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ESOP Corporate Filings

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Filings: MGT-14 (Section 117(2)), PAS-3 (Section 39(4)), MGT-7 (Section 92), SH-6 register and Directors' Report

Fees: Rs 50,000 to Rs 1,50,000 per year retainer plus per-grant and per-allotment statutory fees

Coverage: Pvt Ltd, Public Unlisted; Trust-route adds ITR-7 plus trust audit; listed adds SEBI SBEB filings

Timeline: MGT-14 in 30 days; PAS-3 in 30 days; MGT-7 within 60 days of AGM

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Single retainer covering MGT-14, PAS-3, MGT-7, SH-6 and Directors' Report. CS as point person. Trust route and FC-GPR add-ons in-house.

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ESOP Corporate Filings - Overview

📌 TL;DR - ESOP Corporate Filings Services at a Glance

ESOP corporate filings are the recurring MCA submissions a company must make after its ESOP scheme is approved - MGT-14 within 30 days of any special resolution under Section 117(2), PAS-3 within 30 days of share allotment on exercise under Section 39(4) read with Rule 12, MGT-7 Annual Return with ESOP movement disclosure under Section 92, and Form SH-6 register maintenance at the registered office. Default penalties range from Rs 100 to Rs 1,000 per day. Patron's annual retainer covers all of this.

ESOP corporate filings are the ongoing compliance layer that keeps your scheme legally valid after Day 1. Every grant tranche generates Board minutes. Every exercise generates an allotment Board Resolution plus a PAS-3 within 30 days. Every scheme modification needs a fresh special resolution and MGT-14. Every annual return requires the ESOP movement table in MGT-7 and the Rule 12(9) disclosure in the Directors' Report.

Companies miss these silently and discover the gap at Series A diligence or at an MCA penalty notice. Patron Accounting LLP delivers all ESOP-specific MCA filings on a single annual retainer, run by qualified Company Secretaries. The firm has handled corporate secretarial work for startups, growth-stage companies and listed entities since 2009 across offices in Pune, Mumbai, Delhi and Gurugram.

Content is reviewed quarterly for accuracy.

What Are ESOP Corporate Filings

ESOP corporate filings are the suite of MCA forms, board minutes, statutory registers and annual return disclosures a company must maintain on an ongoing basis to keep its Employee Stock Option Plan compliant under Section 62(1)(b) of the Companies Act 2013 and Rule 12 of the Companies (Share Capital and Debentures) Rules 2014.

The core filings are MGT-14 for special resolutions, PAS-3 for share allotment on exercise, MGT-7 for the annual return ESOP movement disclosure and the Form SH-6 Register of Employee Stock Options.

ESOP Trust route adds trust deed registration, trustees minutes and ITR-7 filings. Cross-border employee exercise adds FC-GPR within 30 days under FEMA. Listed companies running ESOP through Trust must also comply with SEBI (Share Based Employee Benefits and Sweat Equity) Regulations 2021 Regulation 19.

Key Terms for ESOP Corporate Filings:

MGT-14: Filing of resolutions and agreements with Registrar under Section 117(2); required within 30 days for special resolution approving ESOP scheme, scheme variation, pool top-up or any agreement requiring RoC filing.

PAS-3: Return of allotment under Section 39(4) read with Rule 12 of Companies (Prospectus and Allotment of Securities) Rules 2014; required within 30 days of share allotment on ESOP exercise.

MGT-7: Annual Return under Section 92; must include ESOP particulars - options outstanding at start and end, granted, vested, exercised, lapsed and forfeited during the year; filed within 60 days of AGM.

Form SH-6: Register of Employee Stock Options under Rule 12(10); maintained at registered office, authenticated by the Company Secretary; details every grant, vesting and exercise.

Rule 12(9): Companies (Share Capital and Debentures) Rules 2014 - mandates 11 specific ESOP disclosures in the Directors' Report covering grants, vesting period, exercise price, options exercised and more.

FC-GPR: FEMA filing required within 30 days when shares are allotted to non-resident employees under the ESOP scheme; coordinated with FDI Compliance team.

APL-05 ESOP Corporate Filings
Statutory Authority Section 62(1)(b)

When These Filings Are Triggered

ESOP filings are not periodic in a fixed sense - they are triggered by specific corporate events. Understanding which event triggers which filing avoids both over-filing and missed deadlines.

Trigger Events and Required Filings

  • ESOP scheme approved at EGM (Special Resolution): MGT-14 within 30 days of the resolution with EGM notice, explanatory statement, special resolution and scheme document attached.
  • Fresh grant batch by Board (within approved scheme): Board minutes within 15 days plus grant letters and SH-6 entries. No MGT-14 unless the pool is topped up.
  • Pool top-up by special resolution: Fresh EGM, special resolution and MGT-14 within 30 days.
  • Scheme variation (vesting, exercise, leaver terms): Special resolution, MGT-14 and scheme amendment within 30 days.
  • Employee exercises options and shares allotted: Allotment Board Resolution plus PAS-3 within 30 days of allotment under Section 39(4) read with Rule 12.
  • Annual return at year-end (after AGM): MGT-7 within 60 days of AGM with ESOP movement table. Directors' Report with Rule 12(9) disclosure. AOC-4 separately within 30 days of AGM.
  • ESOP Trust set up: Trust deed registration with Sub-Registrar, trustees first minutes and Trust PAN application.
  • Cross-border employee exercise (foreign employee): FC-GPR within 30 days for non-resident issuance under FEMA.

Patron ESOP Filing Deliverables

ServiceWhat We Do
Per-Grant Board Resolution and SH-6 MaintenanceDrafting Board Meeting notice, agenda, board resolution authorising grants from approved pool, minutes recorded within 15 days, and SH-6 entries authenticated by Company Secretary for each grantee. Quarterly or per-batch grant runs supported.Included
MGT-14 Filing for Special ResolutionsDrafting and filing MGT-14 within 30 days of any ESOP-related special resolution - scheme adoption, pool top-up, scheme variation, AoA amendment. Includes EGM notice and explanatory statement per Rule 12(2) of Share Capital Rules.Included
PAS-3 Filing on Every AllotmentDrafting Allotment Board Resolution after exercise, certifying allottee details, and filing PAS-3 within 30 days under Section 39(4) read with Rule 12 of Companies (Prospectus and Allotment of Securities) Rules 2014. Multiple allotments within 30 days bundled.Included
MGT-7 Annual Return ESOP DisclosurePreparation of MGT-7 Annual Return Part D ESOP particulars - options outstanding at start, granted during year, vested, exercised, lapsed and outstanding at year-end. Coordinated with the audit team for share capital reconciliation.Included
Directors' Report ESOP DisclosureDrafting Rule 12(9) ESOP disclosure paragraph covering 11 mandatory disclosures (options granted, vesting period, exercise price, options exercised, total shares arising, lapsed options, variations, employees granted more than 5 percent, etc.).Included
ESOP Trust-Route FilingsTrust deed drafting and Sub-Registrar registration under Section 25 of the Indian Trusts Act 1882; trust PAN application; trustees first board minutes; annual trustees meeting minutes; ITR-7 filing; trust accounts audit if turnover or activity thresholds met.Add-on
Cross-Border ESOP FilingsFC-GPR within 30 days when shares are allotted to non-resident employees under the scheme; FC-TRS for transfer cases; coordinated with the FDI Compliance team.Add-on
Customised ESOP Filing CalendarRetainer includes a year-ahead Filing Calendar covering grant batches, expected exercises, EGM windows, AGM and MGT-7 deadlines. Quarterly reviews with the founder or CFO.Included
Our Process

7-Step Per-Allotment PAS-3 Procedure

From employee exercise notice to MCA21 filing and SH-6 register update, Patron's CS team runs the seven-step PAS-3 procedure within Section 39(4)'s 30-day window. Most allotments are filed within 10 working days of exercise.

Step 1

Exercise Notice Verification

Employee submits the exercise notice with payment of exercise price to the company. Patron CS confirms vesting status from the SH-6 register and validates eligibility under the scheme document.

SH-6 vesting check Exercise price received
Exercise Verified 01
Step 2

Valuation Refresh Check

Confirm IBBI Registered Valuer or SEBI Merchant Banker FMV report is within 180 days. Refresh the valuation report if stale to ensure Section 247 compliance for the allotment price.

180-day FMV window Section 247 valuer
FMV
Valuation Current 02
Step 3

Allotment Board Resolution

Convene Board Meeting with the statutory 7-day notice. Pass the resolution allotting shares against the exercise consideration received. Record minutes within 15 days under Section 173 timelines.

7-day Board notice Minutes in 15 days
Resolution Passed 03
Step 4

Share Certificate Issuance

Issue share certificates within 2 months of allotment under Section 56(4) of the Companies Act 2013. Update the cap table and the register of members to reflect new shareholders.

Section 56(4) 2 months Cap table update
SC
Certificates Issued 04
Step 5

PAS-3 Drafting

Prepare PAS-3 with allottee details, allotment date, number of shares, consideration received and the SRN of MGT-14 filed earlier for the scheme. Attach the certified Board Resolution and valuation report.

Allottee list MGT-14 SRN linkage
PAS-3
PAS-3 Drafted 05
Step 6

PAS-3 Filing on MCA21

File PAS-3 electronically on the MCA21 portal within 30 days of the allotment date, certified by Company Secretary or Chartered Accountant in whole-time practice with a digital signature. Statutory fee paid based on authorised capital.

30-day window CS digital signature
Filed on MCA21 06
Step 7

SH-6 Update and Tax Coordination

Mark options exercised in the SH-6 register. Coordinate with payroll for Section 17(2)(vi) perquisite TDS within the relevant pay cycle. Update SH-6 entries authenticated by the Company Secretary.

Section 17(2)(vi) TDS SH-6 CS authenticated
SH-6
Records Closed 07

Information Checklist for Retainer Onboarding

  • Certificate of Incorporation, current Memorandum and Articles of Association
  • Approved ESOP Scheme Document with EGM Special Resolution date and SRN of MGT-14 filed
  • Form SH-6 Register of Employee Stock Options - current snapshot
  • Cap table with all classes of shares, options outstanding and recent allotments
  • List of grantees with grant date, vesting schedule, exercise price and status (active, exited, exercised)
  • Most recent IBBI Registered Valuer or Merchant Banker FMV report
  • Last 3 years MGT-7, AOC-4 and Directors' Report filings
  • Board calendar for the next 12 months (scheduled grant batches, planned exercises)
  • Trust Deed and trustees details if ESOP Trust is in place
  • Foreign employee details if cross-border ESOPs are issued (for FC-GPR planning)

Common ESOP Filing Errors and How We Avoid Them

ChallengeImpactHow Patron Accounting Solves It
Confusing PAS-3 windows - 15 vs 30 daysFounders sometimes assume PAS-3 for ESOP allotments must be filed within 15 days like a private placement. ESOPs are issued under Section 62(1)(b), not Section 42, so the applicable window is 30 days under Section 39(4) read with Rule 12.Patron uses the correct 30-day timeline and flags any past 15-day-window assumption as a non-issue for ESOP allotments.
Missing MGT-14 on pool top-upPool top-ups require a fresh special resolution under Section 62(1)(b) and a fresh MGT-14 filing within 30 days. Some companies treat the original scheme approval as covering all future grants.Patron treats every pool top-up as a fresh special resolution event - new EGM, new resolution, new MGT-14.
SH-6 register not authenticated by CSRule 12(10) requires the SH-6 register to be authenticated by the Company Secretary. Most early-stage companies maintain it as an Excel file without authentication.Patron sets up a proper SH-6 register at the registered office with CS sign-off on every entry as a standing process.
Directors' Report Rule 12(9) disclosure missingRule 12(9) mandates 11 specific ESOP disclosures in the Directors' Report. Generic 'ESOP details as per scheme' paragraphs do not satisfy this requirement.Patron drafts the full Rule 12(9) paragraph covering all 11 disclosures with audit-ready supporting workings.
MGT-7 disclosure misaligned with SH-6 and Schedule IIIMGT-7 Part D ESOP particulars must reconcile with the SH-6 register, Schedule III note in financial statements and the Directors' Report. Manual reconciliation often misses tranche-level adjustments.Patron reconciles all three sources of truth in one workflow during the annual return preparation.

ESOP Corporate Filings Retainer Fees

Fee ComponentAmount
Seed Stage (1 scheme, up to 10 grantees)Board minutes, SH-6 maintenance, MGT-14 (1 per year if needed), PAS-3 (up to 4 per year), MGT-7 disclosureRs 50,000 to Rs 75,000 per year
Growth Stage (1 scheme, 11 to 50 grantees)Quarterly Board cycles, multiple PAS-3 allotments, scheme variations, full Directors' Report disclosureRs 75,000 to Rs 1,00,000 per year
Scale Stage (2 to 3 schemes, 50 plus grantees)Multi-scheme reconciliation, group consolidation, accelerated vesting events, modification filingsRs 1,00,000 to Rs 1,50,000 per year
ESOP Trust Route Add-OnTrust deed registration, trustees minutes, ITR-7, trust audit coordinationRs 35,000 to Rs 75,000 per year
Cross-Border Add-OnFC-GPR, FC-TRS for foreign employees under FEMARs 15,000 to Rs 25,000 per filing
Per-Allotment PAS-3 (One-Off)Single PAS-3 with allotment Board Resolution and share certificate issuanceRs 7,500 to Rs 12,500 per filing
MGT-14 (One-Off)Special resolution drafting plus filing within 30 daysRs 7,500 to Rs 15,000 per filing
Patron Accounting Professional FeesStandard starting price for Seed Stage annual ESOP filings retainer (1 scheme, up to 10 grantees)Starting from INR 50,000 per year (Excl. GST and Govt. Charges)

All fees and charges listed are indicative only and do not constitute a binding offer. Final amounts may vary depending on the volume of work and the complexity involved.

Professional service charges for drafting, filing, and representation are separate from the statutory fees. The exact fee depends on the complexity of the case, disputed amount, and number of hearings required. Contact us for a detailed quote.

Disclaimer: All fees and charges listed are indicative only and do not constitute a binding offer. Final amounts may vary depending on the volume of work and the complexity involved.

Get a free ESOP Corporate Filings consultation - Call +91 945 945 6700 or WhatsApp us. No-obligation assessment.

Per-Event Filing Timelines

StageEstimated Timeline
Special Resolution passed at EGM - MGT-14 statutory window30 days from resolution
Special Resolution passed at EGM - Patron MGT-14 turnaroundFiled within 15 working days
Shares allotted on exercise - PAS-3 statutory window30 days from allotment
Shares allotted on exercise - Patron PAS-3 turnaroundFiled within 10 working days
AGM held - AOC-4 (financials) statutory window30 days of AGM
AGM held - MGT-7 (annual return) statutory window60 days of AGM
AGM held - Patron filing turnaround for AOC-4 and MGT-7Filed within 45 days of AGM
Pool top-up or scheme variation - fresh special resolution + MGT-14Drafted in 5 days + filed in 15 days
Trust Deed execution - Sub-Registrar registration + Trust PAN10 to 15 working days end-to-end
Patron's standard turnaround compresses the 30-day statutory window by half - allowing buffer for any MCA portal issues, signatory bottlenecks or document corrections. The Filing Calendar maps the year's expected events to specific working days, so nothing slips through to the deadline edge.
Key Benefits

Why Patron for ESOP Filings Retainer

Single Retainer, All ESOP Filings

One annual fee covers MGT-14, PAS-3, MGT-7, SH-6 register and Directors' Report disclosure. No per-form invoicing surprises across the year.

CS as Point Person

Qualified Company Secretary as the named point of accountability. Partner-level oversight on all special resolutions and EGM workflows.

Customised Filing Calendar

Year-ahead Filing Calendar mapped to your scheme cycle - grant batches, vesting waves, AGM and MGT-7 deadlines. Quarterly reviews.

Cross-Functional Coordination

Integrated with valuation (IBBI / Merchant Banker), accounting (Ind AS 102 / Schedule III) and tax (Section 17(2)(vi) perquisite) teams for end-to-end ESOP workflow.

Trust-Route Capability

Full ESOP Trust set up and ongoing trustees minutes, ITR-7, trust audit coordination. SEBI SBEB Regulation 19 for listed companies.

Cross-Border Filings In-House

FC-GPR and FC-TRS for foreign employees handled under the same retainer. No outsourcing to a separate law firm at additional cost.

Trusted by Indian Companies for ESOP Filings

10,000+ Businesses Served | 4.9 Google Rating | 50,000+ Documents Filed | 15+ Years in Practice

Our previous CS treated PAS-3 as private placement (15-day window) and we were filing late despite being well within the Section 39 30-day window for ESOPs. Patron corrected the workflow, recovered 2 years of overpaid late fees and runs our quarterly cycle on time. - CFO, B2B SaaS startup (Pune).

We set up an ESOP Trust as part of moving to SEBI SBEB-style implementation. Patron handled trust deed registration, ITR-7, trustees minutes and the SEBI SBEB Regulation 19 compliance work alongside our existing ESOP filings. - CEO, listed mid-cap (Mumbai).

With offices in Pune, Mumbai, Delhi and Gurugram, Patron Accounting serves businesses across India - both in-person and remotely.

In-House Junior CS vs Patron Filings Retainer

Dimension In-House Junior CS Patron Retainer
PAS-3 window (30-day vs 15-day)Confusion common - often filed under Section 42 15-day windowSection 39(4) 30-day window correctly applied
MGT-14 for pool top-upOften missed - treated as routine grantDrafted and filed within 30 days of EGM
SH-6 register authenticationExcel file without CS sign-offAuthenticated register at registered office
Rule 12(9) Directors' Report disclosureGeneric single paragraphAll 11 disclosures drafted to audit standard
MGT-7 ESOP movement tableOften misaligned with SH-6 and Schedule IIIReconciled across registers and financials
Cross-border filings (FC-GPR)Outsourced to law firm at high costBundled in retainer
ESOP Trust filingsSpecialised; rare in-house capabilityIncluded as add-on
Total cost (Series A scale)Rs 6 to 8 lakh fully loaded annual salary plus toolsRs 75,000 to Rs 1,00,000 per year

Related Patron Services

Legal and Compliance Framework

  • Section 62(1)(b), Companies Act 2013 - statutory authority for issue of further shares to employees under ESOP scheme via special resolution. Ministry of Corporate Affairs (MCA21).
  • Section 117(2), Companies Act 2013 - MGT-14 filing within 30 days of special resolution. Default: Rs 10,000 plus Rs 100 per day continuing default for the company and every officer in default.
  • Section 39(4), Companies Act 2013 read with Rule 12, Companies (Prospectus and Allotment of Securities) Rules 2014 - PAS-3 return of allotment within 30 days of ESOP allotment. Default: Rs 1,000 per day, maximum Rs 1,00,000.
  • Section 42(9), Companies Act 2013 - PAS-3 within 15 days for PRIVATE PLACEMENTS only. NOT applicable to ESOP allotments (ESOPs are issued under Section 62(1)(b)).
  • Section 92, Companies Act 2013 read with Rule 11, Companies (Management and Administration) Rules 2014 - MGT-7 Annual Return filing within 60 days of AGM. ESOP particulars disclosed in Part D.
  • Section 134(3)(c), Companies Act 2013 - Directors' Report disclosure requirements. ESOP particulars are statutory inclusions.
  • Rule 12, Companies (Share Capital and Debentures) Rules 2014 - ESOP eligibility, vesting, lock-in, exercise and scheme variation rules.
  • Rule 12(9), Companies (Share Capital and Debentures) Rules 2014 - 11 mandatory ESOP disclosures in Directors' Report (options granted, vesting period, exercise price, options exercised, total shares arising, money realised, lapsed options, scheme variations, employees granted more than 5 percent, employees granted equal to or more than 1 percent, diluted EPS).
  • Rule 12(10), Companies (Share Capital and Debentures) Rules 2014 - Form SH-6 Register of Employee Stock Options maintained at registered office, authenticated by Company Secretary.
  • Section 247, Companies Act 2013 read with Companies (Registered Valuers and Valuation) Rules 2017 - Registered Valuer engagement for FMV.
  • Section 56(4), Companies Act 2013 - Share certificates issued within 2 months of allotment.
  • SEBI (Share Based Employee Benefits and Sweat Equity) Regulations 2021 - listed company ESOP regime. Regulation 19 governs implementation through ESOP Trust. Securities and Exchange Board of India (SEBI).
  • Section 25, Indian Trusts Act 1882 - trust deed registration for ESOP Trust route.
  • Section 139(4A), Income Tax Act 1961 - ITR-7 filing for ESOP Trust. Income Tax Department of India.

Frequently Asked Questions

Quick answers on MCA filings for ESOP - PAS-3 windows, MGT-14 triggers, MGT-7 disclosure, ESOP Trust filings and the Rule 12(9) Directors' Report paragraph.

Quick Answers

  • Do I need a Company Secretary for ESOP filings? PAS-3 and MGT-14 can be certified by a Company Secretary, Chartered Accountant or Cost Accountant in whole-time practice. SH-6 must be authenticated by the Company Secretary or board-authorised person.
  • What is the difference between MGT-14 and PAS-3? MGT-14 files special resolutions (scheme adoption, variations). PAS-3 files share allotment returns (after exercise). Both have 30-day windows in the ESOP context.
  • Can multiple PAS-3 allotments be bundled? Yes. Multiple allotment events within 30 days of the filing date can be reported in one PAS-3 form. Events outside the 30-day window require separate filings.
  • Is the SH-6 register maintained physically or digitally? Either form is permitted. The register must be at the registered office (Form INC-22 needed if location changes) and authenticated by the Company Secretary.
  • Does MGT-14 require attachments? Yes. EGM notice, explanatory statement, certified true copy of the special resolution and the underlying agreement or scheme document.

Series A or AGM Coming Up - Get Your ESOP Filings Audit-Ready

Missing MGT-14 on a pool top-up is the most common Series A diligence reopen. A late PAS-3 attracts Rs 1,000 per day up to Rs 1,00,000 per allotment. The Rule 12(9) Directors' Report disclosure is the audit qualification trigger. Get a free 20-minute scoping call with Patron's CS team - we will tell you exactly which filings are due and at what penalty exposure today. Call +91 945 945 6700 or WhatsApp us for a free scoping conversation.

Get Your ESOP Filings on a Single Retainer - Talk to Patron

ESOP corporate filings are the recurring statutory layer that keeps every grant, exercise and allotment within the four corners of the Companies Act 2013. The forms are simple - MGT-14, PAS-3, MGT-7 and SH-6 - but the workflow is technical, the windows are tight (30 days each), and the penalty exposure compounds when grants and exercises happen quarterly.

Patron Accounting LLP runs the entire ESOP filings cycle on a single annual retainer, with a qualified Company Secretary as the named point of accountability. The firm has been advising Indian businesses since 2009 across Pune, Mumbai, Delhi and Gurugram.

Call +91 945 945 6700 or WhatsApp us for a free scoping call. Response within 2 hours during business hours.

Book a Free Consultation - No Obligation.

Pan-India Coverage for ESOP Corporate Filings

ESOP corporate filings are delivered remotely from our Pune, Mumbai, Delhi and Gurugram offices to companies across India. The MCA21 portal is national - registered office location does not constrain the filing workflow.

Related National Services

ESOP Management and ComplianceVesting, exercise tracking, SH-6 ops
Private Limited Company ComplianceAOC-4, MGT-7, Directors' Report
FDI ComplianceFC-GPR and FC-TRS for foreign employees
Issue of SharesShare allotment, PAS-3 workflow
Transfer of SharesSH-4 transfers post exercise
Compliance CalendarIntegrated MCA/GST/IT/ESOP calendar

Content Created: 11 May 2026  |  Last Updated: 11 May 2026  |  Next Review: 11 August 2026  |  Reviewed By: CA & CS Team · Patron Accounting LLP

Tier 2 quarterly review. Triggers for review: MCA fee schedule changes, new MCA form versions, Companies Act amendments, SEBI SBEB Regulations updates and ICSI compliance circulars. Sources: MCA21 notifications, SEBI circulars and ICSI announcements.

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