Private limited company compliance checklist

Establish the company profile

Record the incorporation date, financial year, business activities, operating locations, ownership and group relationships. Identify whether the company qualifies for any special class or exemption and keep the basis with the register.

A private company is not automatically a small company. Revisit classification when capital, turnover, ownership or group status changes, using the rules effective for the relevant period.

Maintain the monthly foundation

• Reconcile bank accounts, customer receipts and supplier balances.
• Keep invoices, expense evidence and payroll records linked to the books.
• Track tax deductions, collections and other applicable statutory payments.
• Update director, member and security-holder records when facts change.
• Maintain contracts, licences and renewal dates by operating location.
• Record unresolved balances and compliance queries with a responsible owner.

Organise governance records

Build the board and member meeting calendar for the company’s circumstances. Prepare notices, agenda papers, disclosures, attendance and minutes, and retain the final documents approved by each decision.

Track actions after approval: a resolution may authorise a transaction without completing its execution or filing. Link each action to the relevant agreement, payment, register update and portal acknowledgement.

Prepare the annual close

Finalise the books, financial statements and audit work before preparing the annual filing packs. Reconcile capital and ownership details with the statutory registers and reconcile meeting dates with the signed records.

For the ordinary AGM-based case, section 137 provides a thirty-day financial-statement filing period from the AGM, while section 92 provides a sixty-day annual-return filing period. Special cases, including an AGM not held, unadopted accounts and OPC treatment, require their own deadline assessment. Record any applicable extension separately.

Select the appropriate AOC-4 variant and MGT-7 or MGT-7A based on the reporting requirements. Keep the tax return as a separate workstream rather than treating an MCA acknowledgement as completion of all annual compliance.

Screen additional reporting duties

• Director identification and KYC requirements.
• Amounts received, deposits and possible DPT-3 reporting.
• Micro and small enterprise supplier balances and possible MSME-1 reporting.
• Beneficial ownership declarations, registers and filings.
• Dematerialisation requirements for the company’s securities.
• CSR, cost records, secretarial audit or other threshold-based requirements.
• Foreign investment, overseas investment and sector-specific reporting.

Capture event-triggered work

Use an event log for share issues and transfers, director appointments or resignations, changes to registered office or constitutional documents, borrowing and security creation. Assess the approvals, forms and deadlines when the event is proposed.

For example, a share allotment can affect the register of members, capitalisation table, annual-return figures and investment reporting. Complete the event file at the time; waiting for year end makes missing dates and evidence harder to resolve.

Handle inactive years and historical gaps

A company that has stopped trading still needs an assessment of its legal status and ongoing obligations. Keep accounts for remaining balances and do not assume that an empty sales ledger removes annual filing requirements.

For missing earlier filings, create a year-by-year table of accounts, meetings, forms and portal status. Use actual records and the applicable corrective process. Do not backdate documents to make the chronology appear complete.

Close the compliance register

For each applicable item, retain the basis, period, due date, preparer, signatory, submission reference and final status. Mark a saved draft, a submitted form and a completed filing as different stages.

Kosha.Services can help coordinate the register and supporting records across accounts, company filings and operating compliance. Bring prior acknowledgements, signed financial statements, ownership details and unresolved notices so the scope reflects the actual position.