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What information is legally required on a business letterhead in India?

Registered Business Name

  • The full legal name of the business must be printed.
  • It should match the name registered with relevant authorities.
  • For companies, it must reflect the form such as Pvt Ltd or LLP.
  • Trade names used separately must not replace the registered name.
  • Name must be clearly visible and not abbreviated unofficially.

Registered Office Address

  • The complete address of the registered office is mandatory.
  • It includes street, city, state, PIN code, and country.
  • If operating from multiple branches, only the registered office is compulsory.
  • Temporary or communication addresses can be added optionally.
  • The address must be current and updated upon change.

Corporate Identity and Registration Details

  • Corporate Identification Number (CIN) is mandatory for companies.
  • CIN must be printed on all official documents, including letterheads.
  • PAN and GSTIN are not legally required on letterheads but often included.
  • Inclusion of registration numbers (like LLPIN or IEC) depends on the entity type.
  • Omission of CIN may attract penalties from regulatory bodies.

Director or Authorized Signatory Information

  • Names of directors are required for private limited companies.
  • At least one director’s name must be mentioned when signing.
  • Designation of the person signing the letter should be included.
  • Partnerships often include names of all partners on the letterhead.
  • Sole proprietors must ensure the business owner’s name appears clearly.

Contact and Communication Details

  • While not legally mandated, phone numbers and email IDs are usually present.
  • Websites and fax numbers are included to support communication.
  • Proper formatting and readability are ensured for professionalism.
  • These details help recipients verify the source and initiate contact.
  • Their inclusion supports transparency in business correspondence.

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