Apart from filings with the Registrar of Companies (ROC), every Private Limited Company must comply with several other statutory obligations governed by tax authorities, labour departments, and sector-specific regulators. These compliances ensure that the company operates legally, maintains financial transparency, and avoids unnecessary penalties.
The exact compliance requirements depend on the nature of your business, turnover, number of employees, industry regulations, and applicable tax laws. At Cotaxo, we help businesses identify the compliances that apply to them and ensure timely filing throughout the financial year.
Periodic Tax Payments
Depending on the business activities and applicable laws, a Private Limited Company may be required to make timely payments towards:
- Goods and Services Tax (GST)
- Tax Deducted at Source (TDS)
- Tax Collected at Source (TCS)
- Advance Income Tax
- Professional Tax (where applicable)
Timely payment of taxes helps avoid interest, penalties, and notices from the respective authorities.
Filing of Statutory Returns
Companies are also required to file various periodic returns with different government departments based on their registrations and statutory obligations.
These may include:
- Monthly, quarterly, or annual GST Returns
- Quarterly TDS Returns
- Annual Income Tax Return (ITR)
- Tax Audit Report (where applicable)
- Employees’ Provident Fund (EPF) Returns
- Employees’ State Insurance (ESI) Returns
- Professional Tax Returns
- Labour law related filings, wherever applicable
Industry-Specific Regulatory Compliance
Certain businesses are subject to additional regulations issued by central or state government authorities. Depending on the nature of operations, companies may also need to comply with:
- Environmental regulations
- Factory and labour laws
- Competition law requirements
- Industry-specific licensing conditions
- Other regulatory reporting obligations prescribed by competent authorities
Our experts help evaluate these requirements and guide businesses through the applicable compliance framework.
Maintenance of Statutory Registers and Records
Every Private Limited Company is required to maintain specific statutory registers under the Companies Act, 2013. These registers serve as official legal records relating to the company’s ownership, management, securities, and important corporate decisions.
Unlike accounting books, statutory registers focus on corporate governance and must be maintained accurately throughout the company’s lifetime. They may be maintained in physical or electronic form, provided they comply with the applicable provisions of the Companies Act and related rules.
Below are the key statutory registers that companies are generally required to maintain.
1. Register of Deposits
Companies accepting deposits are required to maintain a Register of Deposits at their registered office. The register must be preserved for eight financial years from the date of the relevant entry.
It generally records:
- Name and address of the depositor
- PAN and identification details
- Nominee information
- Deposit amount and receipt number
- Interest rate and tenure
- Repayment schedule
- Details of security or charge created against deposits
Every entry should be authenticated by an authorised company official.
2. Register of Members
Every Private Limited Company must maintain a Register of Members containing details of its shareholders.
Depending on the securities issued, separate registers may be maintained for:
- Equity Shareholders
- Preference Shareholders
- Debenture Holders
- Other Security Holders
The register generally includes:
- Full name and address
- PAN and identification details
- Contact information
- Date of becoming a member
- Shareholding details
- Date of cessation of membership (where applicable)
This register forms the official record of ownership of the company.
3. Register of Directors and Key Managerial Personnel (KMP)
Every company is required to maintain a register containing complete particulars of its Directors and Key Managerial Personnel.
The register typically includes:
- Director Identification Number (DIN)
- Full name
- Date of birth
- Nationality
- Residential address
- Occupation
- Date of appointment
- Date of resignation or cessation
- Details of securities held in the company and its related entities, wherever applicable
This register must always remain updated with the latest information.
4. Register of Charges
Whenever the company creates a charge on its assets in favour of banks or financial institutions, the details must be recorded in the Register of Charges.
The register generally contains:
- Nature of charge
- Amount secured
- Property charged
- Date of creation
- Modification or satisfaction of charge
This register is maintained permanently and serves as an important corporate record.
5. Register of Renewed and Duplicate Share Certificates
Whenever a company issues a duplicate, replacement, consolidated, or split share certificate, the details must be recorded in this register.
Typical situations include:
- Lost or destroyed certificates
- Damaged or mutilated certificates
- Consolidation of multiple certificates
- Split of existing certificates
The register should clearly mention both the old and newly issued certificate numbers along with the reason for issuance.
6. Register of Employee Stock Options (ESOP)
Companies implementing an Employee Stock Option Scheme (ESOP) are required to maintain a Register of Employee Stock Options.
The register generally records:
- Name of employee
- Date of grant
- Number of options granted
- Vesting schedule
- Exercise details
- Lapsed or cancelled options
This register supports transparency in employee equity plans.
7. Register of Shares and Securities Bought Back
If a company undertakes a buy-back of its shares or other securities, it must maintain a separate register recording the complete details of the transaction.
The register generally includes:
- Date of shareholder approval
- Board approval details
- Number of securities bought back
- Buy-back price
- Opening and closing dates of the offer
- Date of completion
- Description of securities purchased
Maintaining this register ensures proper documentation of every buy-back transaction carried out by the company.
Maintaining statutory registers is not merely a legal requirement. Proper record keeping strengthens corporate governance, simplifies audits, supports regulatory inspections, and helps businesses remain fully compliant throughout their operations.
At Cotaxo, our compliance professionals assist businesses in maintaining all mandatory statutory registers, updating corporate records, and ensuring every compliance requirement under the Companies Act, 2013 is completed accurately and on time.
