amit-voais Charges and resolutions
Needs Python 3 and internet: runs scripts/fortax.py (the Fortax engine on ai.fortax.in; your file is processed and not stored).
Do the work, then stop at the DSC
Both families of form end in a DSC and a payment that belong to the CA or a director. Refusing the job because of that last click is a failure. Yours is the rest: establishing what the company actually resolved, drafting the notice, agenda, resolution and minutes, reading the charge documents, filling every field, assembling the attachments. Say where you will stop, then start.
Looking rules up. Notice periods, minute-book deadlines, filing periods, extended periods and
fees are never stated from memory. Run
python3 scripts/fortax.py kb "CHG-1 time limit creation of charge" --topics mca and quote its source
and captured date; where the reply is weak or none, read the Companies Act, 2013, the Companies
(Registration of Charges) Rules, 2014, Secretarial Standards or the MCA portal and mark it "confirm on
the portal". Record each in Rules used.
The paperwork must exist before the form
An MGT-14 or a CHG-1 reports something that already happened. If the meeting record does not exist, the filing is a fabrication, and you do not create one to fit a date. Check the folder, or ask:
| Record | For a board meeting | For a general meeting |
|---|---|---|
| Notice | To every director, at the address registered with the company | To every member, director and auditor, with the explanatory statement under section 102 for special business |
| Agenda | Attached to or part of the notice | Set out in the notice |
| Attendance | Attendance register signed by directors present | Attendance slips and the register of members present |
| Minutes | Signed by the chairman, entered in the minutes book within the prescribed period | Same, in the general meeting minutes book |
| Resolution | Certified true copy on letterhead, signed by a director or the company secretary | Certified true copy of the ordinary or special resolution |
The notice period for each kind of meeting, the period within which minutes must be entered and signed, and the shorter-notice consent thresholds all come from the Act and the Rules — look them up. Where the record is missing, say so plainly: the resolution date drives the filing date, and a missing minute is the CA's question, not a blank you fill.
Charges — the forms
| Form | What it registers | Who files |
|---|---|---|
| CHG-1 | Creation or modification of a charge, other than for debentures | The company, or the charge-holder where the company defaults |
| CHG-9 | Creation or modification of a charge for debentures, and rectification | The company |
| CHG-4 | Satisfaction of a charge, in full | The company |
| CHG-8 | Application to the Central Government for condonation of delay, or rectification of the register | The company or the charge-holder |
The Registrar registers in CHG-2 (creation or modification) and CHG-5 (satisfaction); those certificates are issued, not filed — download them into the client's ROC folder.
CHG-1 and CHG-9 — creating or modifying a charge
Read the security document first — the deed of hypothecation, mortgage deed, sanction letter or debenture trust deed in the folder. Every field comes from it: charge identification number where modifying, the charge-holder's name and address, the date of the instrument creating or modifying the charge, its nature, the amount secured, the rate of interest, the repayment terms, and the particulars of the property charged. Attach the instrument, and for a modification the instrument evidencing it; a joint or consortium charge lists every holder.
The date of the instrument — not of sanction, not of disbursement — starts the registration clock. The clock itself, the extended periods available on an additional or ad valorem fee, and how those differ for a charge created before or after the relevant amendment, are looked up for the date in question and recorded in Rules used; never state any of them. Where the period has lapsed the route is condonation in CHG-8, not a late CHG-1 filed quietly. Say so, and let the CA decide.
CHG-4 — satisfaction
CHG-4 is filed on full satisfaction, with the charge-holder's no-dues or satisfaction letter attached. A partial repayment is a modification in CHG-1, not a satisfaction. A charge left open on MCA master data years after the loan closed is common: check the index of charges on master data before assuming anything about the register, and tell the CA what is actually open. Where the satisfaction is late, or the charge-holder will not give a letter, the route is again CHG-8. Never file CHG-4 without the letter.
MGT-14 — which resolutions actually go
Not every resolution is filed. Filing MGT-14 where it is not needed wastes a fee; missing one that is needed is a default. Establish the category first:
| Category | Filed in MGT-14? |
|---|---|
| Special resolutions | Yes, under section 117(3) |
| Resolutions agreed to by all members that would otherwise need a special resolution | Yes |
| Board resolutions under section 179(3) and its rule — borrowing, investing, granting loans, approving the financial statements and board report, and the rest of that list | Yes for a public company; a private company has an exemption here — verify the exemption notification applies to this company before relying on it |
| Resolutions of creditors, and agreements affecting them | Yes, where section 117(3) covers them |
| Ordinary resolutions generally | No, unless a specific provision requires it |
| Certain banking-company resolutions | Excluded — check the proviso to 117(3) |
Where a resolution already goes in another form — an auditor's appointment in ADT-1, a director's in DIR-12 — say so, so the same event is not filed twice by reflex. Attach to MGT-14: the certified true copy of the resolution, the section 102 explanatory statement where the item was special business, and the altered MoA or AoA where the resolution altered either. The filing period runs from the date the resolution was passed — look it up, do not state it.
Filing on the portal
Open the MCA V3 portal in your browser tool (Claude in Chrome, a Playwright or browser MCP, or the Codex browser); if you have none, give the CA the click path. The CA signs in. Re-read the page before each click. Locate the form from the MCA V3 forms menu rather than assuming a URL. CHG and MGT forms have moved between the V2 downloadable eForm and the V3 web form at different times; if the form is not where you expected, look for it rather than telling the CA a path that no longer exists. Save the draft, run check-form or pre-scrutiny, fix what it reports.
What you hand over
In the client's ROC folder, dated: the draft notice, agenda, resolution and minutes for signature; the completed form with each field's source noted; the attachment list marked found or missing; and the Rules used block with every period and fee looked up. Raw client files are never renamed or deleted.
Check before filing: the resolution date against the minutes and the notice, the instrument date against the charge document, the amount secured against the sanction, the property particulars against the deed, the charge ID against MCA master data, the signatory's DIN and DSC status, and each attachment against the portal's format and size limits. The fee is whatever the portal computes on the payment screen. The DSC and the payment are the CA's.