MedhaCorpLaw, a leading law firm in Nepal, this article offers a comprehensive legal guide on the documents required for non-profit organization registration in Nepal. It includes all mandatory paperwork under the Association Registration Act, 2034 B.S. and other relevant regulations, applicable at the District Administration Office (DAO) and, where necessary, the Social Welfare Council (SWC).
Introduction to Required Registration Documents
Registering a non-profit in Nepal requires submission of specific documents to the relevant authorities. These documents establish the legal identity, purpose, and structural framework of the organization. Proper documentation ensures smooth registration with the DAO and compliance with the Association Registration Act. Preparing these documents in advance reduces the risk of rejection or unnecessary delays in the process.
Legal Framework on Document Submissions
The primary legal basis for submitting registration documents is the Association Registration Act, 2034 B.S. Section 4 mandates applicants to submit a constitution, application form, and other prescribed documents. The Social Welfare Council Act, 2049 B.S. also mandates documentation for NGOs seeking foreign funding or affiliation. The DAO is authorized to request supporting documents as per local implementation guidelines.
Identity Proof of Founding Members
All founding members must submit valid Nepali citizenship certificates to confirm eligibility. The law requires a minimum of seven Nepali citizens to initiate the registration. Identity verification is critical, and the DAO may reject applications with illegible, expired, or mismatched details in citizenship documents.
Required:
- Clear photocopies of citizenship certificates
- Names in the constitution must match the ID exactly
Constitution and Objectives of Entity
The constitution defines the legal framework and operational scope of the organization. It is the most significant document for registration.
Key inclusions:
- Name and location of the organization
- Objectives aligned with public welfare
- Executive committee structure
- Membership rights and obligations
- Meeting procedures and quorum
- Financial management and audits
- Amendment and dissolution clauses
The constitution must be signed by all founding members and drafted in Nepali language.
Minutes of Founding Meeting Document
A founding meeting is mandatory and must be formally documented. The minutes serve as legal evidence that the members agreed to establish the organization.
It must include:
- Date and location of the meeting
- List of attendees (with signatures)
- Appointment of executive committee
- Decision to register the entity
- Approval of the final constitution
The minutes must be attached with the application and duly signed by all attendees.
Citizenship and Address Certificates
Founders must provide:
- Copies of citizenship certificates
- Copies of address verification documents, if available
Though not explicitly required by law, some DAOs ask for documents confirming the founders’ current residence, particularly if the address in the citizenship certificate differs from actual residence.
Passport-Sized Photographs Requirement
Each founding member must submit passport-sized color photographs. These are affixed to the application and archived in the DAO records.
Photo specifications:
- White background
- 2 copies per member (recent – within 6 months)
- Size: 35 mm x 45 mm
Some DAOs require the photographs to be signed on the reverse side.
Office Rental or Ownership Agreement
The proposed office location must be supported by:
- Rent agreement or
- Land ownership document
This proves the organization has a physical address. The DAO may verify the address by visiting the site or requesting a letter from the Ward Office or Municipality.
Required format:
- Signed by property owner and authorized representative
- Stamp duty paid (if applicable)
Application Form and Format Guidelines
The application form must be filled in the format prescribed by the DAO. The form usually includes:
- Name of the organization
- Purpose and scope of work
- Details of founders and their roles
- Proposed executive committee members
- Proposed office address
Forms can be collected from the DAO or downloaded from official portals. The form must be filled in Nepali, signed, and submitted in hard copy.
Attestation, Translation, and Notarization
Some documents, especially if issued in English or another language, must be translated into Nepali and notarized.
Requirements:
- Translation into Nepali for foreign documents
- Notarization of important forms and declarations
- Attestation by a licensed notary or advocate
Notarization is generally needed for:
- Citizenship certificates
- Constitution (in some districts)
- Land ownership documents (if office owned)
Submission Method and Receiving Office
Documents must be submitted physically to the District Administration Office. Digital submissions are not accepted for initial registration.
Submission steps:
- Visit the DAO with original and photocopies
- Submit to the DAO’s NGO or Registration Section
- Obtain acknowledgment receipt
The DAO may verify originals and return them after stamping.
Importance of Correct Document Formats
Using the correct formats for each document reduces rejections. The constitution, minutes, and application must follow DAO standards. Inconsistencies between names, addresses, or dates may delay approval.
Common issues:
- Inconsistent names across documents
- Missing member signatures
- Unsigned constitution
- Old or outdated photo attachments
Always double-check document headers, fonts, and official stamps before submission.
Handling Document Discrepancies or Errors
If discrepancies are identified by the DAO, they may return the documents for correction.
Correction procedure:
- Prepare a clarification letter
- Correct errors with updated copies
- Attach original DAO objection note
- Re-submit to the same office
DAO generally allows 7 to 14 days to correct and resubmit. Failing to resubmit may cause the file to be closed.
Legal Help for Preparing Documents
Hiring a legal firm such as MedhaCorpLaw ensures error-free documentation. Legal experts:
- Draft the constitution in correct legal format
- Ensure compliance with DAO and SWC formats
- Review all ID and support documents
- Assist in translation and notarization
- File applications on your behalf
Legal support is not mandatory but helps in completing the process quickly.
Master Checklist of All Required Documents
Here’s the full checklist of required documents for non-profit registration in Nepal:
- Application form (signed)
- Constitution of the organization
- Citizenship certificates of all members
- Passport-sized photographs (2 per member)
- Minutes of the founding meeting
- Office rent or ownership agreement
- Map of office location (optional)
- PAN application (post-registration)
- Notarized documents (if required)
- Attested translations (if applicable)
- Letter from ward office (if needed)
- Budget estimation (optional for SWC)
- Audit report and activity report (for renewals)
- Board resolution for amendments (if applicable)
- SWC form (for foreign-affiliated NGOs)
FAQs
Can I submit documents online?
No. The DAO only accepts physical submission of documents for new registrations.
Are scanned documents accepted?
No. Original or photocopied documents are required in hard copy format.
Is notarization mandatory for all?
Not all documents, but constitution and identity proof may require notarization.
Where can I get forms downloaded?
Forms can be downloaded from the official DAO or Ministry of Home Affairs websites.
What happens if a document is outdated?
Outdated or expired documents will be rejected. Submit updated, valid documents only.
Are photocopies enough for submission?
Yes, but originals must be presented for verification during submission.
Is a police report needed for ID proof?
No. A valid citizenship certificate is sufficient for identification.
Do documents need to be in Nepali?
Yes. All documents must be submitted in Nepali or translated and notarized.
Can documents be handwritten?
Handwritten documents are discouraged. Use typed, printed formats whenever possible.
How recent should photos be?
Photos should be recent, taken within the last six months.
MedhaCorpLaw continues to assist clients with full non-profit documentation, registration, renewal, and compliance services across Nepal.