Keep Safe Custody of Certificate of Incorporation.
♥ Maintain copies of Incorporation Documents [Section 7(4)]
The company shall maintain and preserve at its registered office copies of all documents and information as originally filed on incorporation till the dissolution of the Company.
♥ No. of Board Meeting [Section 173 and SS-1]
A Company shall hold its
Ø first Board meeting within thirty days of the date of its incorporation, and
Ø Thereafter hold a minimum number of four Board meetings every year in such a manner that not more than one hundred and twenty days shall intervene between two consecutive meetings of the Board.
♥ Maintain a Registered Office [Section -12(1)]
The Company shall, on and from the 15 (fifteenth) day of its incorporation and at all times thereafter, have a registered office capable of receiving and acknowledging all communications and notices as may be addressed to it. Verification of the registered office is to be filed in form INC-22 within 30 days of incorporation.
Note: In case of existing company, the said form is filed within 15 days of change of its registered office.
♥ Appointment of First Auditor of Company. [Section- 139(6)]
The First auditor of company shall be appointed by the Board of Directors within 30 (thirty) days from the date of registration of the company and in the case of failure of the Board to appoint such auditor, it shall inform the members of the company, who shall within ninety days at an extraordinary general meeting appoint such auditor and such auditor shall hold office till the conclusion of the first annual general meeting. As a matter of good secretarial practice company should file ADT-1 for the appointment of first director within 30 days of the date of meeting.
♥ Disclosure of Interest by director [Section 184(1)]
Every director shall at the first board meeting in which he participates as a director and thereafter at the first board meeting in every financial year or whenever there is any change in the disclosures already made, then at the first Board meeting held after such change, disclose his concern or interest in any company or companies or bodies corporate, firms, or other association of individuals which shall include the shareholding in form MBP-1 which shall be kept at the registered office of the Company.
Such forms shall be preserved for a period of eight years from the end of the financial year to which it relates and shall be kept in the custody of the company secretary of the company or any other person authorized by the Board for the purpose.
♥ Adoption of Letter Head of Company [ Section-12(3)(c) ]
On letter head of Company following things should be mentioned:
Ø Name of Company.
Ø The address of Registered Office of Company.
Ø Corporate Identification Number.
Ø Telephone No.
Ø Fax No., if any
Ø Website,. If any
Ø Email -ID, if any
Every company is required to obtain PAN and TAN for the payment and deduction of tax. Form no. 49A and Form no. 49 B are the prescribed forms for applying PAN and TAN respectively under the Income Tax Act.
♥ Open Current Account of Company.
♥ Apply for Service Tax Number
If, the Company is in a Service Industry, it has to obtain service tax no. (in Form ST-2). Application for the same is filed under Form ST-1.
♥ Obtain registration under VAT, If required
If the Company is engaged in the business of Sale and Purchase it is required to get it registered under VAT.
♥ Adopt rubber stamps.
Ø Prepare two rubber stamps.
Ø One round stamp in the name of company and second one in the name of the director.
♥ Adopt and Affix a board outside the Registered office .[ Section-12 (3)(a)]
Every company shall paint or affix its
Ø Name, and Address of its registered office, and
Ø Keep the same painted or affixed, on the outside of every office or place in which its business is carried on.
♥ Issue Share Certificate to Subscribers of Memorandum. [ Section- 56(4)(a)]
Company shall issue Share Certificates within 2 (two) months from the date of incorporation.
♥ Prepare Minutes Book.
As per Section-118(1) – Every Company shall prepare minutes of every meeting with in 30 (Thirty) days of the conclusion of every such meeting.
♥ Maintenance of Statutory registers
A company has to maintain certain registers as prescribed under the act like Register of Members in form MGT-1, Register of debenture holders/ other Securities holders in form MGT-2, Register of Charges in form CHG-7 etc.
♥ Annual General Meeting
A company should hold its first AGM within a period of nine months from the date of closing of the first financial year of the company and in any other case, within a period of six months, from the date of closing of the financial year and not more than fifteen months shall elapse between the date of one annual general meeting of a company and that of the next.
♥ Annual filing
A Company has to file form AOC-4 for Balance Sheet and Statement of Profit and Loss within 30 days from the date of Annual General Meeting and form MGT-7 for Annual Return within 60 days from the date Annual General Meeting.
( Complied by my Companies Act.com – Email- firstname.lastname@example.org)