A company's name is more than a label. It is the first impression you leave on clients, investors, and regulators. But businesses evolve, and the name that made sense at incorporation may no longer reflect your brand, market positioning, or service offerings. Whether you are rebranding after a pivot, distancing from an outdated identity, or resolving a trademark conflict, the company name change process is a well-defined procedure under the Companies Act, 2013.
Changing your company name is entirely legal and surprisingly common. Startups rebrand after raising funding. Legacy firms modernise their names to appeal to digital-first audiences. Sometimes, the Ministry of Corporate Affairs itself directs a name change if the existing name is too similar to another registered entity. Whatever the reason, understanding how to change company name MCA online requires involves knowing the right forms, resolutions, and timelines. This guide covers every detail.
Common Reasons for Changing a Company Name
Companies opt for a name change for various strategic and regulatory reasons. The most frequent trigger is rebranding. When a business shifts its core focus, say from offline retail to ecommerce, the old name may no longer resonate with its target audience. A fresh name signals a new direction and helps attract the right customers and partners.
Mergers and acquisitions also necessitate a name change. When two companies combine, the surviving entity often adopts a new name that reflects the merged identity. Trademark disputes are another common cause. If your company name infringes on an existing trademark, the Registrar of Trademarks or a court order may compel you to adopt a different name. In some cases, the MCA itself directs a change if the name was approved in error or closely resembles another registered company.
Other situations include expanding into new geographies where the existing name carries negative connotations, aligning the company name with a flagship product that has gained significant market recognition, or simply correcting a name that contains typographical errors from the original incorporation filing.
Legal Framework Governing Company Name Change
The company name change process is governed by Section 13 of the Companies Act, 2013 read with Rule 29 of the Companies (Incorporation) Rules, 2014. According to these provisions, a company can change its name by passing a special resolution at a general meeting and obtaining approval from the Central Government through the Registrar of Companies.
The new name must comply with the naming guidelines issued by the MCA. It should not be identical or too similar to an existing company or LLP name, should not contain words that are prohibited or restricted, and must accurately represent the nature of the company's business. For a private limited company, the new name must retain the suffix "Private Limited." Similarly, a public company must include "Limited" in its name.
Step-by-Step Company Name Change Process
Here is the detailed procedure to change company name MCA online portal facilitates.
Step 1: Check Name Availability
Before initiating the formal process, verify whether your proposed name is available. Use the RUN (Reserve Unique Name) service on the MCA portal to check availability. You can submit up to two name options per application. The proposed name must not infringe on any existing trademark or resemble a name already registered with the ROC. The fee for the RUN application is Rs. 1,000, and the name approval is valid for 60 days from the date of approval.
Step 2: Convene a Board Meeting
Once the name is approved, convene a board meeting to approve the proposed name change and authorise the convening of an Extraordinary General Meeting (EGM) or include the resolution in the agenda of the next Annual General Meeting. The board resolution should clearly state the proposed new name and the reason for the change.
Step 3: Pass a Special Resolution
The name change requires approval from the shareholders through a special resolution. A special resolution needs at least 75% of votes cast in favour. The notice for the general meeting must be sent to all shareholders at least 21 clear days before the meeting date. The resolution must authorise the alteration of the Memorandum of Association to reflect the new name.
Step 4: File Form MGT-14
Within 30 days of passing the special resolution, file Form MGT-14 with the ROC. This form notifies the Registrar of the special resolution passed by the shareholders. The form must be accompanied by a certified copy of the resolution and the amended MOA.
Step 5: File Form INC-24
Form INC-24 is the principal application for changing the company name. It must be filed within 30 days of passing the special resolution. This form requires the company to provide details of the existing name, the proposed name (as approved through RUN), the board resolution, the special resolution, and the reason for the change. A fee based on the authorised capital of the company is payable along with the form.
Step 6: ROC Approval and Issuance of New Certificate
The Registrar of Companies examines the application and, if satisfied, approves the name change. The ROC issues a fresh Certificate of Incorporation reflecting the new company name. This certificate also contains the updated CIN (Corporate Identification Number) with the new name. The name change becomes effective from the date mentioned in the new certificate.
Documents Required for Company Name Change
| Document | Purpose |
| RUN Name Approval Letter | Proof that the proposed name is approved by MCA |
| Board Resolution | Approval from the board for initiating name change |
| Special Resolution (EGM/AGM) | Shareholder approval with 75% majority |
| Amended MOA | Updated Memorandum reflecting the new name |
| Form MGT-14 | Filing of special resolution with ROC |
| Form INC-24 | Principal application for name change |
| NOC from Trademark Registry (if applicable) | Clearance that the new name does not infringe trademarks |
| Digital Signature Certificate of Director | For electronic signing of forms on MCA portal |
Post-Approval Compliance After Name Change
Receiving the new Certificate of Incorporation is not the end of the process. Several post-approval steps are necessary to ensure the new name is reflected across all legal, financial, and operational records.
You must update the company's PAN card with the Income Tax Department. The GST registration certificate must be amended through the GST portal by filing an amendment application under the "non-core" fields section. Bank accounts, letterheads, invoices, websites, email signatures, and all contractual documents must reflect the new name. If your company holds any industry-specific licences such as FSSAI, import-export code, or Shop and Establishment licence, these must be updated as well.
The company must also update its name on all statutory registers, the common seal (if applicable), and printed share certificates. For companies maintaining annual compliance records, future filings with the ROC will use the new CIN and company name. Inform all clients, vendors, and financial institutions about the name change formally through a written communication.
Timeline and Government Fees
| Activity | Timeline / Fee |
| RUN Name Reservation | Rs. 1,000 (valid for 60 days) |
| Board Meeting and EGM Notice | 7 to 21 days |
| Passing Special Resolution | 1 day (at EGM/AGM) |
| Filing MGT-14 | Within 30 days of resolution |
| Filing INC-24 | Within 30 days of resolution, fee varies by authorised capital |
| ROC Approval | 15 to 30 days from filing |
| Total Estimated Timeline | 30 to 60 days end-to-end |
The government fee for Form INC-24 depends on the authorised capital of the company. For companies with an authorised capital up to Rs. 1 lakh, the fee is Rs. 200. For higher authorised capital, the fee scales accordingly as per the MCA fee schedule. Professional charges for a chartered accountant or company secretary handling the process typically range from Rs. 5,000 to Rs. 25,000 depending on the complexity and company size.
Common Mistakes to Avoid
One of the most frequent errors is choosing a name that is too similar to an existing company or trademark. The MCA will reject such applications, wasting both time and the RUN application fee. Always conduct a thorough name search on the MCA portal and the Trademark Registry before applying.
Another common mistake is missing the 60-day validity window for the RUN name approval. If you don't file Form INC-24 within 60 days, the approved name lapses, and you need to reapply with fresh fees. Companies also sometimes forget to file Form MGT-14 within 30 days of passing the special resolution, which attracts additional penalties for late filing.
Post-approval, many businesses delay updating their PAN, GST, and bank records. Operating under the old name after the new certificate is issued creates confusion in financial transactions and regulatory filings. Plan the transition comprehensively to ensure all stakeholders and systems reflect the new name promptly.
Conclusion
The company name change process is a structured, legally governed procedure that involves name reservation, board and shareholder approvals, ROC filings, and comprehensive post-approval updates. While it may seem like a lot of paperwork, the process is entirely manageable with proper planning and professional support. Whether you are rebranding, pivoting, or responding to a regulatory directive, changing your company name is a legitimate business decision that can strengthen your market position.
If you are considering a name change, start by checking name availability on the MCA portal and consult a qualified company secretary or chartered accountant to guide you through the forms, timelines, and compliance requirements. Getting it right the first time saves you from rejections, delays, and the cost of reapplying.
