Short Answer
Below are the required documents for Indian businesses:
Certificate of Incorporation – Legally allotted certificate by the government to verify incorporation.
Articles of Association (AOA)
Alternative: Memorandum of Association (MOA).
Corporate Structure
Alternative: Shareholder Agreement / Certified Shareholding Pattern.
Director Structure
Primary Documents: Form DIR-12, Board Resolution.
Alternative: Secretary’s Declaration listing all directors.
Proof of Address – Bank statement (≤90 days).
Alternatives (specific cases): GST Certificate, Utility Bill (≤90 days), Lease/Rental Agreement with landlord’s utility bill.
Shareholder / UBO Information – Identity + Address proof for UBOs (≥10% for companies; ≥15% for trusts/partnerships).
Directors Information – Identity + Address proof for all directors.
Representative Information – Identity + Address proof (if applicable).
Proof of Nature of Business – Invoice(s) or Service Agreement(s) confirming active operations.
Additional Documents (Risk-based) – Financial statements, ITR, IEC code, sector-specific licenses.
Long Answer – Company
Certificate of Incorporation (COI)
What it is: Official document issued by the Ministry of Corporate Affairs (MCA) confirming legal incorporation.
Where to obtain: Downloadable from MCA portal using CIN.
Articles of Association (AOA)
What it is: Governs internal rules, governance structure, shareholder rights.
Where to obtain: Filed during incorporation, available via MCA.
Alternative: MOA if AOA unavailable.
Corporate Structure
What it is: Lists shareholders and ownership %.
Where to obtain: Shareholder Register, Register of Members (MCA or internal).
Alternative: Shareholder Agreement or certified Shareholding Pattern.
Director Structure
What it is: Outlines directors, their roles, and responsibilities.
Where to obtain: Form DIR-12 (MCA), Board Resolution.
Alternative: Secretary’s Declaration listing directors.
Proof of Address (POA)
What it is: Confirms registered address.
Accepted Document: Bank Statement (≤90 days, showing name + address + transaction).
Alternatives (specific cases): GST Certificate, Utility Bill (≤90 days), Property Tax Receipt, Lease/Rental Agreement + landlord utility bill.
Shareholder / UBO Information
What it is: Details of all shareholders and Ultimate Beneficial Owners (UBOs).
Requirement: UBOs ≥10% ownership (≥15% for trusts/partnerships).
Required Documents: Proof of Identity (PAN, Aadhaar, Passport), Proof of Address (Bank Statement / Utility Bill ≤90 days).
Additional: KYC for each UBO.
Directors Information
What it is: Identity and address details of all directors.
Required Documents: Proof of Identity (PAN, Aadhaar, Passport), Proof of Address (≤90 days).
Representative Information (Optional)
What it is: Authorized person acting for the company.
Required Documents: Identity + Address proof, Board Resolution / POA confirming authority.
Proof of Nature of Business
What it is: Confirms actual operations and legitimate business activity.
Accepted Documents: Invoice(s) issued to clients, Service Agreement(s) with vendors/customers.
Additional Documents (Risk-based)
Examples:
Latest audited financial statements or ITR acknowledgment.
Import/Export Code (IEC) for cross-border trade.
Sector-specific licenses (FSSAI, SEBI, IRDAI, etc.).
Sole Proprietorship
Business Registration (Any ONE):
Shop & Establishment License
MSME (Udyam) Registration
GST Registration Certificate
Trade License
Proof of Business Address:
Bank Statement (≤3 months) showing business address.
UBO / Proprietor Details:
PAN, Aadhaar, Recent Photograph, Personal Address Proof (Bank Statement ≤3 months).
COMPANY ONBOARDING & KYB DOCUMENTATION CHECKLIST
Document | Purpose | Where to Get It | Tick |
Certificate of Incorporation (COI) | Confirms company is legally registered | MCA portal (via CIN) | ☐ |
Articles / Memorandum of Association (AOA/MOA) | Shows governance & operating rules | MCA portal | ☐ |
Corporate Structure | Lists shareholders & % ownership | Shareholder Register / Register of Members (MCA or internal) | ☐ |
Director Structure | Names & roles of directors | Form DIR-12 (MCA) / Board Resolution / Secretary’s declaration | ☐ |
Proof of Registered Address | Confirms business location | Bank statement (<90 days) / GST cert / Utility bill / Property tax / Lease + landlord bill | ☐ |
Shareholder / UBO KYC | ID & address proof of ≥10% owners | Provided by shareholders/UBOs directly | ☐ |
Authorized Representative KYC (if applicable) | ID & address proof of signatory | Provided & certified by company | ☐ |
Director KYC | ID & address proof of directors | From directors directly | ☐
|
Proof of nature of business | Confirms active operations and legitimacy of business | Invoices / Service Agreements / Contracts (from company’s accounts team or clients) | ☐ |
Additional Docs (Risk-based) | Extra verification for high-risk or regulated sectors | Financials / ITR / IEC / Sector licenses | ☐ |