Confused What Documents are Required for Director Resignation? Resigning as a company director involves more than just submitting a resignation letter. To comply with the Companies Act, 2013, a director and the company must prepare and submit certain documents. Following the proper procedure ensures a smooth exit and prevents future legal liabilities.
🧾 Essential Documents for Director Resignation
When a director resigns, the company must maintain proper records for both internal compliance and MCA filing. The key documents include:
| Document | Purpose |
|---|---|
| Resignation Letter from Director📝 | Official notification to the board. It must include the effective date and director’s signature. |
| Board Resolution Accepting Resignation 🏛️ | Records the board’s acceptance of the resignation in meeting minutes. |
| Form DIR-12 📑 | Filed with MCA to officially remove the director. Attach the resignation letter and board resolution. |
| Acknowledgment of Resignation ✅ | Optional but recommended. Confirms that the company has accepted the resignation. |
| Copy of Director’s ID & Address Proof 🆔 | Helps verify identity while filing Form DIR-12. |
⚙️ Step-by-Step Documentation Process
1️⃣ Submit Resignation Letter
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First, the director prepares and signs a resignation letter.
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Then, the letter is submitted to the board of directors.
2️⃣ Board Meeting & Resolution
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Next, the board discusses the resignation in a meeting.
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The board formally accepts the resignation and passes a resolution, which is signed by the chairman or company secretary.
3️⃣ Filing Form DIR-12 with MCA
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After the board accepts the resignation, the company files Form DIR-12 through the MCA portal.
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The form must include the resignation letter and the board resolution as attachments.
4️⃣ Acknowledgment to Director
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Finally, the company issues a formal acknowledgment letter to the resigning director.
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This letter acts as proof for future reference, audits, or legal compliance.
🧩 Example
Suppose Mr. X resigns from ABC Pvt Ltd:
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He submits a resignation letter specifying the effective date.
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The board holds a meeting and passes a resolution accepting his resignation.
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ABC Pvt Ltd files Form DIR-12 with MCA, attaching the letter and resolution.
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The company sends an acknowledgment letter to Mr. X.
After completing these steps, Mr. X ceases to be a director and is no longer liable for company decisions from the effective date.
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✅ Key Points to Remember
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Always keep copies of all documents for audits and legal compliance.
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Filing Form DIR-12 is mandatory; otherwise, the resignation is not legally effective.
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Ensure that all documents are signed, dated, and properly verified.
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Verify the director’s ID and address proof to prevent MCA filing errors.
Hope you get the clarity about What Documents are Required for Director Resignation. Following this process protects both the company and the resigning director from future legal or financial issues.