A Complete Guide to Regulatory, Financial, and Legal Documentation for Indian Micro and Small Businesses

It is very important that Business Owners maintain a copy of following documents at their main business and at branches or Godown as per applicable law. It is usually a practice to keep all records in soft copy with consultant office and it is important that all such records are kept at the principal place of business so that the same will be in compliance of law as well as available for inspection to various statutory authorities.

A list of documents is furnished herewith

1. Companies Act, 2013 (In case of Private Limited Company, Limited Liability Partnership, One Person Company, Farmer producer company where the enity has been incorporated under The Companies Act 2013

• Certificate of Incorporation

• Memorandum of Association (MOA)

• Articles of Association (AOA)

• Share Certificates

• Board Resolutions

• Minutes of Meetings

• Annual Returns

• Statutory Registers:

  • Register of Members

  • Register of Directors

  • Register of Charges

    
    

2. Goods and Services Tax (GST)

• GST Registration Certificate: 

• Invoices:

  • Sales invoices detailing goods/services sold.

  • Purchase invoices from suppliers.

• Books of Accounts:

  • Cash/Bank book

  • Ledger

• GST Returns:

  • GSTR-1

  • GSTR-3B

• Input Tax Credit Documents: Invoices and bills used to claim GST credits.

  
  

3. Income Tax Act, 1961

• Permanent Account Number (PAN) Card

• Books of Accounts: Comprehensive records of financial transactions, including ledgers and trial balances.

• Income Tax Returns (ITR)

• Tax Audit Reports

• Form 26AS

• Bank Statements

• Vendor Ledgers

• TDS records

  
  

4. Factories Act, 1948

• Factory License

• Employee Attendance Registers

• Wage Registers

• Leave Records

• Safety and Health Records

• Copies all statutory filings

  
  

5. Shops and Establishment Act

• Registration Certificate

• Employee Records:

• Leave Records.

• Working Hours Registers

  
  

6. Labour Laws

• Employee Contract Agreements

• Provident Fund Registration and Returns

• Employee State Insurance (ESI) Registration

• Gratuity and Bonus Records

• Contract labour details and compliance under labour laws by contract labour proof (agreement and proof of payment including contractor indemnity insurance etc)

  
  

7. Intellectual Property Rights

• Trademark Registration Documents

• Patent Registration Documents

• Copyright Registration Certificates

  
  

8. Environmental Regulations

• Consent to Establish (CTE

• Consent to Operate (CTO

• Environmental Impact Assessment (EIA) Report

• Pollution Control Board Certificates

  
  

9. Other Regulatory Compliances

• Licenses Specific to the Industry:

  • FSSAI License for food businesses.

  • BIS Certification for product quality.

• Import-Export Code (IEC)

• Business Insurance Policies: Insurance documentation for liability, property, and other risks.

• Contracts with Suppliers and Clients: Written agreements outlining terms of sale and service.