Introduction
Every company registered under the Companies Act, 2013 or any previous company law—including Public Companies, Private Limited Companies, Section-8 Companies, Producer Companies, etc.—is required to file their audited financial statements and annual returns annually with the Registrar of Companies (ROC) through Form AoC-4 and Form MGT-7 within the prescribed timelines.
Filing with ROC is mandatory to stay compliant, avoid penalties, and maintain good standing with the Ministry of Corporate Affairs (MCA).
Advantages of ROC Filing
✅ Legal Compliance
✅ Avoid Penalties and Prosecution
✅ Ensures Transparency in Governance
✅ Public Record of Financial Position
✅ Boosts Credibility with Investors and Banks
Overview of Annual Compliance
- First AGM (Annual General Meeting): Must be held within 9 months of the end of the first financial year (no requirement for another AGM in that year).
- Subsequent AGMs: Must be held within 6 months after the end of every financial year.
- AoC-4 or AoC-4 (CFS): Must be filed within 30 days of the AGM.
- MGT-7: Must be filed within 60 days of the AGM.
Non-compliance may lead to hefty penalties, late fees, and legal complications.
ROC Filing Process
Step 1: Conduct Board Meeting
- Authorize Auditor for preparing Financial Statements.
- Assign responsibility to Director/Company Secretary for Board Report & Annual Return.
Step 2: Approve Drafts in Second Board Meeting
- Approve draft Financials, Board Report, and Annual Return.
Step 3: Conduct Annual General Meeting (AGM)
- Shareholders approve the final Financial Statements and resolutions.
Mandatory ROC Filing Forms & Timeline
| Form Name | Purpose | Attachments | Due Date | Applicability |
|---|---|---|---|---|
| ADT-1 | Appointment of Auditor | Appointment & Consent Letter, Company Confirmation | 15 days from AGM | All Companies |
| AoC-4 / AoC-4 (CFS) | Filing Financials | Balance Sheet, P&L, Cash Flow, Notes, Board Report with annexures | 30 days from AGM (OPC: 180 days from year end) | All Companies |
| AoC-4 XBRL | XBRL Filing | XML format Financials | 30 days from AGM | Listed Companies & Public Cos. (≥ ₹5 Cr paid-up or ₹100 Cr turnover) |
| MGT-7 | Annual Return | List of shareholders, debenture holders, MGT-8 (if applicable) | 60 days from AGM | All Companies |
| CRA-4 | Cost Audit Filing | XML Cost Audit Report | 30 days from receipt of audit report | Applicable Companies as per Cost Audit Rules |
| MGT-14 | Filing Board Resolutions | Certified Copy of Resolution | 30 days from Board Meeting | Public & Listed Companies (Exempt for most Private Cos.) |
Documents Required for ROC Filing
- Financial Statements adopted in AGM (Balance Sheet, P&L, Cash Flow)
- Board Report with annexures (CSR, MGT-9, etc.)
- Auditor’s Report
- List of Shareholders and Debenture Holders
- MGT-8 (for applicable companies)
- Cost Audit Report (if applicable)
- Digital Signatures of Directors and Professionals
- Board Resolutions
- AGM Notice & Minutes
ROC Filing Procedure on MCA Portal
Step 1: Download Forms
- Get latest forms (AoC-4, MGT-7, etc.) from MCA portal → E-Filing → Company Forms Download.
Step 2: Fill Forms
- Add required attachments in PDF/XML
- Apply DSC (Digital Signature Certificate)
- Conduct Pre-Scrutiny Check
Step 3: MCA User Login
- Register/Login as Business User or Registered User.
Step 4: Upload Forms
- Go to Upload E-Forms section
- Select & upload signed forms
Step 5: Payment
- Choose between “Pay Now” or “Pay Later”
- Pay via net banking / card
- Save generated Challan & SRN
Step 6: Track Status
- Use Service Request Number (SRN) to track status
Important Compliance Notes
- Board meeting notice must be given 7 days in advance to all directors.
- Financials must be signed by:
- Chairman (if authorized by Board), OR
- Two Directors, one being MD or CEO
- AGM notices must be sent with 21 clear days’ notice to all members, legal heirs, auditors & directors.
- Books of accounts should be kept at registered office, else AoC-5 must be filed with MCA.
- Always use latest versions of forms as per MCA guidelines.
Why Hire ROC Filing Consultants?
Engaging a professional ROC filing expert ensures:
- Accurate preparation of Financial Statements and Annual Returns
- Timely submission to avoid penalties
- Compliance with Companies Act, 2013
- End-to-end support: Board Meeting → Filing → Acknowledgement
Conclusion
Every company registered in India must comply with annual ROC filing requirements. This includes filing financials, returns, and auditor details within the stipulated deadlines on the MCA Portal. Failure to comply results in penalties, loss of credibility, and legal consequences.
Let our expert consultants help you file your returns accurately and on time.
Stay compliant. Avoid penalties. Build your corporate reputation.