Standard Operating Procedure (SOP) for Company Secretary in a Domestic Private Limited Company

1. Purpose

To outline the responsibilities and procedures for the Company Secretary (CS) in ensuring compliance with statutory, regulatory, and governance requirements in a Domestic Private Limited Company.

2. Scope

This SOP applies to the Company Secretary handling corporate governance, compliance, and legal matters for a Private Limited Company registered under the Companies Act, 2013.

3. Roles and Responsibilities

3.1 Statutory Compliance

Ensure compliance with the Companies Act, 2013, including filing of annual returns and financial statements.

Maintain statutory registers such as:

Register of Members

Register of Directors & Key Managerial Personnel (KMP)

Register of Charges

Register of Share Transfers

File necessary forms with the Ministry of Corporate Affairs (MCA) (e.g., MGT-7, AOC-4, DIR-12, etc.).

3.2 Board and General Meetings

Schedule and organize Board Meetings, Annual General Meetings (AGM), and Extra-Ordinary General Meetings (EGM)



as per statutory requirements.

Draft and circulate notices, agendas, minutes, and resolutions.

Maintain Minutes Books for Board and Shareholder meetings.

3.3 ROC Filings

Ensure timely submission of necessary filings with the Registrar of Companies (ROC).

Prepare and file INC-22 (Change of Registered Office), SH-7 (Change in Share Capital), PAS-3 (Allotment of Shares), etc.

3.4 Corporate Governance

Advise the Board on corporate laws, SEBI guidelines, and internal policies.

Ensure the company adheres to ethical and legal standards.

Assist in drafting and reviewing Memorandum of Association (MoA) and Articles of Association (AoA).

3.5 Financial and Secretarial Record-Keeping

Maintain and update statutory books, registers, and records.

Assist in the preparation and verification of Financial Statements, Directors Reports, and Annual Reports.

3.6 Shareholder and Stakeholder Management

Address shareholder quer

📌 Company Secretary (Noida)
🏢 Panchsheel Buildtech
📍 Noida