Adding a Partner or Transferring Shares in an Indian Company: Step-by-Step with Fees & Timelines 

Ownership structure changes are a common part of the corporate lifecycle. Shareholding patterns change because  businesses raise money, bring in strategic investors, realign founder equity, or facilitate exits. The Companies Act, 2013 provides a comprehensive framework through governance procedures and statutory registers filed with the Registrar of Companies (ROC). 

As of March 2024, India had over 2.66 million registered companies, with approximately 64 percent classified as active per Ministry of Corporate Affairs data. During FY 2024, more than 185,000 new companies incorporated, while existing entities reported substantial share capital or shareholding changes via PAS-3 and MGT-7 filings. 

Legal Framework Governing Ownership Changes 

Ownership changes fall under the Companies Act, 2013, and associated rules. Issuance of new shares increases paid-up capital and dilutes existing holdings, governed by Sections 39 and 62, requires filings with the  Registrar of Companies . 

The transfer of existing shares shifts ownership without altering total capital, regulated by Section 56, involves internal approvals, stamp duty, and annual disclosures. The term “partner” applies to partnerships, not companies; “adding a partner” refers to inducting a new shareholder via fresh allotment. 

MCA data for FY 2024 shows PAS-3 and MGT-7 as key compliance forms, underscoring frequent ownership modifications amid 1.13 lakh  incorporations in FY24-25 to November 2024. 

Distinction Between Share Allotment and Share Transfer 

Share allotment issues new shares to existing or new investors, raising paid-up capital. It demands board approval, shareholder consent where needed, valuation compliance, and Form PAS-3 filing within 30 days of allotment. 

Share transfer relocates fully paid existing shares, leaving capital unchanged. It requires Form SH-4 execution, stamp duty at 0.015 percent of consideration, and board approval, with updates in MGT-7 annual return. 

Allotment filings like PAS-3 comprised significant volumes in FY 2024 MCA statistics, reflecting capital-raising trends in active companies. 

Procedure for Adding a Shareholder Through Fresh Allotment 

One of the most common approaches to change a company’s ownership structure is to issue or allot additional shares to add a new stakeholder. The Companies Act of 2013 and the relevant regulations announced by the Ministry of Corporate Affairs (MCA) must be rigorously followed in this process. It guarantees that the issuance is appropriately valued, authorised, and documented with the Registrar of Companies (RoC). 

Below is the step-by-step process for adding a shareholder through a fresh allotment of shares: 

1. Board Approval 

The process begins with a meeting of the Board of Directors. 

• The board reviews the proposal for issuing new shares and confirms that it aligns with the Articles of Association (AoA). 

• Directors must specify key details such as the number of shares, the issue price, face value, and premium (if any). 

• The board passes a formal resolution approving the issue under one of the permissible methods such as rights issue, private placement, or preferential allotment. 

2. Shareholder Approval 

In certain situations, shareholder consent is required before allotment. 

• When new shares are offered to individuals other than existing shareholders, an ordinary or special resolution is passed in a general meeting. 

• Under Section 42 of the Companies Act, 2013, private placements require circulation of an offer letter (Form PAS4) and completion of allotment within prescribed timelines. 

• This step ensures transparency and compliance with shareholder governance standards. 

3. Valuation Compliance 

When shares are issued for non-cash consideration or to non-resident investors, valuation becomes mandatory. 

• The fair value must be certified under Rule 11UA of the Income Tax Rules, 1962, by a registered valuer or chartered accountant. 

• In case of cross border investments, valuation must also conform to Foreign Exchange Management Act (FEMA) regulations as governed by the Reserve Bank of India (RBI). 

• Maintaining a valuation report is essential, as it forms part of the documentation uploaded with MCA filings. 

4. Filing of Form PAS3 

Once the allotment is completed, details of the issue must be reported online to the MCA. 

• The company must file Form PAS-3 within 30 days of allotment, in accordance with Section 39(4) of the Companies Act, 2013. 

• The submission includes details such as the names of allottees, number of shares issued, nominal value, premium amount, and post allotment share capital. 

• Supporting documents, including the board resolution, list of allottees (Excel format), and valuation report, must be attached. 

• As of July 14, 2025, under the MCA V3 portal, uploading allottee details in Excel format has become mandatory for all PAS3 filings. 

5. Issuance of Share Certificates 

After the allotment is completed and Form PAS3 is filed, the company must formalise the issuance. 

• Share certificates must be issued to the new shareholders within two months of the date of allotment, as per Section 56(4) of the Act. 

• The certificate acts as tangible proof of ownership and must be signed by two directors and the company secretary (if appointed). 

• The company should update its Register of Members immediately to reflect the revised shareholding pattern. 

This structured approach ensures every ownership change through share allotment is compliant, transparent, and traceable within the MCA’s statutory framework while maintaining the company’s governance integrity. 

Fees and Timelines for Share Allotment 

The government filing fee for Form PAS-3 depends on the company’s authorised share capital. The fee structure is prescribed under the Companies (Registration Offices and Fees) Rules, 2014 and varies across capital brackets. Converting the applicable filing fees to approximate U.S. dollar equivalents (at an average exchange rate of ₹91 = USD 1 for 2026), the fee schedule is as follows: 

Late filing of PAS-3 attracts additional fees that increase with the period of delay. Filings made up to 30 days late incur twice the normal fee, delays beyond 180 days can reach twelve times the standard amount and repeat noncompliance within 365 days triggers even higher multipliers. 

For financial year 2024-25, the Ministry of Corporate Affairs (MCA) extended the statutory filing deadlines for AOC-4 and MGT-7 to December 31, 2025, waiving all additional fees during the transition to the MCA V3 portal. 

In practical terms, completing a share allotment typically involves 7 to 10 working days for board and shareholder approvals. Once the PAS-3 form is submitted, the Registrar of Companies (RoC) generally takes 2 to 5 working days to process and approve the filing, provided there are no resubmissions or clarifications required. 

Procedure for Transfer of Shares 

The transfer of shares allows ownership to move from one shareholder to another without changing the company’s paid-up share capital. The process must comply with Section 56 of the Companies Act, 2013 and be properly documented to ensure legal validity and smooth reflection in statutory registers. 

Below is the structured procedure for completing a share transfer in an Indian company: 

1. Execution of Transfer Instrument 

The transfer process begins with the preparation of Form SH-4, the prescribed instrument of transfer. 

• This form must be duly stamped at 0.015 percent of the consideration or market value, whichever is higher. 

• Both the transferor and transferee must sign and date the document. 

• The execution of SH-4 must be completed within 60 days of the transaction to be valid under the Act. 

2. Lodgement with the Company 

Once the instrument is executed, it must be submitted to the company for verification. 

• The transferee or transferor must lodge the SH-4 form along with the original share certificate or the letter of allotment. 

• The company checks for any restrictions mentioned in the Articles of Association (AoA), verifies that the shares are fully paid up, and ensures there are no liens or encumbrances. 

• This verification protects the company from recording invalid transfers or breaching internal restrictions that apply to private entities under Section 2(68). 

3. Board Approval 

After verification, the matter is placed before the Board of Directors. 

• The board must decide whether to approve or refuse the transfer within 30 days of receiving the transfer documents. 

• If approved, the Register of Members is updated, and a new share certificate is issued to the transferee. 

• If refused, the company must provide written reasons to the transferee within the same 30day period. 

4. Disclosure in Annual Return 

Once the transfer is completed, it must be disclosed through annual filings. 

• The updated shareholding pattern reflecting the transfer is reported in Form MGT7, the company’s annual return. 

• For financial year 2024-25, the filing deadline was extended to December 31, 2025, as part of the MCA V3 transition period. 

• Where non-resident investors are involved, the transfer also requires filing of Form FCTRS with the Reserve Bank of India (RBI) within 60 days of completion. 

This step-by-step approach ensures that every share transfer follows a clear legal trail approved by both the board and the relevant authorities, maintaining transparent records in the company’s statutory filings. 

Fees and Timelines for Share Transfers 

Stamp duty at 0.015 percent forms the main cost; no immediate RoC fee for SH-4. MGT-7 fees mirror PAS-3 (USD 2.50-7.00), with delays up to 12 times the normal fee, waived for FY2024-25 till December 31, 2025. 

Transfers conclude in 7-10 days; V3 portal aids MGT-7 updates amid FY2024-25’s 1.13 lakh registrations. 

Documentation Checklist 

Penalty Framework and Compliance Risks 

Every company in India must comply with strict filing timelines under the Companies Act, 2013 and the rules prescribed by the Ministry of Corporate Affairs (MCA). Any delay or omission in reporting ownership changes such as the allotment or transfer of shares can result in steep financial penalties and serious governance consequences. 

1. Penalties for Late Filings 

If a company delays submission of Form PAS3 (share allotment) or Form MGT7 (annual return), additional government fees are automatically levied based on the number of days past the deadline. 

• A delay of up to 30 days attracts twice the normal filing fee. 

• Delays extending beyond 180 days can lead to penalties as high as twelve times the regular fee. 

• Companies that repeatedly fail to file the same form within a 12-month period are charged higher multipliers, which can range from three to eighteen times the normal amount. 

• These additional fees are imposed automatically through the MCA V3 portal, leaving no scope for manual adjustments. 

2. Governance and Legal Consequences 

Apart from financial penalties, persistent noncompliance may lead to serious legal outcomes. 

• Under Section 164 of the Companies Act, 2013, directors of defaulting companies can face disqualification from serving on the boards of any company for up to five years. 

• Repeated or prolonged defaults can also cause the company to be struck off from the Registrar of Companies (RoC) records, effectively terminating its legal status. 

• These measures are intended to ensure transparency and accountability in corporate ownership and reporting. 

3. Impact of MCA V3 Digitization 

The MCA V3 portal uses automated data validation that crosschecks filings across forms such as PAS-3, SH-4, and MGT-7. 

• The system promptly flags discrepancies in shareholding, directorship, or capital data, requiring corrective action from the company. 

• During the 2024-25 financial years, the MCA provided a temporary waiver of additional fees for several major forms, which helped improve compliance rates. 

• The digitized system supports accurate, real-time filings and enhances the reliability of India’s corporate data environment. 

Companies can retain compliance, shield their directors from legal risk, and preserve their active status in the national corporate registration by adhering to the MCA V3 platform and filing on time. 

Key Regulatory Developments Impacting Ownership Changes 

MCA V3 mandates Excel for PAS-3/MGT-7 from July 14, 2025, with PAN/Aadhaar validation checks. Rule 9B of the Companies (Prospectus and Allotment of Securities) Rules, 2014 requires dematerialization for non-small private companies by June 30, 2025. 

Small company limits rose to USD 1.2 million paid-up capital and USD 12 million turnover. Fee waivers for 13 forms, including MGT-7, apply till December 31, 2025. 

Ownership changes within Indian companies follow a structured framework balancing flexibility and oversight. Issuance of new shares or transfers demands precise approvals, documentation, and timelines. 

India’s corporate registry expands with digitization, heightening scrutiny on shareholding data. Procedural accuracy aligns records with tax, FEMA, and governance needs amid an increasingly automated compliance regime.