Employee Company Secretary Identification Number (eCSIN)

The Employee Company Secretary Identification Number (eCSIN) is a unique identification number issued to every Company Secretary (CS) in employment in India. It was introduced by the Institute of Company Secretaries of India (ICSI) through the eCSIN Guidelines, 2019, and made mandatory from 01.10.2019 to ensure transparency and traceability in the appointment and cessation of Company Secretaries. eCSIN must be generated after 30 days from the date of appointment. eCSIN is used in various RoC filings such as MGT-7, DIR-12, disclosures made to the stock exchange in the listed companies, etc.

Who Must Generate eCSIN and When?

Every Associate (ACS) or Fellow (FCS) member of ICSI who takes up an employment position is required to generate an eCSIN. This includes full-time, part-time, or contractual appointments in:

• Companies registered under the Companies Act
• Limited Liability Partnerships (LLPs)
• Government and semi-government bodies
• Financial institutions
• Private firms
• Foreign companies with operations in India

An eCSIN must also be generated when the CS resigns, retires, is terminated, or otherwise ceases to be employed. The eCSIN must be generated within 30 days from the date of appointment of a company secretary or cessation of the appointment.

Exemption from eCSIN Requirement

Certain categories of Company Secretary (CS) members are exempt from generating eCSIN, as per ICSI guidelines:

• Current members of Parliament or State/Union Territory legislative assemblies.
• Members of the judiciary, tribunals, and quasi-judicial bodies.
• Officers serving in central or state civil services and related disciplines.
• Personnel in the armed forces and paramilitary organisations.
• Members employed within central or state government departments, regulatory bodies, or government agencies.
• Registered advocates in India holding valid membership with a recognised Bar Council.
• Individuals possessing valid certification from any other professional institute in India.

Note: Any additional exemptions are granted explicitly by the ICSI Council.

Structure of eCSIN

The Employee Company Secretary Identification Number (eCSIN) is an 18-character alphanumeric code assigned to each Company Secretary in employment. The structure of the number is:

• First character: Indicates the purpose – ‘E’ for Employment or ‘R’ for Resignation/Cessation.
• Second character: Represents membership status – ‘A’ for Associate Member, ‘F’ for Fellow Member.
• Next 6 digits: The ICSI membership number of the CS.
• Next 1 character: A single alphabet representing the financial year (e.g., A = 2019-20, B = 2020-21, and so on).
• Last 9 digits: A system-generated unique serial number for identification.

Details Required for Generating an eCSIN

Before generating an eCSIN, a Company Secretary need to provide the following information

1. ICSI Membership Number ACS or FCS
2. Corporate Identification Number (CIN) of the employer or its registration number (for non-company employers)
3. Job title or designation held in the organisation
4. Relevant dates, such as:

• • Offer letter issuance date

• • Date of consent or acceptance

• • Date of formal appointment

• • If applicable, date of resignation or notice of cessation

• • Date of actual cessation or termination of employment

Process to Generate eCSIN

The process of generating eCSIN is digital, simple, and without any cost. Follow the following steps:

1. Login to the ICSI eCSIN Portal

Go to the ICSI eCSIN portal, and go to the “Membership Registration” section.

2. Select Membership Type

Choose whether you are an ACS or FCS and enter your registration number and date of birth.

3. Fill in Employment Details

The CS must enter the following information:

• Name and designation
• Date of appointment or cessation
• Employer’s name and address
• Corporate Identification Number (CIN), PAN, or registration number of the employer
• Nature of employment (full-time/part-time/consultancy and Click on ‘Submit’ to proceed.

4. Declaration and Submission

Once the information is entered, the CS must verify the accuracy and click on “Generate eCSIN.” A PDF document is generated as proof of issuance.

5. Use in Corporate Filings

The generated eCSIN must be quoted in the consent letter issued by the CS and submitted to the company. This letter is attached with relevant forms, such as DIR-12, filed with the Registrar of Companies.

Each member can have only one active eCSIN at any given time, unless they hold additional valid positions as allowed under specific provisions.

Searching Existing eCSIN Records

To review eCSIN history:

• Input a date range to view both active and inactive eCSINs generated during that period.
• Optionally, you can download the full list, useful for recordkeeping or audits.

Use of eCSIN

The eCSIN must be mentioned on:

• The consent or appointment letter was accepted by the CS
• The resignation or cessation letter issued by the CS
• Form DIR-12 (Appointment or Resignation of KMP/Directors)
• Board Resolution
• Annual Return MGT-7 and Secretarial Audit Reports MR-3
• In listed companies, disclosures made to stock exchanges or in corporate governance reports may include details of KMP appointments, and eCSIN can be kept on record to verify such disclosures.

Multiple eCSINs and Dual Roles

A CS is allowed only one active employment-related eCSIN. However, special provisions for professionals who serve in dual capacities, such as in a holding company and its subsidiary, to have a:

• A second eCSIN may be allowed after submitting the required documents, such as board resolutions and consent letters
• Approval is required from ICSI
• The member must maintain clarity on which company is the primary employer

This provision is tightly monitored to prevent misuse or overlapping responsibilities that may lead to conflicts of interest.

Revocation or Update of eCSIN

If you make any mistake while generating an eCSIN or if the employment is incorrectly reported, the CS must immediately revoke or update the eCSIN. Members are required to log in to the portal, select the generated eCSIN, and request revocation with supporting remarks. It is pertinent to note that the ICSI keeps a record of all active, revoked, and historical eCSINs for future reference.