Company Master Data Shows Wrong Information: Forms Required for Correction

Last Updated on August 28, 2026

A company’s master data on the Ministry of Corporate Affairs (MCA) portal provides a snapshot of its official corporate details. It may include the company’s name, Corporate Identity Number (CIN), registered office address, authorised and paid-up capital, directors, company status and filing information.

If the company master data shows incorrect information, the correction process depends on why the error occurred. A company may need to file a statutory MCA form, complete an overdue filing, submit a rectification request or raise a service request with the MCA.

There is no single MCA form for correcting every master-data error. The appropriate form depends on the particular information that is incorrect and whether the MCA database differs from the company’s approved statutory records.

What is Company Master Data?

Company master data is the public-facing information available through the MCA’s “View Company/LLP Master Data” service. It is generally populated from incorporation records and e-forms filed by the company.

The displayed information may include: –

• Company name and CIN
• Date of incorporation
• Company category and class
• Authorised and paid-up capital
• Registered office address
• Email address
• Listing status
• Company status
• Directors or signatory details
• Date of the last annual general meeting
• Balance-sheet filing date
• Status of charges

Because lenders, investors, vendors, customers and government authorities may check this information, incorrect master data can create compliance and credibility problems.

Why Does MCA Company Master Data Show Wrong Information?

Wrong information may appear for several reasons: –

1. The company has not filed the relevant form after an internal change.
2. A form was filed with incorrect particulars.
3. The filing was rejected, marked for resubmission or not approved.
4. The change was approved recently, but the master data has not yet refreshed.
5. Annual returns or financial statements are overdue.
6. The MCA database has not correctly captured the information from an approved filing.
7. The company’s internal records do not match its ROC filings.
8. A director’s DIN has been deactivated for non-filing of DIR-3 KYC, which can affect how that director’s status displays, independent of whether DIR-12 was correctly filed.

Before filing another form, check the status of the earlier filing through its Service Request Number (SRN). Also download the approved form and challan, where available, to confirm what was actually reported.

Which MCA Forms Are Required to Correct Company Master Data?

The following table explains the forms ordinarily connected with common corrections: –

Incorrect or outdated information	Form generally required	Main purpose
Registered office address	INC-22	Reports a change in the company’s registered office
Director’s appointment, resignation or designation	DIR-12	Reports changes relating to directors and specified KMP
Director’s personal particulars	DIR-6	Changes DIN-related particulars, subject to supporting documents
Authorised share capital	SH-7	Reports alteration of authorised share capital
Paid-up capital after allotment	PAS-3	Files return of allotment
Company name	MGT-14 and INC-24	Records the resolution and seeks approval for a company-name change
Memorandum or articles	MGT-14	Files the applicable special resolution and altered documents
Annual-return particulars	MGT-7 or MGT-7A	Reports annual company particulars for the relevant financial year
Charge details	CHG-1, CHG-4 or CHG-9	Creates, modifies or satisfies an applicable charge
Registered office shifted between states	INC-23, MGT-14 and connected forms	Obtains approval and records the interstate shift
Approved filing not reflected on portal	MCA service request or grievance	Seeks technical or database rectification

If company status shows as “Active Non-Compliant,” this usually traces back to a pending ACTIVE (INC-22A) filing rather than a data-entry error. Filing ACTIVE typically resolves the status, and until it’s filed, several other event-based forms may be restricted.

These forms apply only when their respective legal events have occurred. The company must examine the underlying transaction, applicable provision and filing history before selecting a form.

A professional review of the company’s MCA filing history can help identify the correct rectification route and prevent unnecessary filings.

How to Correct the Registered Office Address?

If the company has genuinely shifted its registered office, it must ordinarily file Form INC-22 with the prescribed supporting documents. These may include proof of the new address, a utility bill, owner’s authorisation and the applicable corporate approval.

The complete process depends on the type of shift: –

• A shift within the same city, town or village generally requires board approval and INC-22.
• A shift outside the local limits but within the same state generally requires a special resolution, filing of MGT-14 and INC-22.
• A shift from one Registrar of Companies’ jurisdiction to another within the same state may require Regional Director approval.
• A shift from one state to another requires alteration of the memorandum and approval through the prescribed process, including INC-23.

If INC-22 was already approved with the correct address but master data remains incorrect, the company should raise a service request with proof of approval.

How to Correct Director or Signatory Details?

Form DIR-12 is generally used to report the appointment, resignation or change in designation of a director. It is also used for specified changes involving key managerial personnel.

For example, DIR-12 may be required when:

• A new director is appointed.
• A director resigns.
• An additional director becomes a regular director.
• A director’s designation changes.
• Certain key managerial personnel are appointed or cease to hold office.

If the error relates to a director’s personal DIN particulars, such as name, nationality, date of birth or permanent address, Form DIR-6 may be applicable. The correction must be supported by valid documentary evidence.

The company should not file DIR-12 again if a correctly filed and approved DIR-12 has not been reflected due to a technical issue. In that situation, the SRN and approved form should be submitted through the MCA grievance mechanism.

How to Correct Authorised or Paid-Up Capital

Authorised and paid-up capital are not corrected through the same form.

Form SH-7 is generally filed when a company alters its authorised share capital in accordance with its articles and the Companies Act, 2013. It may cover an increase, consolidation, subdivision or other permitted alteration of share capital.

Form PAS-3 is generally used to report an allotment of securities. After an allotment is properly approved and PAS-3 is filed, the paid-up capital shown in master data may be updated.

However, PAS-3 should not be filed unless an actual allotment has taken place. If an earlier allotment form contains a substantive error, the company should obtain professional advice on rectification, because an approved e-form cannot always be freely edited or replaced.

How to Correct the Company Name

A company’s legal name cannot be corrected simply by raising a portal request when the company has formally adopted a new name. Note the distinction: a voluntary rebrand follows the process below. If the Registrar has instead directed a company name change under Section 16 because the existing name too closely resembles another company or registered trademark, the company must comply within the directed timeframe, a different trigger from a self-initiated change, though the filing route converges on similar forms.

A voluntary name change generally involves: –

1. Reserving the proposed name through the applicable MCA service.
2. Obtaining the necessary board and shareholder approvals.
3. Filing MGT-14 for the special resolution.
4. Filing INC-24 for Central Government approval, where applicable.
5. Receiving a fresh certificate of incorporation reflecting the new name.

If the fresh certificate already contains the correct name but master data shows the old name, the company should report the database discrepancy to the MCA with supporting records.

Can MGT-7 or MGT-7A Correct Master Data?

Certain company particulars are drawn from the annual return. Therefore, the next correct filing of MGT-7 or MGT-7A, as applicable, may update information such as the annual general meeting date, business activity, member details and other annual-return particulars.

MGT-7A is the abridged annual return applicable to a One Person Company and a small company, subject to current legal requirements. Other companies generally file MGT-7.

However, an annual return should not be treated as a universal master-data correction form. Registered-office changes, director changes, capital alterations and similar events must be reported through their specific event-based forms.

What If the Correct Form Was Already Filed?

Where the correct e-form has been approved, but the master data remains wrong, follow these steps: –

1. Check the form’s SRN and transaction status.
2. Download the filed form, challan and approval communication.
3. Take a screenshot of the incorrect master data.
4. Allow a reasonable period for system synchronisation after approval.
5. Raise a ticket through the MCA helpdesk or grievance facility.
6. Clearly identify the CIN, incorrect field, correct information and relevant SRN.
7. Attach supporting documents and retain the complaint reference number.

Do not repeatedly file the same form unless the ROC or MCA specifically advises the company to do so.

What If an Approved MCA Form Contains Incorrect Information?

This situation requires careful review. MCA forms generally cannot be edited after approval in the same way as an ordinary online profile.

The possible remedy may depend on: –

• The form containing the error
• Whether the error is typographical or substantive
• Whether third-party rights are affected
• Whether a fresh corporate approval is required
• Whether the Companies Act permits a new or revised filing
• Whether an application, adjudication, compounding or other ROC direction is necessary

A company should not create a fictitious new event merely to correct an old filing. It should place the facts before the jurisdictional ROC or use the prescribed grievance route and proceed according to the response received.

Timely professional assistance can help the company distinguish a statutory non-filing from a technical MCA portal mismatch.

Documents Commonly Required for Correction

The exact documents depend on the form, but commonly required records include: –

• Certificate of incorporation
• Memorandum and articles of association
• Board or shareholder resolutions
• Address proof and recent utility bill
• Rent agreement or ownership document
• No-objection certificate from the premises owner
• Director’s consent, resignation or identity proof
• Altered capital clause
• Allotment records and list of allottees
• Approved MCA forms, challans and SRNs
• Screenshot of incorrect master data
• Digital signatures and professional certification, where required

Conclusion

When company master data shows wrong information, first determine whether the company failed to report a change, filed incorrect particulars or is facing an MCA system error. INC-22, DIR-12, DIR-6, SH-7, PAS-3, MGT-14, INC-24 and annual-return forms address different types of information; none serves as a general correction form.

Companies should compare the portal data with approved filings and statutory records before taking action. Filing an unrelated form may create further inconsistencies instead of correcting the original problem.

Frequently Asked Questions

1. How can I correct wrong company details on the MCA portal?

Identify the incorrect field and compare it with the company’s approved forms. File the relevant statutory form if a change was never reported. If the correct form is already approved, raise an MCA service request with the SRN and supporting evidence.

2. Which form is used to correct a company’s registered office address?

Form INC-22 is generally used to report a registered-office change. Additional forms or approvals may be required when the office moves outside local limits, between ROC jurisdictions or from one state to another.

3. Can an approved MCA form be revised?

An approved MCA form cannot ordinarily be edited directly. The remedy depends on the nature of the error and the form involved. The company may need to contact the ROC, raise a grievance or complete another legally permitted rectification process.

4. How long does MCA master data take to update?

The time varies according to the form, processing mode and MCA system status. Some details update after form approval, while others may take additional time to synchronise. If the information remains unchanged, a service request should be raised.

5. Is there one MCA form for correcting all master-data errors?

No. There is no universal company master-data correction form. The required form depends on the incorrect information—for example, INC-22 for the registered office, DIR-12 for director changes, SH-7 for authorised capital and PAS-3 for an allotment.

6. Why does my director show incorrect status even though DIR-12 was filed correctly?

This is often unrelated to DIR-12. A DIN gets automatically deactivated for non-filing of DIR-3 KYC, which can affect how that director’s details display on master data.

7. Why does my company show as “Active Non-Compliant”?

This status usually points to a pending ACTIVE (INC-22A) filing rather than a master-data error. Filing it typically resolves the status.