How to Update Company KYC and Registered Office Details on MCA in India

To update your company’s details on MCA, file Form INC-22 for a change of registered office address or company email ID, and Form DIR-3 KYC Web for a director’s KYC or contact details. INC-22 is due within 15 days of the change for a move within the same city, and a director’s change of mobile number, email or address must be reported within 30 days.

Introduction

Companies relocate offices, directors’ contact details may change, and email addresses may become obsolete. But the MCA record stays frozen at whatever was submitted on the date of incorporation until someone updates it. That gap is how missed notices, failed filings, and avoidable penalties happen.

Here is what needs to be updated, which form applies, and how the requirements have changed in 2026.

Contact our team for assistance with MCA compliance issues.

What “KYC” Means on the MCA Portal

People use the word loosely, so it helps to separate the two.

Director KYC is about the individual who holds a DIN. It confirms identity, mobile number, email and residential address, and it is filed by the director personally.

Company details are about the company itself, mainly the registered office address and official email ID. These are filed by the company, through a director, using INC-22 and related forms.

Both matter, and a lapse in either can stall your other filings.

Updating Director KYC

DIR-3 KYC Web is the single form for director KYC now. From 31 March 2026, the older e-form and web versions were merged into it. For the full picture, see our guide to the new DIR-3 KYC rules.

What Changed in 2026

The Companies (Appointment and Qualification of Directors) Amendment Rules, 2025, notified on 31 December 2025 (G.S.R. 943(E)), changed Rule 12A. Director KYC is no longer annual. It is now filed once every three consecutive financial years, by 30 June of the relevant year.

A director who had already filed KYC for FY 2025-26 is next due between April and 30 June 2028. A director whose DIN was allotted during FY 2025-26 is first due between April and 30 June 2029. Many older guides still say 30 September every year, which is now outdated. See our DIR-3 KYC due date guide for the current cycle.

Mid-Cycle Changes Still Need Reporting

The three-year cycle does not excuse stale details. If a director’s mobile number, email address or residential address changes, it must be updated through DIR-3 KYC Web within 30 days of the change, along with the prescribed fee. This update does not reset the three-year cycle.

Missing the due date means the DIN is marked as deactivated, and a director with a deactivated DIN can’t sign filings until KYC is completed with the ₹5,000 late fee. If this has already happened, see how to reactivate a deactivated DIN.

How to File DIR-3 KYC Web

• Log in to the MCA V3 portal with the director’s credentials.
• Go to MCA Services, then DIN Services, then DIR-3 KYC Web.
• Enter the DIN and check the pre-filled details.
• Update the mobile number, email, or address, and verify through the OTPs sent.
• Submit, and keep the acknowledgement.

Not sure when your KYC is due? Talk to our team.

Updating the Registered Office

The route depends entirely on how far the office is moving. Pick the wrong one and the filing gets rejected or, worse, the change isn’t legally effective.

Move	Approval Needed	Forms	Time Limit
Within the same city or town	Board resolution	INC-22	15 days
Outside city limits, same ROC and state	Special resolution	MGT-14, INC-22	30 days
Different ROC, same state	Special resolution and Regional Director approval	MGT-14, INC-23, INC-28, INC-22	MGT-14 within 30 days; INC-28 within 30 days of the order; INC-22 after the order
Different state	Special resolution, MOA change, newspaper advertisement, creditor notice and Regional Director approval	MGT-14, INC-23, INC-28, INC-22	INC-28 within 30 days of the order; INC-22 within 60 days of the order

Within the Same City

This is the simplest case. The board passes a resolution, and INC-22 goes to the Registrar within 15 days of the change. The MOA stays untouched.

Outside City Limits, Same ROC

The shareholders must approve with a special resolution, which is filed on MGT-14. INC-22 follows within 30 days. See our guide to Form MGT-14 filing.

Different ROC, Same State

Because the company is moving between Registrar jurisdictions, it needs the Regional Director’s approval through INC-23. The change takes effect only after the order, and INC-28 and INC-22 are filed once it is received. For example, a move between districts that fall under different ROC offices in the same state, such as ROC Chennai and ROC Coimbatore in Tamil Nadu, falls in this category.

Different State

This is the heavy version. The MOA’s registered office clause must be altered, the company must advertise the proposed shift in newspapers and give notice to creditors, and the Regional Director must approve through INC-23. After the order, INC-28 is filed within 30 days and INC-22 within 60 days with the Registrar of the new state. The company’s CIN changes because it carries the state and ROC codes.

The Regional Director generally passes the order within about 15 days if no objection is received, and within about 60 days if an objection is raised and a hearing is held.

INC-22 Deadline: 15 Days or 30 Days?

You will see both figures. The Incorporation Rules provide 15 days from the change, while Section 12(4) of the Companies Act, as amended, refers to 30 days. Filing within 15 days satisfies both, so treat 15 days as your deadline.

Want help working out which scenario applies to you? Speak to our experts.

Documents Required

• Certified copy of the board or special resolution approving the change.
• Notice and explanatory statement, if a general meeting was held.
• Proof of the new registered office, such as a rent agreement or sale deed.
• NOC from the owner, naming the company, where the premises aren’t owned.
• A utility bill dated within the last two months.
• MGT-14 acknowledgement, where a special resolution was passed.
• For a change of state, the amended MOA, newspaper advertisements and proof of the notices to creditors.

Step-by-Step Process: A Simple Change Within the Same City

Step 1. Hold the Board Meeting

Pass a resolution approving the new address and authorising a director to file the form.

Step 2. Arrange the Address Proof

Collect the rent agreement, an NOC naming the company, and a recent utility bill, all matching the new address exactly.

Step 3. File INC-22

Submit the form on the MCA V3 portal within 15 days of the change. INC-22 also carries the company’s email address, so correct that in the same filing if it has changed. For a walkthrough, see how to change a company address on the MCA portal.

Step 4. Check the MCA Master Data

Once the form is processed, confirm that the address and email on the company’s master data are updated.

Step 5. Update Everywhere Else

An updated MCA record does not change your other registrations automatically. That part is on you.

Fees and Timeline

Government fees depend on the form and the company’s share capital, so check the current schedule on MCA V3 before filing. The time taken depends mostly on the type of move.

Type of move	Typical time
Within the same city	About 5 to 10 working days
Outside city limits, same ROC	About 15 to 20 working days
Different ROC, same state	About 45 to 60 working days, depending on the Regional Director’s order
Different state	About 60 to 90 working days or more

These are indicative ranges based on typical experience. They are not guaranteed, because processing depends on document accuracy, objections and the authorities’ workload.

Update Your Other Registrations

The MCA address is only one record. The same address sits in several others, and mismatches create problems.

• GST: amend the registration (Form GST REG-14), since changes must generally be reported within 15 days.
• PAN and TAN: update through the respective portals.
• Bank accounts: submit the new address proof and board resolution.
• Udyam, EPFO, ESIC, and any shop and establishment licence.
• Letterheads, invoices, website, and email signatures.
• The company name board at the new office, which the Act requires you to display.

Need help updating every registration after a move? Talk to our team.

ACTIVE (INC-22A) and Physical Verification of the Registered Office

Separately from any change of address, companies incorporated on or before 31 December 2017 had to file Form INC-22A, called ACTIVE, with geo-tagged photographs of the registered office. A company that did not file is marked “ACTIVE non-compliant”, and clearing the tag costs ₹10,000. Companies carrying this tag may also be blocked from some MCA filings until the default is cleared.

The Registrar can also physically verify a registered office under Rule 25B. If the office cannot be found, or cannot receive communications, the Registrar can start strike-off proceedings under Section 248, in addition to the penalty for the default. If this has already happened to you, read what to do when registered office verification fails.

What Will Happen If There Is No Update?

• Government notices go to the old address, and deadlines are missed.
• Section 12(8) of the Companies Act allows a penalty of ₹1,000 a day, up to ₹1 lakh each, on the company and every officer in default for registered office defaults.
• If the company cannot be traced at its registered address, the Registrar can start strike-off proceedings under Section 248.
• A deactivated DIN blocks any filing that the director has to sign.
• Banks and the GST department can raise questions over mismatched addresses.

Common Mistakes to Avoid

• Following the old annual DIR-3 KYC rule and missing the new date, or ignoring the 30-day change rule.
• Assuming a mid-cycle update resets the three-year KYC clock. It does not.
• Moving the office and filing INC-22 after the 15-day window.
• Using the wrong form for a move across ROC jurisdictions.
• Forgetting to file INC-28 after the Regional Director’s order.
• Submitting an NOC that doesn’t name the company.
• Letting the utility bill age past two months.
• Updating MCA, but forgetting GST, the bank, and licences.

Advantages of Up-to-Date MCA Information

• Notices Reach You: Communication from the government comes to an address where someone can read it.
• No Forms Blocked: A valid DIN and accurate information mean all forms can be signed.
• Fewer Penalties: Timely submission avoids additional charges and notices.
• Good Due Diligence Records: Banks, investors and buyers see consistent records.
• Lower Strike-Off Risk: A company that can be traced is less likely to face strike-off.

Example

This is an illustrative example. A founder shifts the company’s office to a new locality in the same city. The board passes a resolution, the landlord issues an NOC naming the company, and INC-22 is filed within 15 days. The same week, the founder amends the GST registration, informs the bank, and replaces the name board. Months later, a government notice reaches the right address on time, and nothing is missed.

How Kanakkupillai Can Assist You

We determine the relevant registered office situation, draft the resolution, and submit INC-22, MGT-14 or INC-23 as necessary. See our registered office change service. We can also file DIR-3 KYC Web on behalf of directors and get your GST and other registrations updated so that everything is consistent. For the full process, read our guide on the procedure for changing the registered office of a company.

Conclusion

MCA data is not updated automatically. Director KYC is now a three-year process, with a 30-day requirement whenever contact details change. There are four possible routes for a registered office move, depending on how far the company is moving. Filing the correct form at the right time and updating your other registrations keeps everything consistent.

FAQs

1. How often is director KYC due now?

From 31 March 2026, DIR-3 KYC Web is due once every three consecutive financial years, by 30 June. Directors who completed KYC up to FY 2025-26 are next due between April and 30 June 2028. A director whose DIN was allotted during FY 2025-26 is first due between April and 30 June 2029.

2. What if a director’s mobile number or address changes?

The change must be reported through DIR-3 KYC Web within 30 days, with the prescribed fee. This applies even in the middle of the three-year cycle, and it does not reset the cycle.

3. Which form is used to change the registered office?

INC-22 is filed for every registered office change. Moves across ROC jurisdictions or states also need INC-23, with Regional Director approval, a special resolution filed on MGT-14, and INC-28 to file the order.

4. What is the time limit for reporting a move within the same city?

INC-22 must be filed within 15 days of the change, after a board resolution approves it. The MOA does not need to be altered for a move within the same state.

5. Do I need to update GST after changing the registered office?

Yes. GST registration details must be amended for the new address, and changes are generally required to be reported within 15 days. Update your bank, PAN, and other licences too.

6. How do I update my company’s email ID on MCA?

The company’s email ID is carried in Form INC-22, so you can correct it in the same filing, or through INC-22 on its own if the address has not changed.

7. What is INC-22A (ACTIVE) and does my company need to file it?

INC-22A is a one-time verification of the registered office, with geo-tagged photographs, for companies incorporated on or before 31 December 2017. A company that did not file is marked “ACTIVE non-compliant” and pays ₹10,000 to clear the tag.

8. What is the penalty for not updating the registered office?

Under Section 12(8), the company and every officer in default can be penalised ₹1,000 for each day the default continues, up to ₹1 lakh each. The Registrar can also begin strike-off proceedings if the officer cannot be found.