Single format · FV01-X3-4

Board resolution and declaration recording the loss of records and approving their reconstruction

A single format from the Corporate Records Remediation pack. ss.88, 118, 128, 134 and 143, Companies Act 2013 · Rule 25, Management and Administration Rules · SS-1 · ss.173 and 174, Bharatiya Nagarik Suraksha Sanhita 2023.

Length
16 pages
Blanks to fill
155
Files
Word and PDF
Law as at
30 October 2026
Last reviewed
30 October 2026

What it covers

  1. 1Board resolution and declaration recording the loss of records and approving their reconstructionss.88, 118, 128, 134 and 143, Companies Act 2013 · Rule 25, Management and Administration Rules · SS-1 · ss.173 and 174, Bharatiya Nagarik Suraksha Sanhita 2023155 blanks

Not included

What you will still need outside this format:

  • The register layouts themselves: use Register Formats (FV01-E3) and The Register of Members and the Securities Registers (FV02-C3).
  • Duplicate and renewed share certificates, transfers and demat: FV02-C2, FV01-F12B, FV02-D1 and FV02-C5.
  • The reply to a notice of adjudication and the appeal to the Regional Director: Section 454 Adjudication (FV01-I3).
  • The text of a compounding application under section 441, a condonation petition in CHG-8, or an NCLT application under section 59.
  • FEMA late submission fee and compounding papers: FV08-M2 and FV08-M3.
  • The accounting work of rebuilding the books, any re-audit, and the revision of filed financial statements under section 131.
  • MCA fees, additional fees, penalties and compounding amounts, and stamp duty on instruments of transfer and new certificates.
  • A professional opinion on whether past allotments, loans, transfers or related party transactions were validly made.

Read the opening

The first part of the format, as it downloads. Blanks are highlighted.

Pass this at a meeting of the Board held in person or by video conference, not by circulation: the Board has to consider the facts and the director's declaration, and the minutes of this meeting become the Company's own record of what was lost and why. Where a director's own custody or conduct is in question, he should not chair this item, and the minutes should say so. Use the options that fit and delete the rest. This resolution records the gap in the minutes; it does not, and must not, stand in for minutes that were never written.

Extract of the minutes of the meeting of the Board of Directors of [Name of the company] held on [Date of the Board meeting] at [Place of the meeting]

LOSS OR NON-AVAILABILITY OF STATUTORY RECORDS, AND THEIR RECONSTRUCTION

80 more paragraphs and tables follow in the full format.

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