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Maintenance of Minutes

Easily manage your Maintenance of Minutes with S.K. & Associates. Complete statutory records and registers — online process, save 30% cost, and stay penalty-free.

Preparation of AGM, EGM & Board Minutes
Updating all statutory registers
Electronic & physical record maintenance
Compliance with Companies Act 2013
Same-day preparation & updates
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Maintenance of Minutes
Overview

Maintenance of Minutes: Complete Guide (2026)

Every company incorporated in India is required to maintain statutory registers and records — including minutes of all Board Meetings, Annual General Meetings (AGMs), and Extraordinary General Meetings (EGMs). These records can be maintained online, electronically.

The statutory registers and records must be kept at the registered office of the company. Directors, Members of the company, and any other authorised person may inspect the bound registers and records of the company.

Non-maintenance of the obligatory registers and statutory records attracts numerous penalties on the company, the Directors, and every other officer in default. The statutory records of the company should be maintained continuously — and whenever any changes occur within the company, necessary updates must be made immediately.

Definition

What is Maintenance of Minutes?

Maintenance of Minutes refers to the process of preparing, recording, and maintaining the official minutes of all board meetings and general meetings of a company — along with the statutory registers mandated by the Companies Act, 2013.

Minutes are a formal written record of what happened at a meeting — the decisions taken, resolutions passed, and matters discussed. They serve as legal evidence of corporate actions and are essential for compliance, audits, and dispute resolution.

Along with minutes, a company must maintain several statutory registers — Register of Members, Register of Directors, Register of Charges, Register of Transfers, Shareholding Register, and more. These records must be updated continuously and kept at the registered office. As per the new Companies Act, 2013, a company can maintain its registers in electronic form.

Step-by-Step

Procedure for Maintenance of Minutes

Simple steps — from form to final documentation.

01
Step 1: Complete Our Simple Form Online

You are required to fill in your details in our simple questionnaire and submit documents — including company details, past minutes, and register information.

02
Step 2: Update & Prepare Minutes

We shall update your regular prepared minutes and update the relevant registers — AGM minutes, EGM minutes, and Board Meeting minutes.

03
Step 3: Maintain Records

Your records are maintained & shared electronically (physically when required) — with the option to store everything at our end for easy retrieval.

04
Step 4: Your Work is Completed

Once your company's records are updated, we send you all the documents through courier — completing the entire minutes and registers compliance.

What's Included

What is Included in Our Package

Complete statutory records and minutes maintenance.

Preparation of Minutes

Complete preparation of AGM, EGM, and Board Meeting minutes — drafted properly, in compliance with the Companies Act, 2013.

Register of Members

Maintenance and updating of the Register of Members — with details of shareholders, shareholding, and any changes.

Register of Directors

Updating the Register of Directors — with details of appointment, resignation, and changes in the Board during the year.

Register of Charge

Maintenance of the Register of Charges — recording all charges created on company assets in favour of lenders.

Register of Shareholders

Updating the Register of Shareholders with detailed shareholding information and any transfers.

Register of Transfers

Maintenance of the Register of Transfers — recording all share transfer transactions during the year.

Statutory Records

Statutory Registers & Records Every Company Must Maintain

These are the mandatory records required by the Companies Act, 2013.

Complete List of Statutory Registers
  • Minutes Book — for Board Meetings, AGM, and EGM
  • Register of Members — with details of shareholders and shareholding
  • Register of Directors — with appointments, resignations, and other changes
  • Register of Charge — recording charges created on company assets
  • Register of Transfer — recording all share transfers
  • Shareholding Register — for detailed shareholding patterns
  • Register of Deposits — if the company accepts deposits
  • Register of Investments — if the company makes investments

Note: Typically, these records are not checked frequently for Private Limited Companies/LLPs. They are usually kept with the CA/CS, who then submits the records to the client as and when required. Records can now be maintained electronically under the Companies Act, 2013.

Important

Penalty for Non-Maintenance of Records

Non-maintenance of statutory records is a serious compliance breach under the Companies Act, 2013.

Initial Penalty — ₹5,000

Non-maintenance of records attracts an initial penalty of ₹5,000 on the company and every officer in default.

Continuing Penalty — ₹500/Day

Beyond the initial penalty, there is a continuing penalty of ₹500 per day going forward, until the default is corrected.

Director Liability

The penalty applies jointly to the company and to every Director and officer in default — personal liability applies.

Compliance Notices & Scrutiny

Persistent non-maintenance can trigger show-cause notices from the ROC and escalate to further regulatory scrutiny.

Pitfalls

Common Mistakes with Maintenance of Minutes

Not maintaining minutes at all: Some companies assume minutes are only needed for large meetings. Every board meeting and general meeting requires properly recorded minutes.
Skipping registers after changes: Whenever a director is appointed, a share is transferred, or a charge is created — the corresponding register must be updated immediately.
Assuming records only need to exist at year-end: Statutory records must be maintained continuously, not compiled just before the annual filing.
Not keeping records at the registered office: The law requires records to be kept at the registered office. Even electronic records need to be accessible from there.
Missing signatures on minutes: Minutes must be signed by the Chairman of the meeting within 30 days. Unsigned minutes do not have legal validity.
Not updating after every meeting: Every AGM, EGM, and board meeting must have its minutes prepared and filed properly. Delay compounds the workload and increases risk.

Call Us For a Quote

We can serve our clients more efficiently thanks to cutting-edge practice technology. Connect with us to discuss your minutes and registers maintenance.

Minutes Preparation Register Maintenance Electronic Records
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Why Us

Why Choose S.K. & Associates for Maintenance of Minutes

Complete record-keeping and compliance support — with expert oversight.

Complete Preparation

AGM, EGM, and Board Meeting minutes — drafted by our team in compliance with the Companies Act, 2013.

All Registers Maintained

Register of Members, Directors, Charges, Transfers, Shareholders, and more — all updated and maintained.

Electronic & Physical Records

We maintain records electronically with easy retrieval, and physically when required — for complete flexibility.

Same-Day Updates

Any change in the company — director appointment, share transfer, or charge creation — is updated immediately.

Expert Compliance Review

Every record is reviewed by our compliance team to ensure accuracy and legal validity.

30+ Offices, 10+ Years

Backed by 30+ offices across India, 10+ years of experience, and a money-back guarantee.

Keep Your Company Compliant — Every Minute Counts

Connect with S.K. & Associates today and maintain your statutory records and minutes — with expert preparation, updating, and electronic storage included.

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Conclusion

Don't Let ₹500/Day Penalty Add Up

Every company incorporated in India must maintain statutory registers and minutes — from Board Meeting minutes to the Register of Members, Directors, and Charges. These aren't optional records — they're legal documents that define your company's compliance status and can be inspected at any time. Non-maintenance attracts an initial penalty of ₹5,000, plus ₹500 per day until corrected.

With S.K. & Associates, the entire maintenance is handled by our compliance team — minutes preparation for AGM, EGM, and Board Meetings, updating all statutory registers, and maintaining records electronically (physically when required). You focus on running your business; we ensure your compliance stays airtight. Connect with us today.

FAQ

Frequently Asked Questions

Typically, records are not checked frequently for Private Limited Companies/LLPs. They are usually kept with the CA/CS, who then submits the records to the client as and when required. Also, the records can now be maintained electronically.

There are certain statutory records such as Minutes Book, Register of Members, Register of Directors, Register of Charges, Register of Transfers, Shareholding Register, etc. which are mandated by the law. Non-maintenance of these records can attract penalties.

Yes. As per the new Companies Act, 2013, a company can maintain its registers in electronic form.

Yes, if mandatory records are not maintained by the company, then the company and officer in default will be liable to pay the penalty. Non-maintenance of records can attract an initial penalty of ₹5,000 and ₹500 per day going forward.

The package includes: Preparation of Minutes (AGM, EGM, Board Minutes), Updating Register of Members, Updating Register of Directors, Updating Register of Charges, Updating Register of Shareholders, and Updating Register of Transfers.

The process has four steps: (1) Complete our simple form online, (2) We update and prepare your minutes and registers, (3) Records are maintained and shared electronically (physically when required), and (4) Once complete, we send you all the documents through courier.

The statutory registers and records must be kept at the registered office of the company. Directors, Members of the company, and any other authorised person may inspect the bound registers and records of the company.

The statutory records of the company should be maintained continuously — and whenever any changes occur within the company (like a director appointment, resignation, share transfer, or charge creation), the necessary updates must be made immediately.

Maintenance of Minutes is important because: (1) It is a legal requirement under the Companies Act, 2013, (2) Records serve as legal evidence of corporate actions, (3) Registers can be inspected by Directors, Members, and authorities at any time, and (4) Non-maintenance attracts penalties of ₹5,000 plus ₹500 per day.