For private limited companies in India, Companies Act compliance is not a one time activity. It is a year round discipline that includes board processes, maintenance of statutory registers, annual ROC filings, and event based filings when corporate actions occur.
A structured compliance calendar reduces the risk of additional fees, penalties, director disqualification triggers, and avoidable scrutiny. It also improves governance and investor readiness.
What a Compliance Calendar Should Cover
A practical compliance calendar should cover four buckets:
- Routine governance such as board meetings and minutes
- Annual filings such as financial statements and annual return
- Periodic returns such as deposits and MSME reporting where applicable
- Event based filings such as share allotment, director changes, and charge creation
Core Governance Requirements
Board meetings and minutes
Private companies should ensure:
- Board meetings are held as per legal requirements and internal needs
- Agenda and notes are circulated in advance
- Minutes are drafted, approved, and signed within timelines
- Attendance registers and supporting papers are retained
Statutory registers and records
Maintain updated registers such as:
- Register of members
- Register of directors and KMP
- Register of charges
- Register of loans and investments where applicable
- Register of contracts and arrangements in which directors are interested
Also maintain:
- Share certificates and transfer records
- Common seal records if used
- Company policies and delegated authority documents
Key Annual ROC Filings
Financial statements filing
File financial statements in the prescribed form after approval and audit where applicable.
Annual return filing
File annual return in the prescribed form with details of shareholding, directors, and key disclosures.
Director KYC
Directors must complete annual KYC requirements to keep DIN active.
Auditor related filings
Auditor appointment and changes require prescribed filings.
Other Periodic Filings Where Applicable
DPT 3 return
Companies may need to file DPT 3 for outstanding receipts and loans that fall under reporting requirements.
MSME 1 return
If the company has outstanding dues to MSME suppliers beyond prescribed timelines, MSME 1 may apply.
Beneficial ownership filings
Significant beneficial ownership compliance may apply for certain shareholding structures.
Event Based Filings Common in Practice
Event based filings are triggered by corporate actions. Common events include:
- Appointment or resignation of directors
- Change in registered office
- Increase in authorised share capital
- Share allotment and issue of shares
- Creation or modification of charges
- Related party approvals and special resolutions
Each event typically requires board approvals, documentation, and filing within prescribed timelines.
Practical Companies Act Compliance Checklist
Monthly governance discipline
1 Update statutory registers for any changes 2 Ensure minutes and attendance registers are completed 3 Track event based actions and filing deadlines
Annual compliance cycle
1 Finalise accounts and audit timeline 2 Schedule board meeting for financial statement approval 3 Schedule AGM and prepare notices 4 File financial statements and annual return within due dates 5 Complete director KYC and verify DIN status 6 Review DPT 3, MSME 1, and SBO applicability
Event based control points
1 Prepare board and shareholder resolutions as required 2 Maintain supporting documents such as valuation reports and consents 3 File prescribed forms within timelines 4 Maintain proof of filing and updated registers
How Perfect Accounting Can Help
Perfect Accounting and Shared Services supports end to end Companies Act compliance:
- Compliance calendar setup and tracking
- Board and shareholder documentation support
- Statutory register maintenance
- Annual ROC filings and certifications
- Event based filings for corporate actions
- Ongoing secretarial retainer support