Statutory Registers & Records Every Indian Company Must Maintain
Statutory registers are the official memory of a company — the records that prove who owns it, who runs it, and what decisions it has taken. The Companies Act, 2013 makes maintaining them mandatory, and failure attracts penalties and weakens the company during audits and due diligence. This guide lists the statutory registers and records every Indian company must maintain.
What Are Statutory Registers?
Statutory registers are the official records a company must keep under the Companies Act, 2013. They document key information about members, directors, charges, and corporate actions, and must be kept at the registered office (or another permitted place) and made available for inspection.
Key Statutory Registers
1. Register of Members
Records details of every shareholder — name, address, shareholding, and changes. This is the primary record of ownership.
2. Register of Directors and KMP
Holds particulars of directors and Key Managerial Personnel, including their shareholding.
3. Register of Charges
Records charges (security) created on the company’s assets, such as those for loans.
4. Register of Contracts and Arrangements
Captures related-party contracts and arrangements in which directors are interested.
5. Register of Loans, Investments, Guarantees and Securities
Tracks the company’s loans, investments, and guarantees under the Act.
6. Register of Share Transfers and Allotments
Records the issue, allotment, and transfer of shares.
Minutes and Other Records
In addition to registers, a company must maintain:
- Minutes of board meetings and committee meetings.
- Minutes of general meetings (AGM and EGM). See board meeting and AGM compliance.
- Books of account and financial records.
- Attendance registers for meetings.
Where and How Long to Keep Them
Registers are kept at the registered office (or another place approved by members). Many must be preserved permanently (such as the register of members and minute books), while others are kept for a prescribed number of years. Records may be maintained in physical or electronic form, subject to safeguards.
Registers Summary
| Register | Records |
|---|---|
| Members | Shareholding and ownership |
| Directors & KMP | Director particulars |
| Charges | Security on assets |
| Contracts | Related-party arrangements |
| Loans/Investments | Loans, guarantees, investments |
Why Proper Records Matter
Well-maintained registers are vital during due diligence, audits, fund-raising, and litigation. Gaps raise red flags for investors and can delay transactions. Non-maintenance also attracts penalties on the company and officers in default. This is a core part of company secretarial services.
Frequently Asked Questions
Where must statutory registers be kept?
At the registered office, or another place approved by the members, available for inspection.
Can registers be maintained electronically?
Yes, in electronic form with proper safeguards, in addition to or instead of physical form where permitted.
How long must minute books be kept?
Minute books and the register of members are generally preserved permanently.
What happens if registers are not maintained?
Penalties apply to the company and officers in default, and it weakens the company during due diligence.
Keep Your Records Audit-Ready
S. Choudhary & Co. maintains and updates statutory registers and minute books so your company stays compliant. Explore our company secretarial services or call +91 90248 28295 · sushil@sushilchoudhary.com.
