Short Answer
Below are the required documents for Indian businesses
Certificate of Incorporation: Legally allotted certificate by gov. to verify company incorporation.
Articles of Association
Alternative: Memorandum of Association (MOA).
Corporate Structure
Alternative: Shareholder Agreement or Partnership Deed.
Director Structure:
Primary Document: MOA, AOA, or Director Structure Document
Alternative: Form DIR-12.
Proof of Address: Copy of bank statement not older than 3 Months from date of KYB initiation.
Long Answer- Company
Here is the detailed list of requirements for KYB of companies:
Certificate of Incorporation (COI)
What it is: The official document issued by the Ministry of Corporate Affairs (MCA) upon registering a company. It certifies that the company is legally incorporated in India.
Where to obtain: Downloadable from the MCA portal using the company’s CIN (Corporate Identification Number).
Articles of Association (AOA)
What it is: Defines the company’s internal rules, governance structure, and operational framework. It governs the relationship with shareholders and outlines their rights.
Where to obtain: Filed during incorporation and available via the MCA portal.
Alternative:
Memorandum of Association (MOA): May be submitted if the AOA is unavailable.
Corporate Structure
What it is: Lists all shareholders and their ownership percentages, establishing the ownership structure of the company.
Where to obtain:
Shareholder Register: Maintained as part of the company’s statutory records.
Register of Members: Available from the MCA portal or maintained internally by the company.
Alternative:
Shareholder Agreement: Formal agreement signed by all shareholders detailing ownership percentages.
Director Structure
What it is: Outlines the list of directors, their roles, and responsibilities.
Where to obtain:
Form DIR-12: Filed with the MCA whenever directors are appointed, resigned, or changed.
Board Resolution: Confirms the appointment of directors and their roles.
Alternative:
Declaration: Signed by the company’s secretary listing all directors and their responsibilities.
Proof of Address (POA)
What it is: Confirms the company’s registered address.
Accepted Document:
Bank Statement: Must include the company’s name, registered address, and a transaction dated within the last 90 days.
Where to obtain: Directly from the company’s bank.
Alternative (in specific cases):
GST Registration Certificate
Utility Bill: Electricity, water, or telephone bill (not older than 90 days).
Shareholder/UBO Information
What it is: Details about shareholders and Ultimate Beneficial Owners (UBOs) holding significant ownership (more than 10%).
Required Documents:
Proof of Identity: Passport, Aadhaar card, or PAN card.
Proof of Address: Bank statement, utility bill, or lease agreement (not older than 90 days).
Where to obtain: Provided directly by the shareholders or UBOs.
Representative Information (Optional)
What it is: Details of the person authorized to act on behalf of the company (e.g., director or authorized signatory).
Required Documents:
Proof of Identity: Passport, Aadhaar card, or PAN card.
Proof of Address: Bank statement, utility bill, or lease agreement (not older than 90 days).
Where to obtain: Prepared and certified internally by the company.
Directors Information
What it is: Identity and address details of all directors.
Required Documents:
Proof of Identity: Passport, Aadhaar card, or PAN card.
Proof of Address: Bank statement, utility bill, or lease agreement (not older than 90 days).
Where to obtain: Submitted directly by the directors.
Sole Proprietorship:
Below are the documents required for KYB Sole-proprietor:
Business Registration (Any ONE):
Shop & Establishment License
MSME Registration (Udyam)
GST Registration Certificate
Trade License
Proof of Business Address:
Bank Statement showing business address (not older than 3 months)
Ultimate Beneficial Owner (UBO) Details:
PAN Card
Aadhaar Card
Recent photograph
Personal Address Proof: Bank Statement (not older than 3 months)
Submission Notes
Certification:
All documents must be signed and stamped by the company secretary, authorized signatory, or director where applicable.
Attested copies should be submitted for government-issued documents.
File Format: Clear scanned copies in PDF.
Language: All documents must be in English. If not, a certified translation must be provided.