within a private group.

Step-by-step registration process of a private limited company in India

Are you looking to register a private limited company in India? Here is the step-by-step registration process of Private Limited Company.

Step 1: – Obtain Digital Signature Certificate (DSC)

Step 2: – Name Approval (Form Spice+Part A)

Step 3: – Spice+ Part B along with E-MOA and E-AOA with Agile and INC-9 Form

Step 4: – Certificate of Incorporation

STEP 1: – Obtain DSC (Digital Signature Certificate)

The first step in the Private Limited Company registration process in India is to obtain Digital Signature Certificate(s)[DSC(s)]. Since the entire company incorporation process is online, DSC is mandatory for signing electronic documents submitted to the Ministry of Corporate Affairs (MCA).

All proposed subscribers to the Memorandum of Association (MOA) and Articles of Association (AOA), must obtain a valid Class 3 DSC from a government-recognized certifying authority.

Bonus Tip: Apply for your DSC early to avoid delays in the registration timeline. You’ll need it throughout the incorporation and for future ROC filings as well.

STEP 2: -Name approval

There are two options available to get the name approved by the MCA.

Option 1: -Reserving the name via Part-A of the SPICe+ Form

To simplify the company name reservation process, the Ministry of Corporate Affairs (MCA) has introduced the SPICe+ (Simplified Proforma for Incorporating Company Electronically Plus) web-based form. Under Part-A of SPICe+, applicants can propose two names for their Private Limited Company, along with one opportunity for re-submission (RSUB) if the initial names are rejected. The proposed main objects of the private company shall be attached with the application.

If the proposed names are too similar to an existing company, LLP, or trademark, or do not comply with the Companies (Incorporation) Rules, 2014, the application may be rejected and must be refiled with the prescribed fee.

Once approved, the company name is reserved for 20 days, during which the applicant must proceed to complete the incorporation process by filing Part B of the SPICe+ form.

Option 2: – Name approval by filing Part-A and Part-B of the SPICe+ Form together

Another efficient way to register a Private Limited Company in India is by filing Part-A and Part-B of the SPICe+ form together. This combined application allows you to apply for name approval and incorporation in one go, saving both time and effort.

In this method, you can propose one company name, and if it’s rejected, you get two free re-submission of the same form with no extra government feesfor the second and third attempt. This makes it a cost-effective alternative to filing for name reservation separately.

The entire process, starting from name approval to incorporation typically be completed within 7–10 working days, provided documents and details are in order.

Step 3: – Filing of Spice+ PART B FORM

Part B of the SPICe+ (INC-32) form is the core component of the Private Limited Company registration process in India, enabling a web-based, integrated, and streamlined application for multiple mandatory registrations in one go. This digital process is designed to simplify incorporation and reduce paperwork for new businesses.

With a single SPICe+ application, you can apply for:

Allotment of DIN (Director Identification Number)
Company name reservation
Incorporation of the company
PAN & TAN (mandatory)
EPFO registration (mandatory)
ESIC registration (mandatory)
Professional Tax Registration (only in Maharashtra)
Bank account opening (mandatory)
GST registration (optional)

The point to note here is that a DIN (Director Identification Number) is automatically allotted to up to three directors through the SPICe+ (INC-32) form. If more than three directors don’t have DIN, the company must be incorporated with three directors, and others can be added later via MCA filings.

The SPICe+ form also allows real-time data validation, and once Part-A and Part-B are completed, the information auto-populates linked forms such as AGILE-PRO, E-MOA, E-AOA, INC-9, and others as applicable.

As part of the Private Limited Company registration in India, filing the E-MOA (Electronic Memorandum of Association) and E-AOA (Electronic Articles of Association) is a mandatory step. These digital forms, introduced by the Ministry of Corporate Affairs (MCA), simplify and digitize the documentation process.

The E-MOA defines the company’s objectives and scope, while the E-AOA outlines the internal rules, responsibilities, and governance structure of the company. Filing these forms electronically speeds up the approval process and ensures compliance with the Companies Act, 2013.

All these forms must be downloaded in PDF, digitally signed (DSC) by the applicant(s) and a professional certifier (Chartered Accountant, Company Secretary, Cost Accountant, or Advocate), and then submitted online for approval.

Step 4: – Certificate of Incorporation

Once the SPICe+ form is submitted and approved, the Registrar of Companies (ROC) issues the Certificate of Incorporation (COI) along with the Company Identification Number (CIN). This certificate also includes the PAN and TAN of the company, which are auto-generated and issued by the Income Tax Department.

The certificate of incorporation is sent via email along with digital copies of PAN and TAN.

The Certificate of Incorporation is an essential document for opening a bank account, applying for licenses, entering into contracts, and commencing business operations legally.

The issuance of the Certificate of Incorporation completes the company registration process and empowers the promoters to begin business as a legally recognized entity.

What documents are needed for private limited company registration?

A well-organized and error-free document submission is essential for a smooth and speedy Private Limited Company registration in India. Submitting all required documents in the correct format not only ensures compliance with Ministry of Corporate Affairs (MCA) guidelines but also helps accelerate the approval process.

Here’s a list of the key documents typically required to register a Private Limited Company in India:

For Registered Office

Proof of ownership (if the office is owned). The ownership proof shall be any utility bill (latest copy of electricity bill, water bill, gas bil,l or telephone bill)
Rent agreement (if rented).
No-Objection Certificate (NOC) from the property owner

Where director(s) and subscriber(s) are Indian Nationals

PAN card
Residential proof (Aadhar/ Any Utility bill not older than 2 months/ Bank statement not older than 2 months)
ID Proof (Voter Identity Card/Passport/Driving License/Aadhaar)
Recent passport-sized photograph

Where the director/subscriber is a foreign National

Passport
Address The Address proof shall be either a bank statement or any utility bill not older than 60 days.
Apostilled/Notarized documents required
FDI compliance (if required) under FEMA

How much time and money does it take to register a private limited company?

The whole process for registration of private limited company takes typically ten working days, if all the documents are in order. However, with MCA, all paperwork is consolidated into a single application form, making the process of incorporating a company quick these days.

The cost of Private Limited Company registration may vary depending on factors such as the number of directors, authorized capital, stamp duty of the respective state, and professional fees.

What are the mandatory post-incorporation compliances for a private limited company in India?

Open a Bank Account and deposit capital
Issue Share Certificates within 60 days
Appoint an Auditor within 30 days of incorporation
File Commencement of business within 180 days of incorporation.
File for the address of the registered office within 30 days of incorporation, if a temporary correspondence address was provided at the time of incorporation.

Frequently Asked Questions

Q-1 What is the minimum number of directors required to register a private company in India?

A-1 At least 2 directors are required, one of whom shall be an Indian resident.

Q-2 Can the private company be incorporated with a residential address?

A-2 Indeed. For incorporation, the business must present proof of address. However, the Ministry of Corporate Affairs (MCA) permits a residential address to serve as the registered address for the business. As a result, any address can be given as a registered address.

Q-3 Can the same person be both a director and a member of a company?

A-3 Yes, a single individual can be both a director and a member (shareholder) of a company. In fact, in a private limited company, it is quite common for the same person to perform both roles, especially in closely held or small businesses. This dual role ensures greater control and flexibility in managing the company.

Q-4 Is it mandatory to provide a registered office address at the time of company incorporation?

A-4 It is compulsory to provide the registered office address at the time of incorporation. This address serves as the official correspondence address of the company, where all legal notices and communications from regulatory authorities are sent. However, if the address is not available at the time of incorporation, companies can opt for incorporation with a temporary address and are required to furnish the permanent registered office address within 30 days of incorporation by filing the INC-22form with the Registrar of Companies (ROC).

Q-5 How are PAN and TAN communicated to the user once SPICe+ INC-32 is accepted?

A-5The Certificate of Incorporation (COI) will be issued with a valid PAN and TAN as assigned by the Income Tax department upon receipt of SPICe+ forms. The applicant will receive an email with the COI attached, along with their PAN and TAN. Since the need for a laminated card for PAN has been eliminated, the PAN and TAN in the email shall remain valid.

Q-6 What is the minimum capital required to incorporate a private company?

A-6 There is no such requirement for minimum capital. The Companies Amendment Act, 2015 removed the words “of one lakh rupees or such higher paid-up share capital” relating to Private Limited Company, thereby necessitating NO minimum capital requirement for starting a private limited company.