Cardiff Services

Statutory Registers & Minutes

Statutory Registers Maintenance Services by Cardiff Service

In India, every company registered under the Companies Act, 2013 must comply with guidelines for maintaining statutory registers. Proper maintenance of these registers is crucial for statutory filings, records, and analysis of Management Information Systems (MIS) functioning.

 

At Cardiff Service, we help companies maintain these records efficiently in an electronic manner. The records are made available at the registered office for inspection by Directors, members, or any other interested party. In the case of a Private Limited Company or LLP, records may not be frequently checked; therefore, our expert CS/CA professionals manage and submit these records as required, ensuring they are always up-to-date and compliant.

 

Non-maintenance of statutory registers and minutes can lead to substantial penalties under the Companies Act, 2013. To promote good governance and compliance, Cardiff Service ensures that statutory registers and minutes are maintained accurately and timely.

 

Statutory Registers We Maintain:

Cardiff Service maintains all statutory registers required for your company based on its nature and business structure. These include registers related to operations, shareholders, directors, and company meetings. We ensure that records are updated regularly and in accordance with the provisions of the Companies Act, 2013.

Features of Statutory Registers Maintenance Services

  1. Comprehensive Compliance
    Ensures compliance with Companies Act, 2013 by maintaining all mandated registers.

  2. Digital & Physical Maintenance
    Registers are maintained in electronic or physical format as per company preference and legal requirement.

  3. Regular Updating
    Registers are updated promptly to reflect changes (e.g., in shareholding, directorship, etc.)

  4. Audit Ready
    Registers are maintained in a format that is ready for inspection or audit at any time.

  5. Safe Storage & Backup
    Secure digital backups or safe physical storage to prevent loss or tampering.

  6. Expert Oversight
    Managed by qualified Company Secretaries (CS) or legal professionals.

  7. Inspection & Access
    Facilitates access to registers to authorized personnel, shareholders, or regulatory bodies

List of Key Statutory Registers & Related Documents Required

1. Register of Members (Sec 88)

Documents Required:

  • Incorporation Certificate

  • PAN, Address Proof of members

  • Share certificates / Allotment details

  • Share transfer forms (SH-4)

2. Register of Directors & KMP (Sec 170)

Documents Required:

  • DIN, PAN, Address, ID proofs

  • Appointment/resignation letters

  • DIR-12 filings

  • Board resolutions

3. Register of Charges (Sec 85)

Documents Required:

  • Loan agreement

  • Charge creation documents

  • Form CHG-1, CHG-9, or CHG-4

4. Register of Loans, Guarantees & Investments (Sec 186)

Documents Required:

  • Loan/investment agreements

  • Board & shareholder approvals

  • Form MGT-14 (if required)

5. Register of Contracts in which Directors are Interested (Sec 189)

Documents Required:

  • Board resolutions

  • Contracts/agreements

  • Notices of interest from directors (MBP-1)

6. Register of Share Application & Allotment

Documents Required:

  • Allotment letters

  • Bank statements showing receipt of money

  • PAS-3 filings

7. Register of Buy-back/Sweat Equity/ESOP (if applicable)

Documents Required:

  • Board/Shareholder resolutions

  • Buy-back offer documents

  • PAS-3, SH-8, SH-9, etc.

Procedure to Maintain Statutory Registers

  • Initial Assessment

    • Review the company’s current compliance status.

    • Identify missing or outdated registers.

  • Document Collection

    • Collect necessary documents related to directors, shareholders, loans, shares, etc.

  • Register Setup

    • Set up required registers as per Sections 85 to 189 of Companies Act.

    • Examples include:

      • Register of Members (Sec 88)

      • Register of Directors and KMP (Sec 170)

      • Register of Charges (Sec 85)

      • Register of Loans, Guarantees, and Investments (Sec 186)

      • Register of Contracts and Arrangements in which directors are interested (Sec 189)

  • Data Entry & Verification

    • Enter relevant details in each register.

    • Cross-verify with documents for accuracy.

  • Ongoing Maintenance

    • Regularly update registers upon occurrence of corporate events:

      • Appointment/resignation of directors

      • Share transfers

      • Creation/satisfaction of charges

      • Allotment of shares

  • Annual Compliance Check

    • Align register data with annual filings (like MGT-7, AOC-4).

  • Backup & Security

Periodic backups and restricted access to prevent misuse.

Frequently Asked Questions

A company name search ensures that your chosen business name is unique, legally compliant, and not already registered with Companies House UK. It helps you avoid legal disputes, trademark issues, and confusion in the Cardiff business market.

If your desired name is already registered, you’ll need to choose a different name or modify it. Using a taken name could result in rejection by Companies House or potential legal issues. Our experts can help you brainstorm alternative names that are compliant and market-ready.

It’s not advisable to use a name that’s too similar to another company, especially within the same industry. Similar names can confuse customers and risk trademark disputes. A company name search helps you identify these risks early.

For a company name search in Cardiff, you may need:

  • Proposed company name

  • Business entity type (Ltd, LLP, Partnership, etc.)

  • Jurisdiction (Cardiff / UK)

  • Owner or shareholder details (if applicable)

  • Business description

A “high probability” result means your proposed company name is likely to be available, but further checks are recommended. This is why our detailed Cardiff Company Name Search Report includes both identical and similar names for clarity.

Certain words are restricted under UK law (e.g., “bank,” “insurance,” “government”). If you want to use them, you’ll need special approval from regulatory bodies. We guide you through this process if your Cardiff business requires such terms