How to Get Name Approval for Your Company: MCA Guidelines — A Detailed Guide

Choosing and reserving a company name in India is the first formal step in forming your business. The Ministry of Corporate Affairs (MCA) enforces strict rules to ensure names are unique, not misleading, and legally permissible. This article gives a practical, step-by-step guide to getting name approval under current MCA practice (RUN & SPICe+), explains the legal basis and common reasons for rejection, and provides a checklist and sample entries to speed up approval.

Quick summary (TL;DR)

• You can reserve a name either through the RUN (Reserve Unique Name) web service (stand-alone) or through SPICe+ Part A (integrated with incorporation).
• Proposals must follow Section 4 of the Companies Act, 2013 and Rule 8 (naming rules). Names must be unique and not infringe trademarks or statutory emblems.
• Typical validity: a reserved name is usually held for 20 days from approval (extensions/next steps differ if filing SPICe+).

Legal basis: why the MCA controls names

The Companies Act, 2013 (Section 4) and the Companies (Incorporation) Rules (Rule 8 / Rule 9) require that company names be distinct and not misleading. The Registrar of Companies (ROC) — through the Central Registration Centre (CRC) — examines name proposals for compliance, potential confusion with existing entities, and conflicts with protected words/emblems/trademarks. The MCA moved name reservation online (RUN and SPICe+) to streamline the process.

RUN vs SPICe+ — which route to choose?

• RUN (Reserve Unique Name) — a stand-alone web service to reserve or change names (existing company or new company who wants name-only reservation first). You can file RUN independently and later file incorporation forms. It’s used when you want only name reservation.
• SPICe+ Part A — the integrated way to propose a name as part of the full incorporation flow. If you plan to incorporate immediately, SPICe+ lets you propose names and simultaneously submit the incorporation Part B and other registrations (DIN, PAN, GST, etc.).

Practical tip: If you want to reserve a name and incorporate right away, use SPICe+ (saves a step). If you just want to block a name and prepare documents later, use RUN.

Step-by-step: How to apply (RUN)

1. Register / log in on the MCA portal (only registered users can file RUN).

2. From MCA Services choose RUN (Reserve Unique Name).

3. Enter proposed name(s): You can propose the name and—if prompted—alternate spellings or formats. (RUN allows submission of suggested names as per the form rules.)

4. Justification/description: Give a short rationale for the name (industry, words used, relevance). If your name uses a foreign word or trademarked item, mention clearance/documentation.

5. Pay fee & submit. RUN has a prescribed fee per application (see MCA portal for the current fee).

6. Wait for approval/rejection. The Registrar (CRC/ROC) will approve or reject; if approved, the name is reserved for the period communicated in the approval (commonly 20 days).

Step-by-step: How to apply (SPICe+ Part A)

1. Log in to MCA portal and select SPICe+ (New Company).

2. Fill Part A (Name Reservation): Enter up to two proposed names (and justification). If name is approved, you proceed to Part B for incorporation.

3. Submit Part A and pay the applicable fees. If approved within the SPICe+ flow, you typically receive the name approval and can immediately continue with incorporation and linked services (DIN, PAN, TAN, GSTIN, EPFO, ESIC).

4. Validity/next steps: Part A approvals generally hold while you proceed with Part B; if you delay, you may need to re-apply/extend. (The CRC allows initial reservation validity—commonly 20 days—subject to filing Part B.)

Naming rules — what gets rejected (high-impact reasons)

The MCA looks for several red flags. Names are commonly rejected for:

1. Similarity to existing company/LLP/firm/limited liability partnership names — if the name is identical or deceptively similar. (MCA cross-checks its registry.)

2. Trademark conflicts — if the proposed name is identical or substantially similar to a registered trademark for related goods/services (use an IP search before applying).

3. Use of prohibited or restricted words — names containing words suggesting patronage of the government, or words requiring regulatory approvals (e.g., “Bank”, “Stock Exchange”, “Insurance”, “Apollo” if tied to an emblem), or sensitive words restricted under other statutes. Such words often need additional approvals or are disallowed.

4. Misleading names — names that suggest activities not permitted for that company type (e.g., “Bank” for a private limited without clearance).

5. Offensive or obscene words — any term violating public order or decency.

Always: run both an MCA registry search and a trademark database search before filing.

Practical tips to increase approval odds

• Be distinctive & descriptive: Combine a coined word with a descriptive element (“Novus Tech Solutions Pvt. Ltd.”) rather than a generic name.
• Avoid punctuation and excessive abbreviations unless standard (Pvt. Ltd., LLP).
• Check trademarks first: Use the Indian Trademark Registry search to ensure no conflict.
• Include a short rationale in the RUN/SPICe+ justification explaining why the name is relevant and not misleading.
• Prepare alternates: Have 2–3 variations ready (different suffixes or word order). SPICe+ allows two choices; RUN may accept alternates depending on the form.

Fees, timelines & validity (what to expect)

• Fees: The fee structure for name reservation and e-forms is prescribed under the Companies (Registration Offices and Fees) Rules. Check the MCA portal for the exact current fee (amounts change occasionally).
• Timeline: Name approvals are typically processed by the CRC and can be returned within a few working days; times vary with workload.
• Validity: Reservations are commonly valid for 20 days from approval (extensions possible during incorporation flows). If you obtain Part A approval in SPICe+, proceed to Part B within that period.

Common rejection response & how to fix it

If MCA rejects a name, they usually give a rejection remark. Typical fixes:

• Modify the name to reduce similarity (add a distinctive prefix/suffix or use coined words).
• Provide additional documents/approvals if using restricted words (e.g., NOC from regulator).
• Check and clear trademark issues (you may need consent from trademark owner).
• Resubmit using SPICe+ Part A or RUN with new proposals.

Checklist before you file

• MCA portal account created and logged in.
• At least 2–3 name options prepared (final + alternates).
• Trademark search completed (Indian Trademark Registry).
• No use of restricted/prohibited words (or NOC/approval available).
• Digital copies of any supporting NOC/consent if name uses trademarked/regulated words.
• Funds/fees ready for online payment.
• If incorporating immediately — documents for Part B (MOA/AOA templates, director details, address proof) ready if using SPICe+.

Sample RUN/SPICe+ justification (model wording)

Proposed name: “AstraLogix Technologies Private Limited”

Justification: “Company will provide logistics software and SaaS solutions. ‘AstraLogix’ is a coined name combining ‘Astra’ (star) and ‘Logix’ (logistics/solutions) and does not resemble any existing company name in the MCA registry. Trademark availability has been checked on [date]. No restricted words are used.”

(Adapt this for your name — short, factual, and mentions any trademark check or NOC.)

FAQs

Q — Can I use someone’s trademark in my company name if I get their permission?

A — Possibly, but attach a No Objection Certificate (NOC) or written consent; MCA/ROC and trademark owners may still raise objections. Always document consent.

Q — If my RUN name approval expires, can I renew?

A — You generally need to reapply or proceed with incorporation; check the portal for extension options tied to SPICe+ filings.

Q — Is RUN mandatory before filing incorporation?

A — No — you can reserve a name via SPICe+ Part A as part of the incorporation. RUN is optional when you want only reservation.

Useful MCA references (start here)

• MCA portal — services & RUN/SPICe+ (official e-services on mca.gov.in).
• Instruction kit & form guidance (RUN/SPICe+/SPICe+ manuals) — procedural PDFs on MCA/authorized knowledge portals.

Final checklist & next steps (practical roadmap)

1. Do a quick MCA name search + trademark search.

2. Choose 2–3 variations (best for SPICe+) and prepare a short justification.

3. Decide: immediate incorporation (SPICe+) or name-only (RUN).

4. File on MCA portal, pay fees, and monitor approval.

5. If approved, immediately file incorporation documents (if SPICe+) or proceed with Part B/incorporation within the validity period.