Introduction
Shifting the registered office of a company is a complex process that involves legal, administrative, and practical considerations. It requires compliance with specific provisions of the Companies Act, 2013, as well as rules and standards issued by regulatory authorities such as the Ministry of Corporate Affairs (MCA) and the Institute of Company Secretaries of India (ICSI). Understanding the legal framework and procedural requirements is essential for companies planning to relocate their registered office from one state to another.
Governing Laws and Regulatory Framework
The procedure for shifting the registered office of a company is primarily governed by Section 13(4) of the Companies Act, 2013, along with Rule 30 of the Companies (Incorporation) Rules, 2014. Additionally, compliance with Secretarial Standards 1 and 2 issued by the ICSI is mandatory. These laws and standards outline the process and timelines for convening meetings, obtaining approvals, and filing necessary documents with regulatory authorities.
Board Meeting for Shifting the Registered Office
The first step in the process involves convening a Board Meeting to discuss and approve the shifting of the registered office from one state to another. The Board must approve the convening of an Extraordinary General Meeting (EGM) for this purpose. Notice of the Board Meeting must be circulated to all directors at least seven days before the date of the meeting, as per the requirements of Section 173 of the Companies Act, 2013, read with Secretarial Standard 1.
Circulation of EGM Notice for Registered Office Shift
Once the Board approves the convening of an EGM, the next step is to circulate the notice of the EGM to all shareholders. The notice must include the agenda items related to the shifting of the registered office and the alteration in the Memorandum of Association of the company. According to Section 100 and 102 of the Companies Act, 2013, read with Secretarial Standard 2, the notice and explanatory statement of the EGM must be circulated at least 21 clear days before the date of the meeting.
Passing of Special Resolution
At the EGM, a special resolution must be passed by the shareholders to approve the shifting of the registered office from one state to another. The resolution must be passed by a requisite majority as per the provisions of the Companies Act, 2013. Once the resolution is passed, a certified copy of the special resolution must be filed with the Registrar of Companies (ROC) within 30 days from the date of the EGM, as per the requirements of Section 117 of the Act.
Publication of Newspaper Advertisement
One of the essential steps in the process is the publication of a newspaper advertisement announcing the shifting of the registered office. The advertisement must be published in at least one vernacular newspaper and one English newspaper with wide circulation in the state where the registered office is situated. The advertisement must be kept open for not more than 14 days, and intimation of publication must be sent to the Registrar of Companies and the Regional Director immediately upon publishing.
Preparation of List of Creditors and Debenture Holders
Before filing the application for shifting the registered office, a list of creditors and debenture holders, if any, must be prepared. This list must be verified by the statutory auditor of the company and should not be older than one month from the date of filing of the application. The preparation of this list ensures transparency and compliance with regulatory requirements.
Application to Chief Secretary of Concerned State Government
An application, along with complete annexures, must be submitted to the Chief Secretary of the concerned State Government seeking approval for the shifting of the registered office. This application should be filed before the submission of the application for shifting with the ROC. The Chief Secretary’s approval is essential before proceeding with further steps in the process.
Filing of Forms with ROC
The next step involves filing the necessary forms with the Registrar of Companies (ROC). Form INC-23, the shifting application, along with all required attachments, must be submitted online and physically within 30 days from the date of preparation of the list of creditors or publishing of the newspaper advertisement, whichever is earlier. Additionally, Form GNL-2 must be filed for intimation to the ROC regarding the publication of the newspaper advertisement.
Approval by Regional Director for Registered Office Shift
After the submission of the application and necessary attachments, the Regional Director will review the documents and accord approval if satisfied with the compliance and documentation. The approval from the Regional Director is crucial for proceeding with the next steps in the process.
Filing of Form INC-28
Upon receiving the approval from the Regional Director, the company must file Form INC-28 with the Registrar of Companies. This form includes the certified copy of the order issued by the Regional Director approving the shifting of the registered office. The filing must be done within 30 days from the date of passing the certified copy of the order.
Intimation of Shifting of Registered Office
Finally, the company must intimate the change of registered office to the Registrar of Companies by filing Form INC-22 electronically. Upon successful verification, a new Corporate Identification Number (CIN) will be allocated to the company, and a new Certificate of Incorporation will be generated. This intimation must be done within 15 days of confirmation by the Regional Director.
Impact of Registered Office Shift: Implementation Process
Once all regulatory approvals are obtained and the change of registered office is officially recognized, the company must implement necessary changes internally and externally. This includes updating company documents, banners, invoices, bills, and informing relevant government departments about the change in address, PAN, and TAN.
Conclusion
Shifting the registered office of a company from one state to another is a multifaceted process that requires meticulous planning and adherence to statutory timelines and procedures. By following the outlined steps under the Companies Act, 2013, companies can ensure a smooth transition while complying with legal requirements. It is essential for companies to seek professional guidance and support to navigate this process effectively and mitigate potential risks and challenges.
