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How to Prepare Partner Declarations for PSARA Registration in MP

PSARA Legal Team, Prospect Legal Pvt Ltd · Published · Updated · 5 min read
How to Prepare Partner Declarations for PSARA Registration in MP

Quick answer: Partner declarations for PSARA registration are sworn statements by each partner of a firm or LLP confirming identity, background and that they are not disqualified under Section 6 of the PSARA Act. Prepare one per partner in the format required by the MP PSARA guideline, with details matching PAN, Aadhaar and the partnership deed, then sign, notarise and upload.

In a proprietorship, one person signs everything. In a partnership firm or LLP, every partner carries responsibility, and the Controlling Authority wants each of them on record. That makes partner declarations for PSARA registration a step where small errors multiply: a firm with four partners has four chances to get a date, name or address wrong. Here is a practical method to get them right the first time.

What a partner declaration is meant to establish

The exact wording comes from the format followed under the MP PSARA guideline, which can be revised, so always use the current version. Broadly, a declaration or affidavit by a partner is meant to put the following on record:

  • Full name, parentage, date of birth and residential address of the partner.
  • The partner's position in the firm or LLP and the firm's name and office address in Madhya Pradesh.
  • A statement that the partner does not fall within the categories of persons not eligible under Section 6 of the Act - for example, not convicted of an offence relating to the security agency business or involving moral turpitude, and not dismissed or removed from government service on grounds of misconduct.
  • Confirmation that the information and documents submitted are true, with the partner's signature.

The Act text is available on India Code if you want to read Section 6 yourself. We do not recommend paraphrasing the disqualification clause freely; use the prescribed wording.

Step 1: Freeze the list of partners

Before drafting anything, confirm who the partners are on the date of filing. Check the partnership deed (or LLP agreement) and any supplementary deeds. If a partner has retired or joined recently, update the deed first. A declaration signed by someone who is no longer a partner, or a missing declaration from a new partner, will be queried.

Step 2: Build a partner data sheet

Collect each partner's details in one sheet so every document draws from the same source.

FieldSource documentWhy it matters
Full namePANMust match deed, Aadhaar, training certificate
Father's/spouse's nameAadhaar or PANUsed in affidavit and police verification
Date of birthPAN, Aadhaar, marksheetIdentity confirmation
Residential addressAadhaarAntecedent verification location
Role in firmPartnership deed / LLP agreementPartner or designated partner
Training certificate numberCertificate under PSARAAll partners need it

Step 3: Draft in the current format

Use the current MP format and fill each partner's details from the data sheet. Write the firm name exactly as applied on the portal, including "&", "and" or "LLP" as they appear. Remember that since 2022 certain words such as DETECTIVE, INVESTIGATION, SURVEILLANCE, INTELLIGENCE, INTERROGATION, FACILITY and LABOUR SUPPLIER are not allowed in the agency name, so confirm the name is final before you print anything.

Tip: Draft all declarations together and compare them side by side. The firm details paragraph should be word-for-word identical in every partner's declaration; only the personal details should change.

Step 4: Stamp paper, signature and notarisation

  1. Print on stamp paper of the value applicable in Madhya Pradesh, or use e-stamp, as required for the affidavit.
  2. Each partner signs his or her own declaration. A declaration cannot be signed by one partner on behalf of another.
  3. Have it attested by a notary or oath commissioner on the same date as signing, where attestation is required.
  4. Check that the date, place and notary seal are legible before scanning.

If partners live in different cities, plan the signing logistics early. Couriering stamp papers back and forth can easily cost a week.

Step 5: Cross-check against the rest of the file

Declarations do not stand alone. Before uploading, confirm the following for each partner:

  • Name and address match the PAN, Aadhaar and marksheet uploaded for that partner.
  • The partner appears in the partnership deed or LLP agreement uploaded.
  • The partner has a Training Certificate under PSARA.
  • The firm's office address in the declaration matches the rent agreement/NOC, Gumasta and GST.

The full list of firm and partner papers is on our PSARA documents for partnership firm and PSARA documents for LLP pages.

Partnership firm vs LLP: small differences

PointPartnership firmLLP
Governing documentPartnership DeedLLP Agreement plus Incorporation Certificate
Who declaresAll partnersAll partners, including designated partners
Firm identity in declarationFirm name and PAN of firmLLP name as per incorporation, PAN of LLP
Common errorDeed not updated after partner changePartner change not filed with the registrar

Mistakes we regularly correct

  • Using an old format downloaded from an unofficial site.
  • One partner's declaration dated months earlier than the others.
  • Firm name written with a disallowed word that was later changed on the portal.
  • Residential address taken from memory instead of Aadhaar.
  • Notary stamp covering the signature, making the scan unreadable.

After upload

Following submission and payment of the government fee, the Controller of PSARA, Madhya Pradesh issues a letter for police verification of all partners and the office. Your declarations are effectively what the police check against. If a query is raised about a declaration, the portal lets you log in, reply and re-submit, but it is far quicker to file accurately. Our team prepares every format and affidavit needed for MP PSARA license registration, coordinates signing and handles query replies.

Frequently Asked Questions

Does every partner need a separate declaration for MP PSARA?

Yes. Each partner gives his or her own declaration because police verification and the eligibility conditions under Section 6 apply to each individual. A combined declaration signed by one partner is not a substitute. Firms with several partners should plan signing and notarisation together to keep the dates consistent.

Can a partner sign the declaration through a power of attorney?

A personal declaration about one's own antecedents is generally expected to be signed by that person. Relying on a power of attorney for such a statement is risky and may lead to a query. If a partner is abroad or unavailable, discuss the timing with us before filing rather than using a workaround.

What happens if a partner changes after the PSARA application is filed?

A change in partners during processing should be reflected in the firm's records and communicated to the Controlling Authority in the manner required, along with the new partner's documents and declaration. It may extend processing because the new person also needs verification, so avoid partner changes during the application where possible.

Is the partner declaration the same as Form 3 or Form 7 affidavit?

The Form 3 and Form 7 affidavits are listed specifically for proprietorship firms. For partnership firms and LLPs, the declarations and affidavits are prepared in the format followed under the MP PSARA guideline for partners. Formats can change, so use the version current at the time of filing.

PSARA Legal Team, Prospect Legal Pvt Ltd

Our team at Prospect Legal Pvt Ltd, Bhopal works on MP PSARA license registrations, renewals and corporate compliance for private security agencies across Madhya Pradesh. Every article is prepared and reviewed by our legal and compliance professionals.

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