Checklist for Private Limited : All compliances
Running a private limited company is not just about growing your business—it’s also about staying compliant with the law. In India, companies are expected to follow a set of annual and event-based compliance requirements. Missing even a single deadline can lead to hefty penalties, director disqualification, or even the closure of the company.
1. Meetings You Cannot Skip
- Board Meetings: You must hold at least four board meetings in a financial year, ensuring there’s no gap of more than 120 days between two meetings. Keep proper minutes for all meetings—they’re crucial records for your company.
- Annual General Meeting (AGM): Although AGMs are not mandatory for small private companies unless specifically required, if applicable, they should be conducted. within six months from the end of the financial year, usually by 30th September. Important decisions like approving financial statements and appointing auditors are taken here.
2. ROC Filings You Must Remember
- AOC‑4 (Financial Statements): This form contains your audited financial statements and must be filed within 30 days of the AGM.
- MGT‑7 (Annual Return): This includes details like shareholding patterns and changes in directors. File it within 60 days of the AGM.
Timely ROC filings help avoid unnecessary penalties and ensure your company’s records remain clean.
3. Key Forms & Annual KYC
- DIR‑3 KYC: Every director must update their KYC by 30th September each year. Failing to do so can deactivate the DIN, creating problems during filings.
- DPT‑3: If your company has loans, deposits, or similar amounts outstanding, file this by 30th June.
- MBP‑1 and DIR‑8: At the first board meeting of every financial year, directors must disclose their interests in other entities and confirm they are not disqualified to act as directors.
4. Auditor Appointment (ADT‑1)
Auditors must be appointed or reappointed within the timelines prescribed. The company needs to file ADT‑1 within 15 days of the appointment. This ensures statutory audits are carried out without interruptions.
5. Income Tax Obligations
Every company—profit-making or not—must file an ITR‑6 by 30th September (or 31st October if an audit is applicable). If your turnover crosses ₹1 crore (₹10 crore in the case of digital transactions), a tax audit becomes mandatory.
Also, ensure advance tax payments are made quarterly and TDS returns (if applicable) are filed on time.
6. MSME Reporting
If your company deals with micro and small enterprises and payments to them are delayed beyond 45 days, you must file MSME Form‑I twice a year—by 30th April and 31st October. This is a crucial compliance often overlooked.
7. GST Returns (For GST-Registered Companies)
If your company is registered under GST:
- File GSTR‑1 (sales) by the 11th of the following month,
- GSTR‑3B (summary return) by the 20th, and
- GSTR‑9 (annual return) by 31st December.
If turnover exceeds ₹5 crore, GSTR‑9C (GST audit) is also required.
8. Event-Based Filings
Some compliances are triggered by events, such as
- Change in directors – DIR‑12 within 30 days
- Change in registered office – INC‑22
- Allotment of shares – PAS‑3 within 15 days
- Increase in share capital – SH‑7
- Creation/modification of charges – CHG‑1/CHG‑4
Whenever your company undergoes structural or operational changes, check the corresponding filing requirements.
9. Maintain Proper Registers & Records
Keep statutory registers like the register of members, directors, charges, contracts, and related-party transactions updated. Also, maintain minute books for meetings and keep them safe at the registered office.
10. Pro Tips to Stay Compliant
- Set up a compliance calendar to track deadlines.
- Use accounting/compliance software to avoid last-minute hassles.
- Conduct quarterly compliance reviews with your CA or CS.
- Outsource compliance management if your team lacks resources.
A Brief Overview of Due Dates (FY 2024–25)
| Compliance | Due Date |
| DIR‑3 KYC | 30 Sept 2025 |
| DPT‑3 | 30 June 2025 |
| MSME Form‑I | 30 Apr & 31 Oct 2025 |
| AOC‑4 | 30 days post-AGM |
| MGT‑7 | 60 days post-AGM |
| ITR‑6 | 30 Sept / 31 Oct 2025 |
Conclusion
Compliance may seem tedious, but it’s the backbone of running a legitimate and trustworthy business. Keeping up with these requirements not only helps avoid fines but also boosts your company’s credibility with investors, banks, and stakeholders.
If you ever feel overwhelmed, don’t hesitate to consult a chartered accountant or company secretary—they’ll ensure your filings are done right and on time. Staying compliant is not just a legal duty; it’s a business advantage.