CHECK LIST FOR PRIVATE  LIMITED COMPANIES

Sr. No. Relevant Section
        of Companies act,
        1956
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
161
49
Rule 7 of Deposits
Rules
77A
136
143
150
151
152
157
163
193
209
301
303
307
372A
Rule 7 of issue of
certificate Rules
Rule 4 of record
Destruction
Requirement
To maintain Register of Investments
To maintain Register of Deposits
To maintain Register of Securities Bought Back
To maintain copies of Instruments creating Charges
To maintain Register of Charges
To maintain Register of Members
To maintain Index of Members
To maintain Register and Index of Debentures
To maintain Foreign Register of Members or Debenture holders
To maintain all registers, returns, minutes, accounts books,
contracts, annual returns etc at Registered Office
To maintain Minutes Books
To maintain books of accounts at Registered office
To maintain Register of Particulars of Contracts
To maintain Register of Directors, MD, Secretary
To maintain register fo Directors Shareholdings
To maintain register of Investments/Loans/Guarantee made
To maintain Register of Renewed Share certificates
To maintain Register of Records destroyed
To maintain Register of Inspection
To maintain Register of directors Attendance
To maintain Register of Shareholders Attendance
To maintain Register of proxies
To maintain Register of Transfers
Whether properly signed Annual Return is filed within 60 days
of AGM?

Sr. No. Relevant Section
        of Companies act,
        1956
25
26
220
383A
Requirement
Whether BS adopted at AGM and three copies are filed within
30 days of AGM?
Whether the paid-up capital of the company is between 10 lacs
to 2 crore, whether Compliance Certificate for last year was
filed with ROC within 30 days of AGM?
Any shares allotted during the year? Whether Form No. 2 filed
with ROC within 30 days of allotment?
27
28
29
30
31
32
33
34
192
Schedule XIII
58A & Deposit
Rules
Beneficial Interest
Rules
125
Company’s General
Rules
Whether any security is bought back during the year, whether
Form 4a & 4C is filed with ROC?
Any change in Authorised Capital, Whether Form 5 is filed with
ROC?
Any Change in Office during the year, Whether Form 18 filed
with ROC within time?
Any Order from CLB or Court during the year, Whether the
same is filed in Form 21 with ROC within 90 days?
Any resolution or agreements during the year to be filed with
ROC in Form 23, Whether filed with ROC in time?
Any whole time director/MD appointed during the year, Whether
Form 25C filed with ROC within 90 days?
Whether Company has any deposits, Return duly certified by
auditor filed ROC and RBI before 30th June, Advertisement
published in newspapers?
Any person holding shares in Trust, Whether Form I, II, III are
filed with ROC?
Any charge created during the year, Whether Form 8 & 13 filed
within 30 days?
Whether any charge modified during the year? Whether Form 8
& 13 filed with ROC?
Whether any satisfaction of charge? Whether Form 17 & 13
filed with ROC?
Any default made in 60 days in repayment of Deposits, whether
intimation sent to CLB?
Whether Company is Private Company, Whether paid up
capital is more than 1 lac? Whether company invited public to
subscribe or accepted deposits from anyone other than
members, director or their relatives?
35
36
37
38
39
40

Sr. No. Relevant Section
        of Companies act,
        1956
41
42
285
289, 193
Requirement
How many Board meeting held in a year, on which dates,
whether Notice was sent, whether attendance recorded?
Whether in all meeting quorum was present, circular resolutions
noted, previous minutes got confirmed, minutes entered into
minutes book and signed?
Form 24 AA received from all the directors, whether entered
into register before close of financial year?
Any book closure during year for dividend etc.? Whether 7 days
notice was given, not closed for more than 30 days and
aggregating to not more than 45 days in year?
Whether AGM held within 15 months of last AGM, held on
working day and working hours, provisions of notice,
explanatory statement, quorum, chairman, proxy, attendance,
register of directors shareholdings, minutes are complied with?
(171 to 186 not applicable to Private company.)
Whether notice was sent before 21 days for AGM with Balance
Sheet, Directors Report, and Compliance Certificate?
Whether Minutes are recorded in minutes book of AGM and
copy furnished to Stock Exchange?
Whether any EGM held during the year, Whether all provisions
of General Meeting are complied?
43
44
299
154
45
171 to 193
46
47
48
49
295
Whether any loans given to Director or his interested relative,
firm, company? Whether previous approval taken from Central
Govt (except for housing loan to MD)?
(Not applicable to private company except subsidiary of
public co)
Whether any transaction during year where Director is
interested? Whether prior RD’s approval taken if paid-up capital
is more than 1 crore?
(Check ledger account book from names & 24AA)
Whether all contracts in which director is interested are entered
into Register and vote of each director is mentioned? Whether
previous approval of Central Govt. taken where paid-up capital
is more than 1 crore?
(Check ledger account book from names & 24AA)
50
297
51
301

52
314
Whether any director or relative or persons referred had any
place of profit, Board and Special approval of Members taken?
Whether Central Govt. approval taken for remuneration of more
than 50,000 /=?
(Check ledger account book from names & 24AA)
Whether any duplicate shares issued, whether proper
procedure complied including Board approval?
Whether any share transfer/transmission during year, Whether
transferred within time?
Whether any dividend declared, Whether amount deposited
within 5 days in separate Bank account and paid within 30 days
of declaration?
Whether Board approved Directors Report and authorized
Chairman or other director to sign, Whether Directors
Responsibility statement is included?
Whether any unpaid dividend of seven year old, whether funds
transferred to IEF and Form No. 1 filed
Whether provisions of director’s appointment, re-appointment,
removal, if any, and resignation, consent, by rotation,
disqualification, register are complied?
Whether any MD, WTD, Manager appointed during year,
Whether terms are as per schedule XIII or approval of
CG taken?
Whether any Sole Selling agent was appointed during the year
with approval of Board and shareholders, approval of Central
Govt. is taken if paid up capital is more than 50 lacs?
Whether necessary approvals from Central Govt., CLB, RD,
ROC obtained?
Whether all directors have disclosed their interest in Form 24AA
before end of financial year, recorded in register, put up to
Board?
305 Whether any new directorship intimated by any director?
81
Whether any new shares, shares with differential rights, sweat
equity, ESOP, debenture, preference shares, Bonus shares
issued during the year? Whether necessary provisions are
complied with?
Whether any shares bought back during the year? Whether all
provisions complied?
80
Whether any shares redeemed during the year, Whether Form
5 filed with ROC?
53
54
55
Certificate Rules
108 and 113
205 / 206
56
217
57
58
205C
255, 256, 257, 260,
262, 264, 274, 278,
283, 284, 314
269, Schedule XIII
59
60
294AA
61
62
Approvals
299
63
64
65
66

67
68
205A
58A / Deposit Rules
Whether any dividend in abeyance during the year?
Whether any new deposits accepted during the year by private
company from directors or members with appropriate
declaration?
Whether borrowings are within limit? Whether special approval
of members obtained for excess borrowings? Form 23 is filed?
Whether any loans, guarantees given during the year?
Whether any change in Memorandum or Articles for shifting of
Registered Office, Object Clause, capital clause, name
or articles?
Whether any prosecution initiated or show cause notice or
compounding done during the year?
417(1)
Whether Company has received any deposit from any of its
employee during the year, Whether the same is deposited as
per law?
Whether company has its own trust for PF, Whether all
contributions are deposited within 15 days as per law?
Whether any resolution passed by Postal Ballot, Whether all
requirements are complied?
69
70
71
293(1)(d)
372A
17, 31
72
73
74
75
418
192A