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January 20, 2025
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:
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Private Limited Companies.
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Public Limited Companies.
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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:
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The company’s registered office and principal business activities.
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Details of shareholders, directors, and key managerial personnel.
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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:
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Audited balance sheets.
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Profit and loss statements.
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Auditor’s report.
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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
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Legal Compliance: Filing ensures that the company adheres to the rules outlined in the Companies Act, 2013.
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Transparency: Provides the government and stakeholders with accurate information about the company’s structure and financial position.
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Avoid Penalties: Timely filing prevents the imposition of penalties and legal action.
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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:
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Active Digital Signature Certificate (DSC): The forms must be digitally signed by an authorized signatory.
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Membership Number or Certificate of Practice (COP): If signed by a company secretary or auditor.
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Updated Information: All relevant details like financial data, shareholder information, and board details.
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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:
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Corporate Identification Number (CIN).
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Registered office address and principal business activities.
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Details of directors, shareholders, and key managerial personnel (KMP).
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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
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Open the downloaded form in Adobe Reader or a compatible software.
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Input the company’s general details, shareholding structure, and director information.
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Provide details about changes in the company structure, if any.
Step 4: Attach Supporting Documents
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List of shareholders and debenture holders.
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Details of transfers or changes in shareholding.
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Certification from a practicing professional (if applicable).
Step 5: Validate and Sign the Form
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Use the “Check Form” button to ensure all mandatory fields are filled.
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Attach the DSC of the authorized signatory.
Step 6: Upload the Form
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Log in to your MCA account.
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Navigate to the “Upload eForms” section and upload the completed MGT-7 form.
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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:
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Audited financial statements (balance sheet, profit and loss account).
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Directors’ report.
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Auditor’s report.
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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
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Input the company’s general information, like CIN and financial year.
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Add details of the financial statements, including revenue, profits, and expenses.
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Provide details of auditors and their report.
Step 4: Attach Necessary Documents
Attach the following documents in PDF:
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Signed financial statements.
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Board report and auditor’s report.
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Additional documents as required, like notes to accounts.
Step 5: Validate and Sign the Form
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Check the form for errors using the “Check Form” button.
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Affix the DSC of the director or authorized signatory.
Step 6: Upload the Form
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Log in to your MCA account.
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Upload the AOC-4 form under the “Upload eForms” section.
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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
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MGT-7: Must be filed within 60 days from the conclusion of the annual general meeting (AGM).
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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:
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MGT-7: ₹100 per day until filing is completed.
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AOC-4: ₹100 per day, along with additional penalties as prescribed by the MCA.
Tips for Hassle-Free Filing
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Start preparing early to avoid last-minute errors.
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Double-check all details before submission.
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Keep track of deadlines to prevent penalties.
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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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