Re: Change in Handwritten Signature for the Company Compliance Filings and Other Document Filings

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Manoj Kumar (Querist)
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23 September 2023 Hi,

Please suggest me, as a director of a Pvt Ltd Company in India? how can I change my hand written signature? Basically, I want to change the original signatures that I had used on documents during the Pvt Ltd Company Registration (the signature as per my PAN card).

Because, for any document / compliance filing to MCA or ROC, it is generally required the "Digital Signatures (DSC) but I am asking about the handwritten signatures that need to be done by the director of the company on hard copy documents for filings to MCA or ROC. If I want to change the signatures.

Is there any procedure required to follow to change handwriting signatures? OR can I start using a completely new signature on documents for filings to MCA / ROC for the private limited company?

Also, please confirm me can I use a completely different signature for all internal official purposes, for example, "Signing of expense bills / receipts", "Signing of sales invoices", "Signing of other office documents like appointment letters of employees" etc.

OR should I use only the signature that I had used during Pvt Ltd Company registration (as on PAN card) for every situation including compliance filing document to MCA / ROC, internal office
purposes etc.?

I need clarity on this, so I have written this question in details, please clarify me.

Asha Kanta Sharma

Asha Kanta Sharma

(Expert)
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10 July 2024 Changing your handwritten signature as a director of a Private Limited Company in India does not have a specific legal procedure laid down under the Companies Act, 2013 or the rules of the Ministry of Corporate Affairs (MCA). However, there are practical considerations to keep in mind:

### Changing Handwritten Signature for Official Documents:

1. **Internal Office Documents:**
- For internal purposes within your company, such as signing expense bills, sales invoices, appointment letters, etc., you have the flexibility to use a signature of your choice. This signature does not necessarily need to match the one on your PAN card or the one used during company registration.
- It is common for directors to use a consistent signature for all internal documents within the company.

2. **Documents Filed with MCA or ROC:**
- When it comes to documents filed with the MCA or Registrar of Companies (ROC), such as annual returns, financial statements, board resolutions, etc., the signatures should be consistent and ideally match the signature originally used during company registration.
- This ensures consistency and authenticity in the documents submitted to regulatory authorities.

### Practical Steps to Change Handwritten Signature:

- **Inform Stakeholders:** It is good practice to inform stakeholders within your company about the change in your signature, especially those involved in preparing or signing off on official documents.

- **Update Records:** While there is no formal procedure, it is advisable to update your company records with the updated signature. This can include updating the records maintained internally by the company secretary or the authorized signatories for banking purposes.

- **Document Changes:** Ensure that any changes to your signature are documented internally within the company, especially if there are specific procedures in place for signing authority.

### Using Digital Signatures (DSC):

- **Separate from Handwritten Signature:** Digital signatures (DSCs) are used for electronic filing of documents with the MCA or ROC. They are distinct from handwritten signatures and are issued by Certifying Authorities under the Information Technology Act, 2000.
- **No Need to Change DSC:** Changing your handwritten signature does not require a change in your DSC. Your DSC remains valid as long as it is within its validity period and corresponds to the authorized signatories listed in your company records.

### Conclusion:

You have the discretion to use a new signature for internal office documents, provided you maintain consistency. However, for documents filed with the MCA or ROC, it is generally advisable to use the signature that matches the one originally used during company registration to maintain consistency and authenticity. Always ensure that any changes to signatures are communicated internally and documented appropriately. If in doubt, consulting with your company secretary or legal advisor can provide specific guidance based on your company's internal policies and requirements.