COMMERCIAL TENANT KYC AND COMPANY DOCUMENTS CHECKLIST
Tick each paper when it is received and checked against the original. Keep a copy of each paper and write the date received next to it.
A. FOR EVERY TENANT
[ ] Permanent Account Number (PAN) card or e-PAN of the tenant.
[ ] GST registration certificate, if the tenant is registered, with the GSTIN written on it.
[ ] Photograph and identity card of the person who will sign the lease, and of anyone who will deal with the landlord on the tenant's behalf.
[ ] Proof of the tenant's present address, and of the address where the premises will be used from.
[ ] A letter or document showing what business the tenant will run at the premises, and any licence it needs for it (for example trade, food, drug, excise or fire licence).
[ ] Bank details of the tenant: a cancelled cheque, and the last 6 to 12 months' bank statements.
[ ] The last two years' financial statements or income tax returns, or, for a new business, a note of the promoters' background.
[ ] Names and contact details of two business references, and, if the tenant has rented before, the previous landlord.
[ ] Any police, society or building verification the building rules ask for.
B. IF THE TENANT IS A COMPANY
[ ] Certificate of incorporation and the company's Corporate Identity Number (CIN).
[ ] Memorandum and Articles of Association, to confirm that the company may take premises on lease and carry on this business.
[ ] Latest list of directors, with identity and address proof of each director who will deal with the lease.
[ ] Board resolution, certified by a director or the company secretary, authorising the lease and naming who may sign it.
[ ] Specimen signature and identity of that authorised signatory.
C. IF THE TENANT IS A LIMITED LIABILITY PARTNERSHIP
[ ] Certificate of incorporation and the LLP Identification Number (LLPIN).
[ ] The LLP agreement.
[ ] List of designated partners, with identity and address proof of each.
[ ] Resolution or consent of the partners authorising the lease and naming who may sign it.
D. IF THE TENANT IS A PARTNERSHIP FIRM
[ ] The partnership deed, and the firm's registration certificate if it is registered.
[ ] Identity and address proof of every partner.
[ ] Letter signed by all the partners authorising the lease and naming who may sign it.
E. IF THE TENANT IS A SOLE PROPRIETORSHIP
[ ] Identity and address proof of the proprietor.
[ ] Any registration the business holds, such as a shops and establishment registration, Udyam registration, or GST registration.
F. IF THE TENANT IS AN INDIVIDUAL OR PROFESSIONAL
[ ] Identity and address proof.
[ ] Proof of qualification or registration, if the profession needs one (for example a doctor, lawyer, architect or chartered accountant).
G. GUARANTOR (ONLY IF THE LEASE WILL HAVE ONE)
- Collect Aadhaar only as a masked copy, and only if needed. Use these papers only for the lease and for what the law requires, and keep them safe.
- A copy is never a substitute for seeing the original. Where a paper is a certificate issued by an authority, check it on that authority's website where possible.
- This checklist does not decide whether to accept the tenant. It only shows what has been received.