Which papers does a digital signature need?
A digital signature certificate identifies the person who signs an electronic form. A licensed certifying authority issues it. An Indian applicant ordinarily gives a permanent account number, Aadhaar, a photograph, a mobile number, and an email address.
Who issues the certificate?
The Controller licenses certifying authorities under the Information Technology Act, 2000. The company does not issue the certificate to its own director. The application is made to one of those authorities. What the authority charges, and how many days it takes, is that authority’s process. It is not a government fee fixed in the Companies Act. How the certificate is obtained for a filing is on the digital signature page.
Which papers does the applicant give?
For an Indian resident the usual set is the PAN, Aadhaar, a photograph, a mobile number, and an email. The authority matches the identity. A foreign applicant gives a passport, and such address proof and photograph as that authority asks for. A video or in-person check is part of many applications. The authority can ask for a further paper. A long catalogue of old identity cards is not a substitute for the document that authority currently accepts.
How is it used on the MCA portal?
Forms on the Ministry’s portal, including SPICe+, DIR-12, and the annual forms, are signed with the certificate of the director or the professional who is declaring. The certificate is registered against that person’s details on the portal before it will sign. One director’s certificate does not sign for another director. A director identification number is still required before appointment. The certificate does not allot that number.
What does the certificate not do?
It authenticates a signature. It does not incorporate the company, open the bank account, or approve a form that is otherwise incomplete. A company opening a bank account still passes a board resolution and produces its incorporation papers. The period printed on the certificate is the period it lasts. It is renewed with the authority before it expires if later forms must be signed.
Frequently asked questions
Four questions cover sharing a certificate, appointment, the period of validity, and a passport.
Is one certificate shared by the whole board?
No. The certificate identifies one person. Each director or professional who signs a form uses that person’s own certificate.
Does the certificate appoint the director?
No. It lets that person sign an electronic form. Appointment is a separate filing, after the person holds a director identification number.
Is the validity always two years?
No. The certifying authority issues the certificate for the period it offers. The period is on the certificate. It is not a single period fixed by the Companies Act.
Can a foreign director apply with a passport?
Yes. A foreign applicant is identified with a passport. The certifying authority may also ask for an address proof and a photograph.
Sources
A digital signature certificate is issued under the Information Technology Act, 2000, by a certifying authority licensed under that Act. MCA forms are signed with a certificate registered on the MCA portal.