Private Company Statutory Registers and Records Checklist
Maintain member, director, charge, contract and ownership records continuously.
Maintain member, director, charge, contract and ownership records continuously. Use the sections below to understand the practical decisions, records and compliance points before taking action.
Registers are continuous records
Do not reconstruct registers only during annual filing. Update members, directors, charges, contracts, loans and other applicable records when events occur.
Keep share records aligned
Register of members, share certificates, allotments, transfers, beneficial ownership and annual return data should reconcile with capital and accounting records.
Maintain director and interest records
Track appointments, resignations, DIN, KYC, disclosures, related entities and meeting participation with source forms and declarations.
Record contracts and related parties
Maintain applicable contracts or arrangements, approvals and interested-party information alongside accounting disclosure.
Control minutes and custody
Use secure numbered minute books, authorised custody and inspection controls for board, committee and member proceedings.
Reconcile to MCA master data
Periodically compare internal registers with MCA master data, filed forms and public documents and correct discrepancies through the proper route.
Official References
Rules and portal requirements can change. Review the current official material relevant to the proposed company.
This article provides general information and is not a substitute for legal, tax or investment advice. Applicability should be reviewed for the proposed entity and current law.