Annual Compliance Checklist for Private Limited Companies in India

Running a private limited company in India comes with mandatory annual compliance requirements under the Companies Act, 2013. Missing these deadlines attracts penalties and can affect the company's and directors' standing. Here is a practical calendar to stay on track.

Statutory Meetings

Board Meetings:

• Minimum 4 board meetings per year
• Gap between two meetings must not exceed 120 days
• First board meeting within 30 days of incorporation
• Quorum: One-third of total directors or two directors, whichever is higher
• Minutes must be prepared within 30 days

Annual General Meeting (AGM):

• Must be held within 6 months from the end of the financial year
• Deadline: 30th September each year (for March year-end companies)
• First AGM: Within 9 months from the close of the first financial year
• 21 clear days notice required to all members
• Business to transact: Adopt accounts, declare dividend, appoint auditor, appoint directors

Monthly and Quarterly Compliance

Every Month:

• TDS deposit by 7th of the following month
• GST return filing (GSTR-1, GSTR-3B) as applicable
• PF and ESI deposit by 15th of the following month

Every Quarter:

• TDS return filing (within 1 month after quarter end)
• Advance tax installments (15th June: 15%, 15th September: 45%, 15th December: 75%, 15th March: 100%)

Annual ROC Filings

Income Tax Compliance

• Tax audit (if applicable): Report due by 30th September
• Income tax return (ITR-6): Due by 31st October (if audit applicable) or 31st July (if not)
• Transfer pricing report (if applicable): Due by 31st October

Statutory Registers to Maintain

Every private limited company must maintain these registers at the registered office:

1. Register of Members (MGT-1)
2. Register of Directors and KMP (DIR-12)
3. Register of Charges
4. Register of Loans, Guarantees, and Investments
5. Minutes book for Board and General Meetings
6. Register of Contracts with Related Parties
7. Register of Share Transfers (if applicable)

Event-Based Compliance

These filings are required when specific events occur:

• Change of directors: DIR-12 within 30 days
• Change of registered office: INC-22 within 30 days
• Increase in authorized capital: SH-7 within 30 days
• Allotment of shares: PAS-3 within 30 days
• Creation or modification of charge: CHG-1 within 30 days
• Change in significant beneficial ownership: BEN-2 within 30 days

Penalties for Non-Compliance

• Late filing of AOC-4: Rs 100 per day of delay (no maximum cap)
• Late filing of MGT-7: Rs 100 per day of delay
• DIR-3 KYC late fee: Rs 5,000
• Non-holding of AGM: Rs 1,00,000 on company + Rs 5,000 on every officer in default
• Non-maintenance of books: Rs 50,000 to Rs 5,00,000

Practical Tips

1. Set calendar reminders at least 15 days before each deadline
2. Maintain a compliance tracker spreadsheet updated monthly
3. Appoint a Company Secretary or engage a professional for timely filings
4. Keep digital copies of all board resolutions and minutes
5. Reconcile statutory registers with actual records quarterly
6. File DIR-3 KYC for all directors annually without fail (even inactive directors)

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Consistent compliance is not just about avoiding penalties—it keeps your company in good standing for bank loans, government tenders, investor due diligence, and future transactions.

This information is for educational purposes only and does not constitute professional advice.

If compliance is becoming reactive, connect this with our ROC Compliance, Income Tax Filing, and the due-date support inside the Tax Calendar.