2. Identification Proof (ID Proof) of every member is required in any process to show and verify that the persons exist with the given identity as shown in the ID proof. ID proof can be any of the Government recognised and registered ID Cards (with their address) such as – Aadhar Card, Voter ID Card, Driving License, Passport or any other Government ID card with the address is applicable as ID along with address proof of the members. PAN card cannot be accepted as ID proof for Registration as the address is not mentioned on it.
2. Photographs of passport size are required. The Photographs can be two or three according to the registration type.
3. Address proof of the Office where the NGO is to be registered. The Address must be valid and according to the concerned registrar and according to the different areas of the jurisdiction of registration. There are certain rules applicable in the Registration office but sometimes it depends upon the certain Babus and Registrars who apply their own rules out of the legal parameters. The Jurisdiction is decided according to the Office address and the registration can be carried out in the concerned area of the concerned registrar. It can be registered as a Society, Company or Trust or any other; but the area must be according to the defined parameters and rules.
4. Memorandum or Constitution (Samvidhan/संविधान) or Article of Association or Trust Deed is required for the registration of the NGO. The type of the Memorandum can be defined differently based on the registration Act type as Article of Association, Memorandum or Trust Deed, but, the members have to submit it at the time of registration. Without the Memorandum or Constitution or Trust Deed or Article of the Association, the registration is not possible as it is the ground, base and the documental proof which proves the existence of the Non Governmental Organisation. To identify any organisation as a registered Non Profit Organisation or as a Non Governmental Organisation, the Memorandum acts as the legal proof showing the existence of the organisation as registered.
After registration of NGO, the registration certificate is issued along with the Memorandum/ Article of Association/ Constitution/ Trust Deed. The registration Certificates are of different types. For a Trust, the Registration Certificate is printed on the back page of the Trust Deed and for society and Company, different Registration Certificates are issued by the Registrars. All kind of the Registration Certificates issued from the concerned registrars are accepted at the various places, Government Departments, Ministries, Income Tax Department, Funding Agencies, banks, Governmental authorities, any other places in India and outside India.
5. The rules, regulations, acts, laws, clauses of the related rules, acts and laws of the registration type of process must be included in all kinds of Memorandums / Articles of Association / Constitutions / Trust Deeds. The included rules and bylaws are one part of the Memorandum which define, express, explain, show, clear, guide, mention, verify the working of the members, decisions of the members, the manner of working of the members and the body of the members, executive committees of the members, area of working, applied rules on the organisation and its members as authorities, recognition to open the bank accounts by the organisation, to register the organisation under Income Tax rebate and other Governmental Departments for different types of registrations, availability of members for existing and new members, tenure of the members/ executives/ bodies and tenure of the registration period of Organisation and many other bylaws, rules, regulations and clauses.
According to the bylaws, clauses and sub-clauses, the concerned authorities can recognise and authorise the organisation as a registered and entitled Non Profit organisation (NGO). The Area of operation can be defined and mentioned in the clauses and bylaws of the Memorandum of the NGO. The areas of operation can be different and can depend upon the type of registration and the place of registration and certain kinds of processes; Involvement of members of different areas depends upon the registration type as a Society, a Trust or a Non Profit Company.
6. The Aims and Objectives are another part of the Memorandum / Article of Association / Constitution / Trust Deed. The objectives included in the Memorandum decide the aims and purpose of the Organisation on what and which areas, sectors, issues and topics the organisation has to work. It may work on any of them, on one of them or on all of them. The areas of operation can be mentioned and included in the clauses along with the Aims and Objectives of the Memorandum. The Aims and Objective can be included and excluded after the registration but the different processes depend upon the different types of registration Acts and laws.
7. Signature of the Founder is required. Signatures and photographs are also required of Other members in certain registrars of different areas, localities, jurisdiction and states in different kinds of registration processes. In the Trust Act, the Organisation registered as Charitable Trust is a form of NGO which has different rules of physical presence, consent and/or present the photo IDs on the members.
In some states and some jurisdictions, at the time of registration, the presence of all members is required, in some states, the presence is not required at all for both Trust and Society registration. In society registration, the presence of all members is not required at the time of registration, but their presence may be required in some states and in some jurisdiction areas.