Statutory registers and record formats
For Farmer Producer Company Limited. Download editable preparation formats with legal references, applicability notes and completion instructions.
Prepared 24 September 2026 · 36 formats
Unzip the pack and open index.html. Each HTML format can be edited in your browser, saved as a completed copy and printed to PDF. Work on a separate copy for each company. No company information needs to be uploaded.
These are adapted preparation worksheets and supporting records. They are not exact prescribed-form reproductions. Where MGT-1, MBP-4 or another statutory form is specified, obtain the current official form and reconcile the completed worksheet before adopting the statutory register.
Applying the law to a Producer Company
Section 378ZR applies private-company provisions so far as they do not conflict with Chapter XXIA. Assess transaction-specific applicability and exemptions. Maintaining a register does not authorise an otherwise impermissible transaction. The company’s Articles supply important active-member, nomination and internal-audit requirements.
Statutory register worksheets
Register of members
Every company limited by shares.
Section 88; Management and Administration Rules 3, 5 and 6
Open format Download blank HTMLIndex of members
Index required where membership is 50 or more; register may itself serve as an index if it meets the requirement.
Section 88(2); Management and Administration Rule 6
Open format Download blank HTMLDirectors and KMP register
Every company; include the Chief Executive who is an ex officio director under Section 378W.
Section 170; Appointment and Qualification of Directors Rules 17–18
Open format Download blank HTMLInterested contracts and disclosures
Record interests and contracts covered by the provisions, subject to statutory exceptions.
Sections 184, 188, 189; Board Powers Rule 16
Open format Download blank HTMLRenewed and duplicate certificates
When certificates are renewed or duplicated.
Section 46; Share Capital and Debentures Rule 6
Open format Download blank HTMLRegister of charges
Maintain the company register and enter applicable charges and changes.
Section 85; Registration of Charges Rule 10
Open format Download blank HTMLLoans, guarantees, securities and acquisitions
For transactions covered by Section 186, after assessing Producer Company provisions and exemptions.
Section 186(9); Board Powers Rule 12; read with Sections 378ZK and 378ZL
Open format Download blank HTMLInvestments held in another name
Where investments are lawfully held otherwise than in the company’s own name.
Section 187(3); Board Powers Rule 14
Open format Download blank HTMLSignificant beneficial owners
Assess indirect ownership, control, significant influence and exemptions. Direct shareholding alone does not automatically create SBO status.
Section 90; Significant Beneficial Owners Rules, including Rule 5
Open format Download blank HTMLDeposits accepted or renewed
Only where deposits are lawfully accepted or renewed. A borrowing is not automatically a deposit.
Acceptance of Deposits Rules, Rule 14; Sections 73–76 as applicable
Open format Download blank HTMLDebenture and other security holders
Only if the company lawfully issues the relevant securities. Equity-only share capital does not itself authorise other instruments.
Section 88; Management and Administration Rule 4
Open format Download blank HTMLForeign register control record
Only if Articles authorise a foreign register and it is relevant to eligible overseas holders.
Section 88(4); Management and Administration Rule 7
Open format Download blank HTMLMeeting and governance records
Board meeting minutes
Every Board meeting.
Sections 118, 378V; applicable SS-1
Open format Download blank HTMLAGM and EGM minutes
Every general meeting.
Sections 118, 378Y, 378Z and 378ZA; applicable SS-2
Open format Download blank HTMLCommittee meeting minutes
Where a Board committee is constituted.
Sections 118 and 378U; applicable SS-1
Open format Download blank HTMLMeeting attendance record
Use for Board, committee and general meetings with the appropriate eligibility rules.
Sections 118, 378V and 378ZA; applicable Secretarial Standards
Open format Download blank HTMLNotice and document dispatch
Supports proof of proper service for meetings and member communications.
Sections 378V and 378ZA; applicable Secretarial Standards
Open format Download blank HTMLDirector disclosure and appointment file
For each director and changes in appointment or interests.
Sections 152, 164, 184; relevant Director and Board Powers Rules
Open format Download blank HTMLShare application, allotment and certificate control
For membership and share capital transactions.
Sections 46, 56, 88; Chapter XXIA
Open format Download blank HTMLBeneficial-interest declarations
Where registered and beneficial ownership differ, subject to applicable exemptions.
Section 89; Management and Administration Rule 9
Open format Download blank HTMLROC filings and statutory document file
Annual and event-based filings applicable to the company.
Relevant event provisions; Section 378ZA(10) for annual filings
Open format Download blank HTMLInspection and copies requests
When a person requests inspection or copies.
Sections 94, 119, 171 and other record-specific provisions
Open format Download blank HTMLAccounts and audit records index
Every Producer Company.
Sections 128, 129, 143, 378ZE, 378ZF and 378ZG
Open format Download blank HTMLProducer Company operational records
Producer eligibility and admission
For proposed and existing members.
Sections 378A, 378C and 378G; Articles
Open format Download blank HTMLActive-member assessment
Where the Articles prescribe active-member criteria and associated rights.
Sections 378A, 378D and 378G; Articles
Open format Download blank HTMLMember procurement and patronage ledger
For member produce and transactions used to measure patronage.
Sections 378B and 378E
Open format Download blank HTMLWithheld price, limited return and patronage bonus
Where the relevant benefits are determined and approved.
Section 378E; Articles
Open format Download blank HTMLMember nominations
Every member must nominate within three months of becoming a member.
Section 378ZD(3)–(4); Articles
Open format Download blank HTMLShare transfer, transmission and surrender
When shares are transferred, transmitted or surrendered.
Section 378ZD; Section 56 where consistent; Articles
Open format Download blank HTMLMember loans and advances
When financing members under the statutory conditions.
Section 378ZK; related director-interest provisions
Open format Download blank HTMLGeneral reserve and investments
Every company’s reserve records; investment details when funds are invested.
Sections 378Z-I and 378ZL; Producer Companies Rules
Open format Download blank HTMLInternal audit and action taken
Every Producer Company; intervals and manner as specified in Articles.
Section 378ZF; Articles
Open format Download blank HTMLChief Executive appointment and authority
Every Producer Company must have a full-time Chief Executive appointed from non-members.
Section 378W
Open format Download blank HTMLConditional transaction controls
Special share transactions assessment
Only after establishing that the proposed transaction is permissible for the Producer Company.
Sections 54, 62, 68 and Share Capital Rules; Chapter XXIA
Open format Download blank HTMLPrivate placement offer record
Only if a proposed issue uses a legally permissible private-placement route.
Section 42; Prospectus and Allotment of Securities Rule 14
Open format Download blank HTMLUnpaid distribution and IEPF review
Where a distribution may attract unpaid-dividend or IEPF provisions.
Sections 124–125 where applicable; Section 378E
Open format Download blank HTMLPrescribed forms: where to find them
On MCA, locate the Companies Act and Rules and search the relevant Rules and their annexed forms. Internal registers are not all available in the online filing-form list.
| Rules / source | Forms and records |
|---|---|
| Management and Administration Rules | MGT-1, MGT-2; index, foreign register; MGT-3 is a notice |
| Share Capital and Debentures Rules | SH-2; conditional SH-3, SH-6 and SH-10 |
| Meetings of Board and its Powers Rules | MBP-1 disclosure; MBP-2, MBP-3 and MBP-4 registers |
| Appointment and Qualification of Directors Rules | Rule 17 register particulars; appointment documents separately |
| Registration of Charges Rules | CHG-7 |
| Significant Beneficial Owners Rules | BEN-3 |
| Acceptance of Deposits Rules | Rule 14 particulars |
| Prospectus and Allotment of Securities Rules | PAS-5 where the private-placement route applies |
| Secretarial Standards SS-1 and SS-2 | Meeting procedure, attendance, minutes and supporting records |
- Companies Act, 2013 — India Code
- MCA — current Rules, notifications and prescribed forms
- Management and Administration Rules — official-hosted original PDF (read with amendments)
- ICSI — Companies Act Rules and amendment reference index (historical compilation)
- ICSI — Secretarial Standards and guidance
Historical rule compilations must be read with later amendments. The linked sources are reference starting points, not a certification that every historical PDF is consolidated to today.
Keeping records properly
Record the custodian, authority, date and supporting evidence. Do not erase prior entries without a trace. Preserve signed minute books and registers for their prescribed periods. An editable HTML file is a preparation tool; it does not by itself meet every statutory electronic-record, authentication or preservation requirement.