Changing your company name in India involves several legal steps, but the process is more manageable than most business owners expect. Here’s what you need to know about the MCA filing process, costs, and timeline for officially updating your company name.
Why Companies Change Their Names
Business owners usually change their company names for practical reasons. The most common scenarios include rebranding after business growth, resolving trademark conflicts with similar companies, or expanding into markets where the current name doesn’t work well. Some companies also change names after mergers or when entering regulated industries with specific naming requirements.
Legal Requirements Before You Start
The Companies Act, 2013 governs name changes through the Ministry of Corporate Affairs (MCA). Before filing any forms, check these requirements:
Your Compliance Status
The MCA will reject your application if your company has pending issues. You need current annual returns (MGT-7) and financial statements (AOC-4) on file. Companies with outstanding deposits, debenture defaults, or ongoing legal proceedings cannot change names until these issues are resolved.
Articles of Association
Your Articles of Association (AoA) should authorize name changes. If it doesn’t include this provision, you’ll need to amend the AoA first using Section 14 procedures. This adds extra time to the process, so check this early.
The Name Change Process
Step 1: Board Meeting and Resolution
Start with a Board of Directors meeting. The board needs to approve the proposed name change, authorize someone (usually a director or Company Secretary) to handle the name reservation, and schedule an Extraordinary General Meeting (EGM) for shareholder approval.
The board resolution should specify the current name, proposed new name, and business reasons for the change.
Step 2: Reserve Your New Name (RUN Service)
Use the MCA portal’s Reserve Unique Name (RUN) service to check if your proposed name is available. Here’s how it works:
- Submit your proposed name variations through the MCA portal
- Pay ₹1,000 application fee
- Wait 1-2 working days for approval
- Name reservation lasts 60 days from approval
Pro tip: Submit multiple name options to avoid delays if your first choice gets rejected.
Step 3: Shareholder Meeting (EGM)
Once your name is approved, call an Extraordinary General Meeting. Send notices to all shareholders at least 21 days before the meeting date. Include an explanatory statement explaining why the company wants to change its name.
During the EGM, shareholders vote on a special resolution for the name change. You need at least 75% of votes in favor. Keep detailed minutes of the meeting proceedings.
Step 4: File Form MGT-14
Within 30 days of the EGM, file Form MGT-14 with the Registrar of Companies. This form registers the special resolution with the MCA. You’ll need to attach copies of the EGM notice, explanatory statement, special resolution, and meeting minutes.
Step 5: Submit Form INC-24
Form INC-24 is your main application for government approval. File this after MGT-14 is approved (you’ll need the service request number from MGT-14). The form requires the altered Memorandum of Association and other supporting documents.
Step 6: New Certificate of Incorporation
After approving INC-24, the Registrar issues Form INC-25 – your new Certificate of Incorporation with the updated company name. This document is your official proof of the name change.
Forms and Documents You’ll Need
| Form | Purpose | When to File |
|---|---|---|
| RUN Application | Reserve new company name | After board resolution |
| Form MGT-14 | Register special resolution | Within 30 days of EGM |
| Form INC-24 | Apply for name change approval | After MGT-14 approval |
Document Checklist
Prepare these documents before starting the process:
- Board resolution authorizing the name change
- Special resolution from the EGM
- EGM notice and explanatory statement
- Meeting minutes from the EGM
- Amended Memorandum of Association
- Current Certificate of Incorporation
- Registered office address proof
- Digital signatures of authorized directors
For certain industries like banking, insurance, or telecommunications, you may need additional regulatory approvals before applying.
How Much It Costs
Government Fees
| Process | Fee |
|---|---|
| RUN Application | ₹1,000 |
| Form INC-24 (varies by authorized capital): | |
| Up to ₹25 lakh | ₹2,000 (₹1,000 for OPC/Small Company) |
| ₹25 lakh to ₹50 lakh | ₹5,000 (₹2,500 for OPC/Small Company) |
| ₹50 lakh to ₹5 crore | ₹10,000 |
| ₹5 crore to ₹10 crore | ₹15,000 |
| Above ₹10 crore | ₹20,000 |
Other Expenses
Beyond government fees, budget for professional assistance (₹15,000 to ₹50,000), EGM organization costs, stamp duty, and post-approval updates to PAN, GST, and bank accounts. Total costs typically range from ₹25,000 to ₹75,000 depending on your company size and complexity.
Timeline and Processing
The entire process usually takes 15 to 60 days. Here’s a realistic timeline:
- Board meeting and RUN application: 3-5 days
- EGM notice period and meeting: 21+ days
- MCA form filing and processing: 10-15 days
- Government approval and certificate: 5-10 days
Delays often happen during the EGM scheduling or if you miss filing deadlines. The 60-day RUN approval expiry can also create time pressure if the process drags on.
After the Name Change
Getting the new certificate is just the beginning. You’ll need to update your company name across multiple registrations and documents:
Immediate Updates
- PAN registration with the Income Tax Department
- GST registration (GSTIN amendment)
- Bank accounts and financial institutions
- EPF, ESI, and other statutory registrations
- Insurance policies and contracts
Business Materials
- Company seal, letterheads, and stationery
- Website, email signatures, and online profiles
- Contracts, agreements, and legal documents
- Customer and supplier notifications
The Two-Year Rule
For two years after changing names, you need to print “(Formerly known as [Old Company Name])” on all official documents, letterheads, and invoices. This requirement helps maintain business continuity and legal clarity.
Common Problems and How to Avoid Them
Name Selection Issues
Many applications get rejected because the proposed names are too similar to existing companies or use restricted words without proper approvals. Check trademark databases and avoid names that could confuse customers or authorities.
Process Mistakes
The most frequent errors include filing forms before ensuring company compliance, inadequate EGM notice periods, and missing document attachments. Double-check all requirements before submitting forms.
Timing Problems
Don’t underestimate the time needed for each step. The RUN approval expires in 60 days, so plan your EGM and filing schedule accordingly. Missing the 30-day MGT-14 filing deadline creates additional complications.
Industry-Specific Requirements
Companies in regulated sectors need extra approvals. Banks require RBI clearance, insurance companies need IRDAI approval, and listed companies need SEBI permissions. These approvals can add weeks or months to the process, so start early if you’re in a regulated industry.
Using Digital Tools
WeeDoo.in helps streamline the name change process with several useful tools. Our company name search covers 27+ lakh registered companies, so you can check for conflicts before applying. The director search feature helps identify potential issues with similar named entities. You can also access MCA documents and track filing status through our platform.
Frequently Asked Questions
Can a company change its name more than once?
Yes, but each change requires the full legal process. Multiple name changes in a short period might trigger regulatory questions, so have solid business reasons for each change.
What if my proposed name gets rejected?
You can reapply with different name options. Each RUN application costs ₹1,000, so submitting multiple variations initially saves time and money.
Do private companies need an EGM?
Yes, all company types need shareholder approval through an EGM. The special resolution requires 75% majority and proper notice periods apply regardless of company size.
Is the entire process online?
Most filing happens through the MCA v3 portal, but you still need to conduct a physical EGM (unless virtual meetings are specifically permitted) and handle document notarization offline.
How long is the new certificate valid?
The new Certificate of Incorporation (Form INC-25) is permanently valid, just like your original incorporation certificate.
