ROC Search Report Services
ROC Search Report: Contents and Preparation Process
The Registrar of Companies (ROC) is appointed under Section 609 of the Companies Act, 2013 for the purpose of registering companies across different states in India. Operating under the Ministry of Corporate Affairs (MCA), each ROC keeps a registry containing detailed records of the companies registered within its jurisdiction. Companies are required to submit various forms and documents to their respective ROC as prescribed by the Act.
The register maintained by the ROC, along with the documents filed by companies, is open for public inspection upon payment of a specified fee. Information accessible to the public includes the certificate of incorporation, registered office address, details of directors, authorized share capital, nature of business, financial statements, and shareholder information.
An ROC search report is a document prepared by a practicing Chartered Accountant, Company Secretary, or Advocate after reviewing the records and filings maintained with the ROC for a specific company. This report serves as an important reference for stakeholders and financial institutions, particularly banks, which often request it before granting loans. The purpose is to verify the company’s compliance and safeguard against potential defaults. Such a report helps investors, lenders, and other interested parties make informed decisions regarding investment, management, or entering into agreements with the company.
Client
Akash Gupta
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ROC Search Report Services
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5 Stars
Contents of a Search Report
Process of Preparing a Search Report
Uses of a Search Report
Contents of a Search Report
A typical ROC search report provides key information about a company, including:
Company name
Date of incorporation
Corporate Identification Number (CIN)
Capital structure
Registered office address
Details of directors
Details of shareholders
Information on registered charges
Process of Preparing a Search Report
A search report can be compiled in two ways:
Physical Inspection at the ROC Office
Pay the prescribed inspection fee in advance.
Visit the ROC with the challan for the paid fee. The challan must be in the inspector’s name, or the inspector must carry an authority letter if it is in a company’s name.
During inspection, only a pencil may be used to note details; pens are not allowed.
Online Inspection via the MCA Website
Pay the required fee through the payment options available on the MCA portal.
After payment, go to the “MCA Services” tab and select “View Public Document.”
The documents remain accessible for one week, with a maximum continuous viewing time of three hours.
Uses of a Search Report
For Banks and Financial Institutions:
Banks commonly request a search report before approving loans to verify the company’s financial history and identify any existing charges, mortgages, or hypothecations on its assets.For Shareholders and Investors:
Shareholders can check the current status of their holdings and track share transfers. Potential investors use the report to review the company’s complete history and make informed decisions before investing.For Prospective Directors:
Individuals considering a directorship can assess the company’s present directors, assets, and liabilities before joining.For Customers and Suppliers:
Businesses may obtain a search report to confirm a company’s legitimacy and stability before entering into any contract or long-term agreement.
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FAQs
Who can prepare a ROC search report?
A ROC search report can be prepared only by a qualified professional such as a practicing Chartered Accountant (CA), Company Secretary (CS), or Advocate who is authorized to inspect the records maintained with the Registrar of Companies.
How long does it take to obtain a ROC search report?
The preparation time depends on the size of the company and the number of filings to be reviewed, but generally it takes 2–5 working days after inspection of the company’s records at the ROC office or the MCA portal.
Is a ROC search report mandatory for all companies?
No. A search report is not mandatory for every company. It is generally required by banks, investors, or stakeholders during loan processing, investment decisions, mergers, acquisitions, or major contracts.
Can anyone request a ROC search report?
Yes. Since the records at the Registrar of Companies are public, any person can pay the prescribed fee and inspect the company documents to prepare a report. However, a professional must compile and certify the final report.
How often should a ROC search report be updated?
For accurate due diligence, the report should be obtained each time a major financial transaction is planned—such as a new loan, investment, or change in ownership structure—because company filings and charges can change over time.
Does the ROC search report reveal pending legal disputes?
Yes. The report highlights any court matters, ongoing litigation, or legal notices filed with the ROC or reflected in company filings that may affect the company’s financial standing.
What is the cost of obtaining a ROC search report?
The cost varies depending on the professional’s fee and the number of documents to be inspected. Typically, the expense includes the government fee for document inspection plus the professional’s charges.
Can a ROC search report be used as evidence in court?
Yes. A properly certified ROC search report, prepared by a qualified professional, is generally accepted as valid evidence of a company’s official records in legal and financial proceedings.
Does the report cover changes in shareholding or management?
Yes. It provides details about the company’s current shareholding pattern, changes in directors, and any significant alterations to the board or ownership structure filed with the ROC.