ROC Annual Filing Documents — Complete Kit (Word & PDF, 2026)

ROC Annual Filing — Complete Documents Kit

Every document a private limited company or OPC needs for its annual ROC compliance (AGM → AOC-4 → MGT-7 / MGT-7A) — the Board’s Report, AOC-2, meeting notices and minutes, the shareholder and director lists, attendance registers, dispatch proofs, the proxy form and the annual checklist. Open any format below to read the guide and download the free CA-authored Word and PDF.

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Board’s Report & Disclosures
Directors’ Report — Small Company / OPCAbridged Rule 8A report with ready applicable / not-applicable clauses.Directors’ Report — FullComplete Section 134(3) report for other companies.Form AOC-2 — Related PartySection 188 disclosure with a ready “Nil” response.
Meetings — Notices & Minutes
Notice of AGMOrdinary & special business, Section 102 statement, proxy & e-voting notes.Minutes of AGMSS-2 minutes with proposed / seconded and resolutions carried.Notice & Agenda of Board MeetingAnnual-accounts agenda with dispatch & acknowledgement tables.Minutes of Board MeetingSS-1 minutes mirroring the annual-accounts agenda.
Registers & Lists (as on year-end)
List of ShareholdersMembers, shares held and paid-up value; supports MGT-7 / 7A.List of DirectorsDIN, designation and appointment / cessation dates.Details of Share TransfersTransfers during the year, backed by Form SH-4.
Attendance & Proxy
AGM Members’ Attendance RegisterMembers present in person or by proxy.AGM Directors’ Attendance RegisterDirectors present at the AGM.Board Meeting Attendance RegisterPer-meeting attendance record under SS-1.AGM Attendance SlipEntrance slip for members / proxies.Proxy Form MGT-11Prescribed proxy form with resolutions grid.
Notice Dispatch Proof
Proof of Dispatch & CirculationEvidence of 7-day notice dispatch and 15-day draft-minutes circulation.
Compliance Checklist
ROC Annual Compliance ChecklistEvery annual form and due date, with applicability notes.

What goes into your annual ROC file

After the financial year ends, the Board approves the accounts and the Directors’ Report, the auditors report on them, and the members adopt them at the Annual General Meeting. The company then files its financial statements in AOC-4 (within 30 days of the AGM) and its annual return in MGT-7 / MGT-7A (within 60 days of the AGM). The documents below make up the supporting file that sits behind those two forms — kept at the registered office and produced whenever the Registrar, a bank or a professional asks for it.

Suggested order: Board meeting (approve accounts, auditor’s report, Directors’ Report, convene AGM) → issue the AGM notice with the attendance slip and proxy form → hold the AGM and complete the attendance registers → file AOC-4, then MGT-7 / MGT-7A → keep the lists, registers and dispatch proofs in the statutory records.

Annual ROC Documents – FAQs

Which documents are needed for annual ROC compliance?

The Board’s Report and AOC-2, the AGM and Board-meeting notices and minutes, the list of shareholders and list of directors, share-transfer details, attendance registers, proof of dispatch of notices, the attendance slip and proxy form, and the annual compliance checklist — all supporting AOC-4 and MGT-7 / MGT-7A.

What are the due dates for AOC-4 and MGT-7?

AOC-4 is filed within 30 days of the AGM and MGT-7 / MGT-7A within 60 days of the AGM. A One Person Company files AOC-4 within 180 days of the year-end and files MGT-7A.

Do we need attendance registers and dispatch proofs?

They are statutory records under Secretarial Standards SS-1 and SS-2 — kept with the minutes book, not filed with the Registrar, but produced on inspection or when a professional certifies the annual return.

Are these formats free and editable?

Yes. Every format is free in editable Word and ready-to-use PDF; replace the bracketed fields with your company’s details.

Want your entire annual ROC filing handled for you?

My Cloud Accountant prepares your Board’s Report, minutes, registers and attendance records and files AOC-4 and MGT-7 / MGT-7A end to end. Talk to us »

Formats current as of July 2026. General information only, not legal advice.

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