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Company Incorporation Process Overview

Chapter 2 of the Companies Act, 2013 outlines the process of company incorporation and related legal matters, covering Sections 3 to 22. It details the roles of promoters, the formation of companies including One Person Companies (OPC), and the necessary documentation for incorporation. Additionally, it discusses the Memorandum and Articles of Association, commencement of business, and legal doctrines relevant to company operations.

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0% found this document useful (0 votes)
7 views6 pages

Company Incorporation Process Overview

Chapter 2 of the Companies Act, 2013 outlines the process of company incorporation and related legal matters, covering Sections 3 to 22. It details the roles of promoters, the formation of companies including One Person Companies (OPC), and the necessary documentation for incorporation. Additionally, it discusses the Memorandum and Articles of Association, commencement of business, and legal doctrines relevant to company operations.

Uploaded by

Sabarish
Copyright
© All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd

CHAPTER 2

INCORPORATION OF COMPANY AND MATTERS INCIDENTAL THERETO

(Companies Act, 2013 – Sections 3 to 22)

INTRODUCTION

Chapter II governs the process of forming a company and the legal consequences that follow.
It includes Sections 3–22 and Companies (Incorporation) Rules, 2014.

A company is a separate legal entity with perpetual succession.


It can be incorporated only for lawful purposes.
PROMOTER [Section 2(69)]

Promoter means a person who:

1. Is named as promoter in a prospectus or annual return;


2. Controls affairs of the company; or
3. Acts on whose advice/directions the Board acts.
4. Promoter’s fiduciary duty → must not make secret profit or mislead investors.

Excludes professionals (advocates, CS, CA, etc.) acting in professional capacity.

Case law:
👉 Twycross v. Grant – A promoter is one who undertakes to form a company.
👉 Erlanger v. New Sombrero Phosphate Co. – Promoter stands in a fiduciary position.

FORMATION OF COMPANY [Section 3]

A company can be formed for a lawful purpose by subscribing to its Memorandum.

IFSC Company:
Must be limited by shares and operate in an International Financial Services Centre.

ONE PERSON COMPANY (OPC)

Allowed for first time under 2013 Act – [Section 3(1)(c) + Rule 3–7 of Incorporation Rules].

Who can form:


Only a natural person, Indian citizen (resident or non-resident).
“Resident” = stayed in India ≥ 120 days in previous FY.
Special conditions:

 Cannot be Section 8 company.


 Cannot do NBFC or investment activity.
 Must nominate 1 person in MOA (Form INC-4 consent).
 A person can be member in only one OPC.
 If nominee withdraws → new nominee within 15 days, inform ROC within 30 days.

Relaxations:

 No AGM required.
 Only 1 Board Meeting per half-year.
 One Director can sign financial statements.
 6 months to file Financial Statements (instead of 30 days).

LIABILITY FOR REDUCED MEMBERS [Section 3A]

If members fall below the minimum and business continues >6 months knowingly —
→ those aware are severally liable for debts incurred after that period.

Example:
Public Co. with <7 members for >6 months — all continuing members become personally liable for debts
incurred afterward.

INCORPORATION PROCEDURE [Section 7 + Rules 12–18]

📌 Application through SPICe+ (INC-32) along with:

 e-MOA (INC-33), e-AOA (INC-34)


 Declaration of compliance (INC-8)
 Director/Subscriber declaration (INC-9)
 Proof of registered office & identity proofs

Registrar issues:
✅ Certificate of Incorporation (INC-11) → Company legally exists
✅ Corporate Identity Number (CIN) allotted.

CIN Format:
L85110KA1981PLC013115

 L/U → Listed/Unlisted
 KA → State
 1981 → Year
 PLC/PTC → Public/Private
 Last 6 digits → ROC No.

False info: → Action for fraud (Sec 447).


If proved after incorporation: → NCLT may regulate management, make liability unlimited, or wind up
the company.
SECTION 8 COMPANY – CHARITABLE OBJECTS

Purpose: Promote commerce, art, science, education, charity, etc.


→ Profit applied to its objects only; no dividend to members.

License issued by: Central Government (delegated to ROC/RD).

Special conditions:

 No use of “Limited” or “Private Limited.”


 Prior approval needed for alteration of MOA or AOA.
 Conversion → by special resolution + RD approval (Form INC-18 & 19).

Revocation:
If conditions violated or acts fraudulent → CG may:

 Add “Ltd.” to name, or


 Wind up/amalgamate with similar Section 8 company.

Penalties:

 Company: ₹10 lakh – ₹1 crore


 Officer: ₹25,000 – ₹25 lakh or Fraud u/s 447 if wilful.

EFFECT OF REGISTRATION [Section 9]

From incorporation date:

 Company becomes body corporate.


 Has perpetual succession, power to own property, contract, sue & be sued.

💡 Certificate of Incorporation = conclusive proof of existence.

MEMORANDUM OF ASSOCIATION (MOA) [Section 4]

MOA = Charter document of the company.


Defines relation with outsiders and limits powers.

Clauses:

1. Name Clause – Must end with “Limited” or “Private Limited.”


2. Situation Clause – State of registered office.
3. Object Clause – Main + Ancillary + Other objects.
4. Liability Clause – Extent of members’ liability.
5. Capital Clause – Authorized capital.
6. Subscription Clause – Number of shares agreed.
7. Nominee Clause – For OPC.

Doctrine of Ultra Vires:


Acts beyond MOA are void & cannot be ratified.
Case: Ashbury Railway Carriage Co. v. Riche.
ARTICLES OF ASSOCIATION (AOA) [Section 5]

Internal management document regulating day-to-day conduct.


Forms a contract between company & members.

Entrenchment Clause:
Certain articles may be made harder to alter —

 At formation, or
 Later:
o Pvt. Co. → All members
o Public Co. → Special Resolution
Must be filed in SPICe+ or MGT-14 (within 30 days).

Model Forms (Schedule I):


Table Type of Company
F Ltd. by shares
G Ltd. by guarantee (with share capital)
H Ltd. by guarantee (without share capital)
I Unlimited (with share capital)
J Unlimited (without share capital)

COMMENCEMENT OF BUSINESS [Section 10A]

Applicable to co. with share capital.


Must file INC-20A within 180 days from incorporation stating:

 Subscribers paid value of shares


 Registered office verified

🔹 Non-compliance → penalty + name removal u/s 248.

REGISTERED OFFICE [Section 12]

 Must be established within 30 days.


 Address change within same city → Board Resolution;
To another city/state → special resolution + RD approval.

All official communications are sent to registered office.

ALTERATION OF MOA [Section 13]

 By special resolution.
 Change of state → requires RD approval.
 After approval → ROC issues new certificate.

ALTERATION OF AOA [Section 14]

 By special resolution.
 For conversion of Public → Private, CG approval needed.
 New certificate issued after registration.
RECTIFICATION OF NAME [Section 16]

If name identical or similar to existing/trademark → ROC directs name change within 3 months.

CONVERSION OF COMPANY [Section 18]

Company can convert to another class by altering MOA & AOA.


New certificate issued; liabilities remain.

SUBSIDIARY HOLDING SHARES IN HOLDING CO. [Section 19]

Subsidiary cannot hold shares in holding company except:

 As legal representative, Trustee, or Shares held prior to becoming subsidiary.

SERVICE, AUTHENTICATION & EXECUTION [Sections 20–22]

Sec 20: Documents can be served electronically.


Sec 21: Documents authenticated by KMP/authorized officer.
Sec 22: Company may authorize person (under seal or resolution) to execute contracts, deeds, bills of
exchange, etc.

OTHER LEGAL DOCTRINES


Doctrine Meaning Protection
Outsiders presumed to know
Constructive Notice Protects company.
MOA/AOA contents.
Outsider not bound to ensure
Indoor Management (Turquand Rule) Protects outsider.
internal compliance.

Sections Recap
Section Topic Key Rule
3 Formation Lawful purpose, members min.
3A Reduced members liability 6 months condition
4 MOA Clauses & Ultra Vires
5 AOA Entrenchment, model forms
6 Act overrides MOA/AOA Company bound by Act
7 Incorporation SPICe+, CIN
8 Section 8 Co. Licence, revocation
9 Effect of registration Body corporate powers
10A Commencement of Business INC-20A
12 Registered Office Within 30 days
13–14 Alterations SR + approval
16 Rectify Name ROC order
18 Conversion New certificate
19 Subsidiary restriction Exceptions
21–22 Authentication & Execution Authorized person

Common questions

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Section 8 companies differ as they are established not for profit, but to promote commerce, art, science, education, charity, among other social objectives. Unlike ordinary companies, Section 8 companies are not allowed to distribute profits to members but must reinvest them into the company's objectives. They do not use 'Limited' or 'Private Limited' in their names and require a Central Government license, which can be revoked for non-compliance. Alteration of their Memorandum or Articles requires prior approval, differentiating them from regular corporate structures .

Promoters play a crucial role in the incorporation process as they are responsible for undertaking the formation of a company. According to Section 2(69) of the Companies Act, 2013, a promoter is a person who is named as a promoter in the prospectus or the annual return, controls the affairs of the company, or directs the board to act in a certain way. Their fiduciary duty includes not making secret profits or misleading potential investors. This duty ensures that the promoters act in the best interest of the company and its shareholders .

The doctrine of Ultra Vires restricts a company to only undertaking activities within the objects outlined in its Memorandum of Association (MOA). Acts beyond these objects are void and cannot be ratified, thus preventing companies from exceeding their authority. This doctrine protects shareholders and creditors by ensuring that capital is not used for unauthorized purposes, but strictly within the company's designated scope of activity. Legal cases like Ashbury Railway Carriage Co. v. Riche highlight the enforcement of this doctrine, safeguarding company funds .

The doctrines of Constructive Notice and Indoor Management protect companies from outsiders. The Constructive Notice doctrine presumes that outsiders are aware of a company's public documents, such as the Memorandum and Articles of Association, thus binding them to its contents and protecting the company from claims of ignorance. Conversely, the Indoor Management rule (Turquand Rule) protects outsiders by assuming that internal company processes comply with its internal regulations, so outsiders are not obligated to inquire beyond public documents, securing them from internal irregularities .

The Certificate of Incorporation serves as conclusive proof of the company's legal existence, effectively marking it as a separate legal entity from its founders. It signifies that the company has fulfilled all incorporation requirements, granting it rights such as perpetual succession and the ability to own property, enter contracts, and sue or be sued. This certificate protects a company against claims of invalid incorporation, thus providing security and legitimacy to its operations .

Altering the Articles of Association (AOA) can profoundly affect a company's governance and member relationships, as the AOA set rules for managing a company's internal affairs. These changes could influence decision-making processes, alter membership rights, or lead to conflicts if not consensual, particularly regarding entrenchment clauses. Such amendments require a special resolution, reflecting the necessity for member agreement to ensure stability and continuity in operations. Without careful management, alterations might disrupt company harmony or lead to potential legal challenges .

A One Person Company (OPC) is unique as it allows a single individual to form a company, a concept introduced under Section 3 of the Companies Act, 2013. Unlike other companies that require multiple members, only a natural person who is an Indian citizen, whether resident or non-resident, can incorporate an OPC. Specific regulatory requirements include prohibitions against certain activities (like NBFC or investment activities) and the necessity to nominate another person in the Memorandum of Association. The OPC enjoys certain relaxations, such as not requiring an AGM and reduced board meeting requirements .

Incorporating a company under the Companies Act, 2013, using the SPICe+ form (INC-32) involves filing the electronic Memorandum of Association (e-MOA) and Articles of Association (e-AOA). A declaration of compliance (INC-8), and proof of a registered office and identities are also required. The Registrar issues a Certificate of Incorporation (INC-11) and allocates a Corporate Identity Number (CIN). This systematic digital process aims to streamline incorporations while ensuring compliance with statutory requirements .

The Companies Act, 2013, under Section 20, allows documents to be served electronically, which promotes efficiency and cost-effectiveness in communication. This provision ensures that stakeholders receive timely updates and information, enhancing corporate governance. However, companies must maintain proper electronic records to safeguard against disputes of non-receipt or authenticity, ensuring compliance with all procedural requirements to validate service .

When a public company's membership falls below the statutory minimum of seven and the business continues for more than six months, all members who are aware of this fact and knowingly continue the business beyond this period become severally liable for any debts incurred by the company during that time. This provision ensures that companies adhere to statutory requisites for membership to limit risk exposure and protect creditors .

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