MCA 21 envisages electronic filing of documents and paperless

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MCA 21 envisages electronic filing of documents and paperless Powered By Docstoc
					The first step - OBTAIN A DIN /Director Identification Number


An existing Director/ person intending to become a Director is required to make an
application to MCA for allotment of a unique identification, namely, Director
Identification Number (DIN). It is intended to be a lifetime number. For obtaining DIN,
form DIN1, requiring personal details such as name, address, and email ID of the person
making an application, is required to be filled in. There is a fee of Rs. 100/ for application
for allotment of DIN. On submission of of form DIN1 online, applicant shall be allotted a
provisional DIN and then he/ she is required to pay the requisite fees with reference to the
provisional DIN obtained. The applicant shall be required to take a printout of the
submitted eForm and will have to attach proof identity, proof of residence, proof of
father’s name, proof of date of birth and photograph. The applicant shall be required to
sign the physical copies of the form and get these documents duly notarzed/ attested by
an approved authority. The applicant shall be required to send these documents along
with the proof of payment made for DIN application to MCA DIN Cell at Noida. On
receipt of these documents, the application will be scrutinised and on approval, the DIN
shall become active. The outcome of application (approval / rejection) shall be
communicated to the user through email. Also the applicant can enquire the application
status by quoting provisional DIN allotted at MCA portal.


DIN is a mandatory process for foreign directors too and is required while applying for
Form 1A [Name Availability Form]. A provisional DIN number is allotted instantly upon
uploading the required information on the MCA portal. Eureka, it works..

The process of obtaining a permanent DIN however takes approximately 4 weeks subject
of course to documents being in order. Form DIN-2 needs to be submitted to the MCA
along with the approved number of all companies of which they hold a director position.
DIN-3 attested by Company Secretary is required to be submitted to the concerned
Registrar of Companies (ROC).

The Second step - DSC/ Digital Signature Certificate

The Digital Signature Certificate (DSC) is another requirement. DSC may be applied
alongside applying for Company Name Availability for faster incorporation. The DSC
can be obtained from six private agencies authorized by MCA 21 (Ministry of Corporate
Affairs 21st century).

For the purpose of using the new electronic filing system under MCA 21 we must obtain
a Class II Digital Signature Certificate. Company directors submit the prescribed
application form along with proof of identity and proof of address. Each agency has its
own fee structure which ranges from INR 400 to INR 2650.

If the directors are foreign in origin, valid address proofs in the form of passport duly
notarised and photographs would need to be provided. A good CA is very necessary to
ensure that there are no undue delays.

Step three - Applying for Name Availability

Perceived to be a simple step, this can at several instances be time consuming. It is
advisable to go in for professional consultation before applying for name availability.
Everyone often feel that their chosen names would be made available to them as a matter
of course. This is NOT the case.

Firstly, caution must be exercised that the name is not generic., in the sense the name
must not be too general. For example Wipro technologies - while the name Wipro is just
fine, the Registrar of Companies (ROC) would take objection to the usage of
'technologies'. This is because the ROC is guided by an internal circular to the effect
which has come into effect post incorporation of most MNC's who tend to have generic

Secondly, a good CA would always suggest you to check informally at the ROC whether
a choice of name would be available. This is quite critical to hasten the process.

Thirdly, in case of a wholly owned subsidiary, if the choice of name bears the name of
the parent entity, it is always advisable to obtain an NOC from the parent entity to the
effect that it has no objection in the Indian subsidiary using the same name.

Fourthly, it is necessary to provide six names in the order of preference. It is necessary to
make an intelligent choice of names since the ROC is likely to grant the second choice if
the first does not fit the bill.

Step four -Memorandum & Articles to be stamped

Once a name is approved, the Memorandum of Association and Articles of Association
together with miscellaneous documents have to be filed within six months of the
approval. In practice, if the proposed name is available the same is granted within 2 or 3

The application should be accompanied necessarily by the following: (i) Unsigned copies
of the Memorandum of Association and Articles of Association. (ii) Payment receipt. The
copies submitted to the Superintendent of Stamps or to the bank for stamping should be
unsigned and no promoter or subscriber should have written anything on it by hand. The
Superintendent returns the copies, one of which is duly stamped, signed and embossed
evidencing the payment of the requisite stamp duty. The rate of stamp duty varies from
State to State. According to Article 10 and 39 of the Indian Stamp Act,1899, stamp duty
payable on memorandum of association and articles of association for a company to be
incorporated in Mumbai, Maharashtra is: AOA: Rs. 1000/- for every Rs.500,000/- capital
or part thereof subject to a maximum of Rs.50,00,000.00. Stamp duty for the MOA is
Rs.200.00 Once the Memorandum and the Articles of Association of the Company have
been stamped, the same is required to be signed by the Promoters of the Company
including commencing with the name and description, father’s name, address, occupation
and the number of shares subscribed for in their own handwriting which is duly
witnessed. After signing the documents are to be dated. Declaration form 1: On Rs 100
stamp paper

Final Steps - Documents to be presented to obtain the Incorporation Certificate

After the stamping of the MOA and AOA, 3 copies along with the following documents
are required to be scanned and uploaded on the MCA-21 Portal: - The stamped copies of
the MOA and AOA - Copy of the Form-32 along with the consent letters of the Directors
of the Company, who are appointed therein. - Form-1 - application and declaration for
incorporating of a Company and printed on non judicial Stamp paper worth INR 20. -
Form 18-evidencing the address proof of the Company. - Form-1A-evidencing the name
approval. - Copy of challan evidencing the fee with respect to above mentioned forms. -
Power of Attorney from the subscribers in favor of any person for making corrections on
their behalf in the documents and papers filed for registration .This must be on
nonjudicial stamp paper of INR 100. - Identification of the subscribers by way of copy of
driving license, passport, voters identity or ration card. These documents, in addition to
their online uploading, are also to be filed in original with the ROC. Once the documents
are uploaded and confirmation of payment of fee is received from the Bank by the ROC,
it processes the papers in order of their receipt. A software ensures that the queue can not
be jumped by ROC. The fees paid to the Registrar for registration are scaled according to
the amount of the authorized share capital of a company as stated in its memorandum.


The process of issuing a certificate of incorporation normally takes seven working days.
Pursuant to incorporation, TAN and other necessary registrations as required can be