Statutory Particulars on Company Business Letterheads
Letterheads of business documents should be handled carefully and it’s a crucial part of business to include all the particulars in their business letterheads as per the law. Pursuant to the provisions given under Section 12(3) of the Companies Act, 2013, it is mandatory for every company to ensure that the following particulars:
- The full name of the company as registered with the Registrar of Companies (ROC);
- The address of the company’s registered office;
- The Corporate Identification Number (CIN), as allotted by the Ministry of Corporate Affairs;
- The company’s e-mail address;
- Telephone number(s);
- Fax number, if available;
- Website address, if available.
Abovesaid particulars must be legibly printed or affixed on all business correspondence and official publications. These documents include business letters, billheads, letter papers, notices, and any other official communications or publications issued in the name of the company.
Non-compliance with this statutory requirement may lead to regulatory consequences, including monetary penalties and prosecution of the company and directors.
The Registrar of Companies (ROC) has, in numerous instances, issued show-cause notices to companies found in contravention of the said provisions.
It has been observed that the ROC has exercised its authority under the provisions of the Companies Act, 2013, and has imposed penalties not only on the defaulting company but also upon its directors and officers-in-default.
Accordingly, all company officers and responsible personnel must ensure that every business letter and official communication strictly adheres to the aforesaid requirements to safeguard the company and its officers from avoidable legal exposure and penal consequences.