Use of acronym Sd/- in place of Signatures in attachments to Annual Return, Balance sheet, Profit and Loss Account Form 20B, 23AC 23ACA e-forms for upload to MCA

Excel for
Chartered Accountants

As we all are aware that in MCA portal copies of various documents are required to be attached to e-forms for upload to MCA website portal. It is also known that there is a size restrictions of 2.5 MB for uploading of eforms, which means that the total size of the eForm including the attachments should be less than 2.5 MB. If it exceeds this size, the Form will not be accepted by the system.

For Annual Filing, signed copies of Balance sheet, Profit & Loss Account and Annual Return along with all annexures are required to be attached to Form-20B, Form-23AC and Form-23ACA. Scanning the physically signed copies of these documents, converting them into pdf is a lengthy process which is not free from the risk of file size exceeding limit of 2.5 MB.

Very often questions still keep creeping in asking if instead of scanning the physically signed copies containing the signatures of the directors and/or auditors, documents with sd/ acronym can be used to create pdf directly from Microsoft word or excel (How to convert Click Here >>). If permissible this would not only save the time but keep the file size to minimum.

MCA has already clarified that it is very much permissible. Para Seven, Eight and Nine of the Frequently Asked Question (FAQ) of MCA is extracted as under:

7. Do I have to physically sign my attachments?
There is a concern, that the signatures of the Managing Director/Director/Auditor at the end of the Balance Sheet cannot be captured in a converted PDF document, whereas this would be available in the scanned attachments. It is therefore suggested, to simply use the acronym, “Sd/-“ above the name and designation of the authorized signatory/ies and mention the date on which the physical documents have been signed by these persons. An example is given below:

Since the eForms would be digitally signed and the attachments would be bound by the security of DSC, these attachments would be acceptable in this Form. Alternatively, if you use the scanned attachments, please ensure that the eform size including attachments is within 2.5 MB limits.

8. Should I scan my attachments ?
While scanning documents, it is recommended to scan using 200 dpi resolution and in black & white mode, so that the resultant size of the converted document along with the eForm is less than 2.5 MB. Please verify the scanned document after scanning to ensure it is legible and clean. In case the document size is more than 2.5 MB, we advise that the source word or excel file be converted directly into PDF format, using the PDF conversion facility on the portal. A PDF document prepared by the conversion software, results in lesser size compared to a PDF document created by the scanning process, and is therefore the recommended option.

9. What are the points I should consider while preparing the attachments
(b) For each Annual Filing eForm, prepare only the documents (Attachments) which are relevant. For eg. 23AC should contain the Balance Sheet as an attachment. Profit & Loss Account is not a mandatory attachment. The Profit & Loss Account is required as an attachment for eForm 23ACA

(c) Prepare the documents carefully and include only portions which are relevant. Do not use any images in the document. In case the list of shareholders/ debenture holders is large and even after conversion the size of document is not within the permissible size limits, you can submit the CD containing the complete list, to the concerned ROC, along with a covering letter mentioning the SRN for the particular submission.

10. Is this conversion facility only for Annual Filing Forms?
Yes, the facility of making converted PDF attachments to the eform is available only for the annual filing forms.

MCA FAQ Page Click Here >>
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