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Complete Indian Pvt Ltd Folder Structure | Professional Document System

The Complete Folder Structure for Indian Pvt Ltd Companies

A practical, expertly crafted guide for smarter file management, compliance, and team coordination.

Compliant Structure Easy to Audit User Friendly

Why a Smart Structure Matters

Ever spent an hour searching for last year’s Board Minutes or hunting for an invoice before tax time? Most Indian Private Limited companies start with messy, inconsistent folders. A well-designed folder system means less frustration and more confidence—whether it’s an MCA deadline, an audit, or a new team member getting onboard.

Our structure saves your time, calms your team, and boosts compliance—year after year.

  • Compliance Friendly: ROC, GST, Income Tax, Shops & Est., and industry-specific laws covered.
  • Transparency: Everyone can follow it, so no critical file is ever “lost in the office”.
  • Prepared for Growth: Structures for both day-to-day and strategic scaling.
  • Disaster-Proof: Instantly spot and back up important records.

Visual Folder Structure Tree

Click to expand/collapse sections. Scroll for folder-by-folder explanations below.

Step 2: Copy & Run the One-Click Creation Script

  1. Open Terminal: Press Ctrl + Alt + T (Linux) or open Terminal.app (Mac) and cd to the folder where you want the new structure.
  2. Copy the Script Below: Click the green Copy Script button.
  3. Paste & Run: Paste into your terminal and press Enter. The folders and sample files will be created instantly.
  4. Done: You’re now set up! Review your folder tree in your file manager for easy access and filing. 
#!/bin/bash
echo "Setting up Professional Pvt Ltd Company Folder Structure..."
# --- Corporate & Compliance
mkdir -p "01_Corporate_Compliance/Incorporation"
touch "01_Corporate_Compliance/Incorporation/INC_Certificate.pdf"
touch "01_Corporate_Compliance/Incorporation/MOA.pdf"
touch "01_Corporate_Compliance/Incorporation/AOA.pdf"
touch "01_Corporate_Compliance/Incorporation/PAN.pdf"
touch "01_Corporate_Compliance/Incorporation/GST_Reg.pdf"
touch "01_Corporate_Compliance/Incorporation/MSME.pdf"
touch "01_Corporate_Compliance/Incorporation/IEC.pdf"
touch "01_Corporate_Compliance/Incorporation/Shops_Est.pdf"
mkdir -p "01_Corporate_Compliance/Statutory_Registers"
touch "01_Corporate_Compliance/Statutory_Registers/Member_Register.xlsx"
touch "01_Corporate_Compliance/Statutory_Registers/Director_Register.xlsx"
touch "01_Corporate_Compliance/Statutory_Registers/Charge_Register.xlsx"
touch "01_Corporate_Compliance/Statutory_Registers/Contract_Register.xlsx"
touch "01_Corporate_Compliance/Statutory_Registers/RelatedParty_Register.xlsx"
mkdir -p "01_Corporate_Compliance/Annual_Compliance/Annual_Returns/FY_2024-25"
mkdir -p "01_Corporate_Compliance/Annual_Compliance/Annual_Returns/FY_2023-24"
mkdir -p "01_Corporate_Compliance/Annual_Compliance/AGM/Notices"
mkdir -p "01_Corporate_Compliance/Annual_Compliance/AGM/Minutes"
mkdir -p "01_Corporate_Compliance/Annual_Compliance/AGM/Attendance_Records"
# --- Finance & Accounts
mkdir -p "02_Finance/Accounting_Records"
touch "02_Finance/Accounting_Records/Trial_Balance.xlsx"
touch "02_Finance/Accounting_Records/Ledgers.xlsx"
touch "02_Finance/Accounting_Records/Profit_Loss_2024.xlsx"
touch "02_Finance/Accounting_Records/Balance_Sheet_2024.xlsx"
touch "02_Finance/Accounting_Records/Cash_Flow_2024.xlsx"
mkdir -p "02_Finance/Bank/Bank_A/Statements"
mkdir -p "02_Finance/Bank/Bank_A/Reconciliations"
mkdir -p "02_Finance/Bank/Bank_B/Statements"
touch "02_Finance/Bank/Bank_B/Cheque_Register.xlsx"
mkdir -p "02_Finance/Taxation/GST/Monthly_Returns"
mkdir -p "02_Finance/Taxation/Income_Tax/Returns"
mkdir -p "02_Finance/Taxation/Income_Tax/TDS"
mkdir -p "02_Finance/Taxation/Professional_Tax"
mkdir -p "02_Finance/Invoices/Sales/FY_2024-25/Q1"
mkdir -p "02_Finance/Invoices/Purchase/FY_2024-25/Q1"
mkdir -p "02_Finance/Expenses/Travel"
mkdir -p "02_Finance/Expenses/Office"
mkdir -p "02_Finance/Expenses/Utilities"
mkdir -p "02_Finance/Expenses/Asset_Purchase"
mkdir -p "02_Finance/Audit/Internal"
mkdir -p "02_Finance/Audit/Statutory"
# --- HR
mkdir -p "03_HR/Employee_Records/Personal"
mkdir -p "03_HR/Employee_Records/KYC"
mkdir -p "03_HR/Employee_Records/Contracts"
mkdir -p "03_HR/Appraisals"
mkdir -p "03_HR/Training"
mkdir -p "03_HR/Payroll/Sheets"
touch "03_HR/Payroll/Sheets/Payroll_2024.xlsx"
mkdir -p "03_HR/Payroll/PF_ESI"
mkdir -p "03_HR/Payroll/Bonuses"
mkdir -p "03_HR/Recruitment/Job_Descriptions"
mkdir -p "03_HR/Recruitment/Applications"
mkdir -p "03_HR/Recruitment/Interview_Notes"
mkdir -p "03_HR/Recruitment/Offers"
mkdir -p "03_HR/Policies"
touch "03_HR/Policies/Employee_Handbook.pdf"
touch "03_HR/Policies/Leave_Policy.pdf"
# --- Operations & Projects
mkdir -p "04_Operations/Projects/Project_A/Proposals"
mkdir -p "04_Operations/Projects/Project_A/Contracts"
mkdir -p "04_Operations/Projects/Project_A/Schedules"
mkdir -p "04_Operations/Projects/Project_A/Deliverables"
touch "04_Operations/Projects/Project_A/Deliverables/Phase1_Report.pdf"
mkdir -p "04_Operations/Inventory"
touch "04_Operations/Inventory/Inventory_Master.xlsx"
mkdir -p "04_Operations/Inventory/Stock_Reports"
mkdir -p "04_Operations/Assets/Registers"
touch "04_Operations/Assets/Asset_Register.xlsx"
mkdir -p "04_Operations/Assets/Maintenance"
mkdir -p "04_Operations/Assets/Warranty"
mkdir -p "04_Operations/Assets/Insurance"
# --- Sales & Marketing
mkdir -p "05_Sales_Marketing/Clients/Database"
mkdir -p "05_Sales_Marketing/Clients/Agreements"
mkdir -p "05_Sales_Marketing/Clients/Service_Contracts"
touch "05_Sales_Marketing/Clients/Database/Client_Database.xlsx"
mkdir -p "05_Sales_Marketing/Marketing/Brochures"
mkdir -p "05_Sales_Marketing/Marketing/Presentations"
mkdir -p "05_Sales_Marketing/Marketing/Digital"
mkdir -p "05_Sales_Marketing/Marketing/Website"
mkdir -p "05_Sales_Marketing/Reports/Monthly"
mkdir -p "05_Sales_Marketing/Reports/Quarterly"
mkdir -p "05_Sales_Marketing/Research/Competitors"
# --- Legal & Contracts
mkdir -p "06_Legal/Agreements/Vendor"
mkdir -p "06_Legal/Agreements/Client"
mkdir -p "06_Legal/Agreements/Employment"
mkdir -p "06_Legal/IP/Trademarks"
mkdir -p "06_Legal/IP/Patents"
mkdir -p "06_Legal/IP/Copyrights"
mkdir -p "06_Legal/Disputes/Notices"
mkdir -p "06_Legal/Disputes/Court"
mkdir -p "06_Legal/Disputes/Settlements"
# --- Strategy & Planning
mkdir -p "07_Strategy/Plans"
touch "07_Strategy/Plans/Strategic_5Year.pdf"
touch "07_Strategy/Plans/Annual_Plan.pdf"
mkdir -p "07_Strategy/Board/Agendas"
mkdir -p "07_Strategy/Board/Minutes"
mkdir -p "07_Strategy/Board/Resolutions"
mkdir -p "07_Strategy/Metrics"
touch "07_Strategy/Metrics/KPI_Dashboard.xlsx"
# --- IT & Systems
mkdir -p "08_IT/Software_Licenses"
mkdir -p "08_IT/Software_Licenses/Renewals"
mkdir -p "08_IT/Backups/Daily"
mkdir -p "08_IT/Backups/Weekly"
mkdir -p "08_IT/Backups/Monthly"
mkdir -p "08_IT/Policy"
touch "08_IT/Policy/Data_Security.pdf"
touch "08_IT/Policy/Acceptable_Use.pdf"
# --- Administration
mkdir -p "09_Admin/Office/Property_Docs"
mkdir -p "09_Admin/Office/Rent_Agreements"
mkdir -p "09_Admin/Office/Utilities"
mkdir -p "09_Admin/Insurance/Property"
mkdir -p "09_Admin/Insurance/Professional"
mkdir -p "09_Admin/Insurance/DandO"
# --- Archives
mkdir -p "10_Archives/FY_2023-24"
mkdir -p "10_Archives/FY_2022-23"
# --- Templates
mkdir -p "Templates"
touch "Templates/Budget_vs_Actuals.xlsx"
touch "Templates/Cash_Flow_Forecast.xlsx"
touch "Templates/Compliance_Calendar.xlsx"
touch "Templates/Leave_Register.xlsx"
touch "Templates/Inventory_Master.xlsx"
touch "Templates/Asset_Register.xlsx"
touch "Templates/Project_Plan.xlsx"
echo "Company structure ready!"
You can tailor or build on this script for your industry.

Folder-by-Folder Guide: What Goes Where?

Corporate Documents & Compliance

  • Incorporation & Registration: Incorporation Certificate, MOA, AOA, PAN, GST, MSME, IEC, Shops & Est.. Originals safe; use scanned copies daily.
  • Statutory Registers: Member Register, Director Register, Charge Register, Contract Register, Related Party Register. Excel/digital formats ROC-accepted. Stick to: SR-01_Member_Register.xlsx style naming.
  • Annual Compliance: Annual Returns, AGM Notices, Minutes, Attendance Registers. For each year, file separately.

Finance & Accounts

  • Accounting: Trial Balance, Ledgers, P&L, Balance Sheet, Cash Flow Statement. Keep 8+ years.
  • Bank: Statements, Reconciliation files, Cheque Register.
  • Taxation: GST, IT, TDS, Professional Tax. Subfolders by tax type and year.
  • Invoices: Sales/Purchase by FY and quarter.
  • Expenses: Travel, Office, Utilities, Asset Purchase. Each may have supporting bills and statements.
  • Audit: Statutory/Internal folders for Reports.

Human Resources (HR)

  • Employee Records: Personal/KYC, Contracts, Appraisals, Training.
  • Payroll: Sheets by year, PF/ESI, Bonuses.
  • Recruitment & Policies: Job Descriptions, Offer Letters, Employee Handbook, Leave Policy.

Operations & Projects

  • Projects: Proposals, Contracts, Schedule, Deliverables.
  • Inventory & Assets: Inventory Master, Stock Reports, Asset Register, Maintenance, Warranty, Insurance.

Sales & Marketing

  • Clients/Agreements: Client Database, Service Contracts.
  • Marketing Materials: Brochures, Presentations, Digital Campaigns, Website Content.
  • Reports/Research: Monthly, Quarterly, Market Research, Competitor Study.

Legal & Contracts

  • Agreements: Vendor, Client, Employment.
  • Intellectual Property: Trademarks, Patents, Copyrights.
  • Disputes: Notices, Court Matters, Settlements.

Strategy & Planning

  • Plans/Board/Metrics: 5-Year Plan, Annual Plan, Board Agendas, Minutes, KPI Dashboard.

IT & Systems / Admin

  • Software Licenses, Backups, IT Policy: Renewals, Daily/Weekly/Monthly Backups, Data Security Policy.
  • Administration: Property Docs, Rent Agreements, Utilities, Insurance Cover

Archives & Templates

  • Old Financial Years: Absolute must to pass an audit!
  • Templates: Budget, Cash Flow, Compliance Calendar, Leave, Inventory/Asset Tracker, Project Planner.

Document Usage by Folder Category

2024 India survey: Where does the real action happen in Pvt Ltd folders?

Answers to Your Top Questions

  • Should I track physical originals?
    Yes. For every digital file, note if a hard-copy exists and its physical location—especially for legal docs and core contracts.
  • Fastest way for new colleagues?
    Onboard them with a simple folder tour/guide. Drop a “README.txt” file in main directories.
  • How do I secure confidential folders?
    Restrict access (OS permissions, cloud sharing), and encrypt or password zip critical folders before backup.
  • How to improve findability?
    Adopt clear, consistent naming—e.g. “Tax_Return_FY24.pdf”. Print a map or keep digital folder index updated.
  • Is this system really auditor-friendly?
    Yes! Auditors love when everything is logically grouped and named. It truly reduces stress for everyone.
Last reviewed: June 2024 • Designed to be exported as a single continuous page, ideal for high-quality PDF output.