Starting a non-profit organization requires careful preparation of specific legal documents. The success of your application depends entirely on the completeness and accuracy of your file. Understanding the full list of documents for NGO registration is the first step toward a smooth process. This guide will walk you through every single paper you need to gather and prepare, just as outlined in the attached case file for Rah-e-Falah Foundation. Having all the correct society registration documents ready will prevent unnecessary delays and rejections.
The Core Constitutional Documents of Your Society
These documents form the very foundation of your organization. They define who you are, what you do, and how you will operate.
The Memorandum of Association
The Memorandum of Association is a fundamental charter for your society. This document clearly states the essential facts about your organization. It includes the official name of your society, which must be unique. It declares the complete address of your registered office. Most importantly, it provides a comprehensive list of the aims and objects for which the society is established. Furthermore, this document lists the names, addresses, CNIC numbers, and occupations of all the founding members of the Governing Body. The Memorandum of Association is one of the most critical documents for NGO registration that you will submit.
The Articles of Association
The Articles of Association serve as the internal rulebook for your society. This lengthy document details the bylaws and procedures for managing the organization. It covers critical aspects such as the different categories of membership and the process for admitting or removing members. This defines the structure and powers of the Governing Body and the Executive Committee. It also outlines the roles and responsibilities of office bearers like the Chairman, Secretary, and Treasurer. The Articles include rules for conducting meetings, managing finances, and making amendments. Preparing a thorough Articles of Association is a central part of assembling your NGO paperwork requirements.
Essential Legal Declarations and Sworn Statements
To ensure the legitimacy of your application, you must provide several sworn statements on official stamp papers. These documents provide legal assurance to the registrar.
The Oath Statement on Judicial Stamp Paper
You must prepare a sworn oath statement on a judicial stamp paper, typically of Rs. 200 value. In this oath, the founding members solemnly declare several key points. And they affirm that the proposed society is not already registered under any relevant law. They state that no member of the executive body is part of any previously deregistered organization. They also accept collective responsibility for any information provided. This oath is a mandatory part of the documents for NGO registration that must be signed by all Governing Body members and attested by two witnesses.
The Affidavit on Non-Judicial Stamp Paper
Similar to the oath, you must also prepare an affidavit on a non-judicial stamp paper. This document includes important declarations from the founding members. They affirm that no other society is registered under the chosen name. They state that no civil or criminal cases are pending against the society or its members. Registrar also confirms that the constitution does not contain any clauses against the law. This affidavit, another crucial component of your foundation registration papers, also requires signatures from all members and witnesses.
Official Government Forms and Payment Proof
Interacting with government bodies requires specific forms and proof that official fees have been paid.
The Treasury Challan or Bank Payment Receipt
You must provide proof of payment for the government registration fee. This involves obtaining a challan form from the National Bank of Pakistan, specifically under the account head “C03545”. After paying the fee, which is currently Rs. 100, the bank will provide you with a stamped receipt. This official receipt is a key piece of NGO paperwork requirements that demonstrates you have fulfilled the financial obligation for registration.
The Resolution of the Governing Body
A formal resolution from a special meeting of the Governing Body is a vital document. This resolution officially records the key decisions made by the founding members. This typically includes the ratification of the Memorandum and Articles of Association. It approves the official name and account title of the society. It also formally elects the members to the Governing Body, listing their names, CNIC numbers, addresses, and designated positions. This resolution acts as internal proof of consensus and is an important part of your society registration documents.
Supplementary and Attestation Documents
These documents support the core paperwork and provide additional layers of verification.
Notary Public Attestation
The Memorandum of Association and Articles of Association must be formally attested by a licensed Notary Public. The Notary Public verifies the identities of the signatories and stamps the documents. This attestation gives these foundational documents for NGO registration their legal authenticity and is a non-negotiable step in the process.
Witness Verification
Both the oath statement and the affidavit require the signatures of two independent witnesses. These witnesses must provide their full names, father’s names, and their own CNIC numbers alongside their signatures. The witness verification adds a layer of credibility to the sworn statements and is a standard requirement for all foundation registration papers.
Compiling and Submitting Your Complete Application File
Once all the individual documents are ready, you must assemble them into a single, coherent application package.
Your complete file for NGO registration should be arranged in a logical order. Start with the core documents like the Memorandum and Articles of Association. Follow them with the sworn statements on stamp papers. Include the government fee receipt and the internal resolution. Finally, ensure every required signature and attestation is in place. Submitting a meticulously prepared and complete set of documents for NGO registration demonstrates professionalism and significantly increases the likelihood of a swift and successful registration with the Registrar of Joint Stock Companies in Peshawar. Your careful attention to this paperwork lays a strong and compliant foundation for your charitable work.
Legal Assistance
For professional legal guidance and support in registration matters, you may contact:
Mr. Osama Khalil
Lawyer & Legal Consultant
📞 Phone: 0316-1829946
📧 Email: contact@osamakhalillaw.com | contact@khalilassociates.org