How to File Form MGT-7 and AOC-4 Online? Step-by-Step Guide

Filing annual returns and financial statements is an essential part of running a company in India. As per the Companies Act, 2013, every company must file MGT-7, which is the annual return, and AOC-4, which contains the company’s financial statements. Filing these forms on time ensures compliance and avoids penalties. This guide explains the step-by-step process to file MGT-7 and AOC-4 through online mode.

Who Needs to File Form MGT-7 and AOC-4? 

The following companies are required to file MGT-7 and AOC-4:

1. Private Limited Companies.

2. Public Limited Companies.

3. One-Person Companies (OPCs).

Exemptions apply to certain companies, such as those under liquidation or dormant status, but this depends on specific scenarios.

Understanding Form MGT-7 and AOC-4

1. What is MGT-7?  

MGT-7 is the annual return form that every company must file to disclose its operational and governance details for a financial year. It captures key information, such as:

• The company’s registered office and principal business activities.

• Details of shareholders, directors, and key managerial personnel.

• Any changes in the structure of the board of directors or shareholding.

The purpose of MGT-7 is to provide transparency about the company’s structure and compliance with governance norms.

2. What is AOC-4?  

AOC-4 is the form used for submitting a company’s financial statements to the Registrar of Companies (ROC). It includes critical financial documents like:

• Audited balance sheets.

• Profit and loss statements.

• Auditor’s report.

• Board’s report.

The financial data filed in AOC-4 gives a clear picture of the company’s financial health and operations.

Importance of Filing MGT-7 and AOC-4

1. Legal Compliance: Filing ensures that the company adheres to the rules outlined in the Companies Act, 2013.

2. Transparency: Provides the government and stakeholders with accurate information about the company’s structure and financial position.

3. Avoid Penalties: Timely filing prevents the imposition of penalties and legal action.

4. Creditworthiness: Maintaining compliance enhances the company’s reputation and trust among investors and financial institutions.

Before You Begin

To file MGT-7 and AOC-4, make sure you have the following:

1. Active Digital Signature Certificate (DSC): The forms must be digitally signed by an authorized signatory.

2. Membership Number or Certificate of Practice (COP): If signed by a company secretary or auditor.

3. Updated Information: All relevant details like financial data, shareholder information, and board details.

4. MCA Account: A registered account on the Ministry of Corporate Affairs (MCA) portal.

Steps to File Form MGT-7

Step 1: Prepare the Data  

Gather the following details for the financial year:

• Corporate Identification Number (CIN).

• Registered office address and principal business activities.

• Details of directors, shareholders, and key managerial personnel (KMP).

• Changes in the board of directors or shareholding structure.

Step 2: Download the Form  

Visit the MCA portal (www.mca.gov.in) and download the MGT-7 form under the “Annual Filing Forms” section.

Step 3: Fill in the Form  

• Open the downloaded form in Adobe Reader or a compatible software.

• Input the company’s general details, shareholding structure, and director information.

• Provide details about changes in the company structure, if any.

Step 4: Attach Supporting Documents  

• List of shareholders and debenture holders.

• Details of transfers or changes in shareholding.

• Certification from a practicing professional (if applicable).

Step 5: Validate and Sign the Form  

• Use the “Check Form” button to ensure all mandatory fields are filled.

• Attach the DSC of the authorized signatory.

Step 6: Upload the Form  

• Log in to your MCA account.

• Navigate to the “Upload eForms” section and upload the completed MGT-7 form.

• Pay the applicable fee using the available payment options.

Step 7: Acknowledge Submission  

Once the payment is successful, you will receive an acknowledgment with the Service Request Number (SRN). Keep this number for future reference.

Steps to File Form AOC-4

Step 1: Collect Financial Data  

Before starting, ensure you have the following documents:

• Audited financial statements (balance sheet, profit and loss account).

• Directors’ report.

• Auditor’s report.

• Statement of cash flow (if applicable).

Step 2: Download the AOC-4 Form  

Download the AOC-4 form from the MCA portal under the “Annual Filing Forms” section.

Step 3: Fill in the Form  

• Input the company’s general information, like CIN and financial year.

• Add details of the financial statements, including revenue, profits, and expenses.

• Provide details of auditors and their report.

Step 4: Attach Necessary Documents  

Attach the following documents in PDF:

• Signed financial statements.

• Board report and auditor’s report.

• Additional documents as required, like notes to accounts.

Step 5: Validate and Sign the Form  

• Check the form for errors using the “Check Form” button.

• Affix the DSC of the director or authorized signatory.

Step 6: Upload the Form  

• Log in to your MCA account.

• Upload the AOC-4 form under the “Upload eForms” section.

• Pay the prescribed fee online.

Step 7: Acknowledge Submission  

After a successful upload and payment, you will receive an SRN. This serves as proof of submission.

Key Deadlines

• MGT-7: Must be filed within 60 days from the conclusion of the annual general meeting (AGM).

• AOC-4: Must be filed within 30 days from the conclusion of the AGM.

 Penalties for Non-Compliance

Delays in filing MGT-7 and AOC-4 can lead to penalties:

• MGT-7: ₹100 per day until filing is completed.

• AOC-4: ₹100 per day, along with additional penalties as prescribed by the MCA.

Tips for Hassle-Free Filing  

1. Start preparing early to avoid last-minute errors.

2. Double-check all details before submission.

3. Keep track of deadlines to prevent penalties.

4. Consult a professional if you’re unsure about any part of the process.

Conclusion

Filing form MGT-7 and AOC-4 is essential for meeting legal requirements and ensuring transparency in business operations. Timely submission of these forms helps avoid penalties and demonstrates a company’s commitment to compliance. By following the correct process and adhering to deadlines, companies can maintain a good reputation and focus on their long-term growth.

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