How to Apply for PAN for Company

Applying for a Permanent Account Number (PAN) for a company is a foundational step in establishing legal and financial credibility in India. A PAN is a unique 10-digit alphanumeric identifier issued by the Income Tax Department under the Income Tax Act, 1961. For businesses—whether a private limited company, partnership firm, LLP, or sole proprietorship registered under a trade name—obtaining a PAN is mandatory for conducting financial transactions, opening bank accounts, filing income tax returns, and complying with statutory obligations.

Without a PAN, a company cannot engage in activities such as making payments exceeding ₹50,000, purchasing or selling immovable property, or entering into contracts with government agencies. Additionally, financial institutions require a valid PAN before processing loans, credit facilities, or corporate banking services. Failure to obtain a PAN can result in penalties, delayed operations, and non-compliance with tax regulations.

This guide provides a comprehensive, step-by-step walkthrough on how to apply for a PAN for a company, covering documentation, online and offline procedures, common pitfalls, and best practices. Whether you’re a startup founder, company secretary, or finance officer, this resource ensures you navigate the process efficiently and avoid delays or rejections.

Step-by-Step Guide

Step 1: Determine the Correct Application Form

Companies in India must apply for PAN using Form 49A (for Indian entities) or Form 49AA (for foreign entities). For most domestic companies—whether incorporated under the Companies Act, 2013, or registered as a partnership or LLP—Form 49A is applicable. Form 49AA is reserved for foreign companies with business operations in India but no registered office within the country.

Ensure you download the correct form from the official NSDL or UTIITSL website. Avoid third-party portals that may charge unnecessary fees or collect incorrect data. Both NSDL (https://www.nsdl.com) and UTIITSL (https://www.utiitsl.com) are authorized agencies appointed by the Income Tax Department to process PAN applications.

Step 2: Gather Required Documents

Document preparation is critical. Incomplete or incorrect documentation is the leading cause of PAN application rejections. Below is a detailed checklist for companies:

• Certificate of Incorporation – Issued by the Registrar of Companies (RoC). Must be a certified copy with the official seal and signature.
• Proof of Registered Office Address – Utility bill (electricity, water, or landline telephone) not older than two months, or a rent agreement with a No Objection Certificate (NOC) from the landlord. The document must clearly show the company’s name and address.
• Authorization Letter – Signed by an authorized signatory (Director, Partner, or LLP Designated Partner), stating that the applicant is authorized to apply for PAN on behalf of the company. This letter must include the full name, designation, and contact details of the signatory.
• Identity and Address Proof of Authorized Signatory – Aadhaar card, passport, or driver’s license for identity; and a recent utility bill or bank statement for address verification.
• Company’s PAN (if previously held) – If the company had a PAN under a different name or structure (e.g., sole proprietorship converted to private limited), include the old PAN details.

Ensure all documents are clear, legible, and in PDF or JPEG format if applying online. For physical applications, submit attested photocopies along with original documents for verification.

Step 3: Fill Out Form 49A Accurately

Form 49A has multiple sections requiring precise information. Mistakes in any field can delay processing or lead to rejection. Key fields to pay attention to:

• Entity Type – Select “Company” from the dropdown. Do not choose “Individual” or “HUF”.
• Company Name – Enter the exact legal name as registered with the RoC. Include “Private Limited,” “Limited,” or “LLP” as applicable.
• Registered Office Address – Provide the complete address as per the Certificate of Incorporation. Do not use correspondence or operational addresses unless officially registered.
• Date of Incorporation – Copy this directly from the Certificate of Incorporation.
• Authorized Signatory Details – Full name, father’s/husband’s name, date of birth, mobile number, email, and address. This person must be authorized to represent the company legally.
• Category of Applicant – Select “Company” under the category field.
• Nature of Business – Provide a brief description such as “Software Development,” “Manufacturing of Textiles,” or “Consulting Services.” Be specific and align with the company’s primary activity.

Double-check all entries. Once submitted, corrections are possible but require additional processing time and fees. Use the official PDF form or the online portal to avoid manual errors.

Step 4: Choose Application Mode – Online or Offline

Companies can apply for PAN either online or offline. Both methods are valid, but online applications are faster, more secure, and easier to track.

Online Application Process

1. Visit the NSDL or UTIITSL PAN portal.

2. Select “Apply for New PAN Card – Company” and choose “Form 49A.”

3. Register using your email and mobile number. You’ll receive an OTP for verification.

4. Fill the form online. The portal auto-validates fields such as email format and mobile number.

5. Upload scanned copies of all required documents (max 100 KB per file, JPG/PDF format).

6. Review the summary. Ensure all information matches the documents.

7. Pay the application fee online via net banking, UPI, debit/credit card, or digital wallets. The fee for Indian entities is ₹107 (including GST) for delivery within India, and ₹1,017 for international dispatch.

8. Submit the application. You’ll receive an acknowledgment number (15-digit alphanumeric code) immediately. Save this for tracking.

Offline Application Process

1. Download and print Form 49A from the NSDL or UTIITSL website.

2. Fill the form in block letters using a black or blue ink pen. Do not use pencils or corrections.

3. Attach self-attested photocopies of all required documents.

4. Affix two recent passport-sized photographs with the applicant’s signature across the photo.

5. Pay the fee via demand draft or cheque in favor of “NSDL-PAN” or “UTIITSL-PAN,” depending on the agency.

6. Send the complete package via registered post or courier to the NSDL or UTIITSL office nearest to your registered office address. Addresses are listed on the official websites.

Offline applications typically take 15–20 working days for processing, while online applications are processed within 7–10 working days.

Step 5: Track Application Status

After submission, monitor your application status using the acknowledgment number:

• Visit the NSDL or UTIITSL website.
• Select “Track PAN Application Status.”
• Enter your acknowledgment number and captcha code.
• Click “Submit.”

Status updates include: “Application Received,” “Under Processing,” “Documents Verified,” “PAN Generated,” and “Dispatched.” If the status remains “Under Processing” beyond 10 days, check for missing documents or discrepancies via the portal’s “Enquiry” section.

Step 6: Receive PAN Card and Letter

Once approved, the Income Tax Department issues:

• A physical PAN card with the company’s name, PAN number, photograph of the authorized signatory, and QR code.
• A PAN allotment letter (Form 49A) sent via email and postal mail.

The PAN card is sent to the registered office address. Ensure someone is available to receive it. If the card is returned undelivered, contact NSDL/UTIITSL immediately to update the address.

It is advisable to download the e-PAN from the e-Filing portal (https://www.incometax.gov.in) using your acknowledgment number and date of incorporation. The e-PAN is legally valid and can be used for all official purposes until the physical card arrives.

Best Practices

1. Apply Early in the Business Lifecycle

Do not delay PAN application until you need to open a bank account or file taxes. Begin the process immediately after company incorporation. Delays can disrupt banking setup, vendor contracts, and compliance deadlines.

2. Use Authorized Channels Only

Only use NSDL or UTIITSL for PAN applications. Avoid agents or third-party websites claiming to “guarantee fast processing” for extra fees. These services often overcharge and may misuse your data. The official portals are free to use—only the government fee applies.

3. Verify Document Authenticity

Ensure all documents are up-to-date and issued by government authorities. For example, utility bills must be in the company’s name, not the director’s personal name. If the registered office is rented, the rent agreement must be notarized and accompanied by an NOC from the landlord.

4. Maintain Digital and Physical Records

Keep scanned copies of all submitted documents, the acknowledgment receipt, and the PAN card. Store them securely in cloud backups and physical files. These records are essential for audits, loan applications, and future compliance.

5. Update PAN Details if Company Information Changes

If the company changes its name, registered address, or authorized signatory, file Form 49A for “PAN Data Correction” within 30 days. Failure to update can cause mismatches in GST filings, bank records, and tax returns.

6. Link PAN with GSTIN and Bank Accounts

After receiving the PAN, immediately link it with your company’s GSTIN on the GST portal. Also, provide the PAN to your bank for corporate account activation. This integration ensures seamless compliance across tax and financial systems.

7. Avoid Common Mistakes

Common errors include:

• Using a director’s personal address instead of the registered office address.
• Submitting an expired Certificate of Incorporation.
• Leaving fields blank in Form 49A.
• Uploading blurry or incomplete document scans.
• Applying under “Individual” instead of “Company.”

Review your application twice before submission. Consider having a company secretary or chartered accountant verify the details.

Tools and Resources

Official Portals

• NSDL PAN Portal – https://www.nsdl.com
• UTIITSL PAN Portal – https://www.utiitsl.com
• Income Tax e-Filing Portal – https://www.incometax.gov.in
• Ministry of Corporate Affairs (MCA) – https://www.mca.gov.in

Downloadable Forms and Templates

On the NSDL and UTIITSL websites, you can download:

• Form 49A (PDF and editable versions)
• Sample authorization letter templates
• Document checklist for companies

Mobile Applications

The Income Tax Department offers the “e-Filing” mobile app (available on Android and iOS). While it does not allow PAN applications directly, it enables you to:

• Download e-PAN
• Link PAN with Aadhaar
• View tax filings and notices

Professional Assistance

For complex structures (e.g., foreign-owned subsidiaries, joint ventures), consider engaging a company secretary or chartered accountant. They can:

• Verify document compliance
• Prepare authorization letters
• Handle correspondence with NSDL/UTIITSL
• Ensure alignment with MCA and GST regulations

Professional assistance typically costs between ₹1,000–₹3,000, which is minimal compared to the cost of delays or non-compliance penalties.

Document Scanning and Storage Tools

Use these tools to digitize and organize documents:

• Adobe Scan – Free app for high-quality document scanning with OCR.
• Google Drive – Secure cloud storage with folder organization (e.g., “Company PAN Documents”).
• OneDrive – Integrated with Microsoft Office for easy access to PDFs and forms.

Always encrypt sensitive files and restrict access to authorized personnel only.

Real Examples

Example 1: Tech Startup Incorporating as a Private Limited Company

XYZ Innovations Pvt. Ltd. was incorporated on January 15, 2024. The founders applied for PAN on January 20, 2024, using Form 49A online. They uploaded:

• Certificate of Incorporation (dated January 15, 2024)
• Electricity bill of the registered office (issued January 5, 2024)
• Aadhaar card and passport of the Director
• Authorization letter signed by the Director

The application was submitted with a payment of ₹107. On January 25, the status changed to “PAN Generated.” The e-PAN was downloaded on January 26. The physical PAN card arrived on February 2. The company opened its bank account on February 5 using the e-PAN.

Example 2: LLP Converting from a Partnership Firm

ABC Legal Advisors LLP was formed after converting a partnership firm. The previous firm had a PAN under the old name. The LLP applied for a new PAN using Form 49A and included:

• LLP Incorporation Certificate
• Change of name approval from RoC
• Notarized rent agreement for the office
• Authorization letter from Designated Partners

The application was rejected initially because the old PAN was listed under “Firm” instead of “LLP.” The applicants corrected the entity type, resubmitted, and received the new PAN within 8 days. They then applied for GST cancellation under the old PAN and registration under the new one.

Example 3: Foreign Company Establishing a Branch in India

A U.S.-based software company opened a branch office in Bengaluru. As a foreign entity, they used Form 49AA. Required documents included:

• Articles of Incorporation from the U.S. Secretary of State (notarized and apostilled)
• Proof of branch office address in India (lease agreement + NOC)
• Board Resolution authorizing the Indian representative
• Passport copy of the authorized signatory

Due to international document requirements, the application took 18 days. The company received the PAN and used it to register for GST and hire local employees.

FAQs

Can a company apply for PAN without a registered office?

No. A registered office address is mandatory. The address must be verified through official documents such as a utility bill or rent agreement with NOC. A P.O. Box or virtual office is not acceptable.

Is a digital signature required to apply for PAN for a company?

No, a digital signature is not mandatory for Form 49A. However, if you are applying through a company secretary or CA on behalf of the company, they may use their DSC to file electronically. For direct applications, a physical signature on the form or authorization letter is sufficient.

Can I apply for PAN for multiple companies under one application?

No. Each company must have a separate PAN. Even if companies are under the same promoter group, each legal entity requires its own unique PAN.

What if the authorized signatory’s name on the documents doesn’t match the company records?

Discrepancies can lead to rejection. Ensure the name on the authorization letter, identity proof, and Certificate of Incorporation are identical. If a director’s name was recently changed (e.g., due to marriage), submit a legal affidavit and updated documents.

Is there an age limit for the authorized signatory?

No. The authorized signatory must be legally competent to enter into contracts, which typically means being 18 years or older. There is no upper age limit.

Can I use a temporary address for PAN application?

No. Only the registered office address as per MCA records is acceptable. Temporary or shifting addresses will result in rejection.

How long is the PAN valid for a company?

A PAN issued to a company is valid for its entire legal existence. It does not expire unless the company is dissolved or struck off by the RoC.

What if I lose my PAN card?

You can apply for a duplicate PAN card using Form 49A. Select “Reprint of PAN Card” as the reason. The fee is ₹107. You can also download the e-PAN from the income tax portal as a temporary replacement.

Can a company hold more than one PAN?

No. Holding multiple PANs is illegal under Section 272B of the Income Tax Act. Penalties of up to ₹10,000 can be imposed. If you accidentally have two PANs, immediately apply for cancellation of the duplicate via the NSDL portal.

Do I need to update PAN if the company changes its name?

Yes. File Form 49A for “Change in PAN Data” and attach the RoC approval for the name change. Failure to update can cause mismatches in GST, bank records, and tax filings.

Conclusion

Applying for a PAN for a company is not merely a bureaucratic requirement—it is a strategic necessity for operational legitimacy, financial access, and regulatory compliance. The process, while structured, demands attention to detail, accurate documentation, and adherence to official procedures. By following the step-by-step guide outlined in this tutorial, companies can avoid common pitfalls, reduce processing delays, and ensure seamless integration with India’s financial and tax infrastructure.

Remember, the key to success lies in preparation: verify your documents, use only authorized portals, double-check every field in Form 49A, and maintain organized records. Whether you’re a new startup or an established business expanding operations, your PAN is the cornerstone of your financial identity in India.

Do not underestimate the importance of timely PAN acquisition. It opens doors to banking, taxation, compliance, and growth. With the right approach, the application process becomes a smooth, efficient, and empowering step toward building a legally sound and sustainable enterprise.