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How to Prepare a Self-Declaration for MP PSARA License Application

PSARA Legal Team, Prospect Legal Pvt Ltd · Published · Updated · 5 min read
How to Prepare a Self-Declaration for MP PSARA License Application

Quick answer: To prepare a self-declaration for an MP PSARA license application, use the format required for your case, state only true facts that match your PAN, Aadhaar and entity records, refer to the exact agency name and MP office address, sign and date it personally, and upload a clear scan. Where an affidavit is required, a self-declaration is not a substitute.

A self-declaration for MP PSARA license application is a written statement in which the applicant, partner or director confirms certain facts in their own name. It is shorter and simpler than an affidavit, but it is still a formal document in a regulatory file. A careless declaration that contradicts another document can cost you a query round. This guide explains how to prepare one properly.

Declaration or affidavit: know which one you need

Before drafting, confirm what the requirement actually is. The MP document lists specifically mention affidavits in several places, such as Form 3 and Form 7 affidavits for proprietorships and the affidavit of all directors for companies. Where the list says affidavit, you need a sworn and attested document. Self-declarations are used where a format calls for a declaration or undertaking by the applicant. Our guide to the affidavit required for MP PSARA registration explains the affidavits in detail.

PointSelf-declarationAffidavit
Signed byDeclarantDeponent
Sworn before notaryUsually notYes
Stamp paperUsually not neededAs applicable
Legal weightFormal statement; false statements still have consequencesSworn statement on oath

A simple structure for a self-declaration

Use the format your case requires. Where you are drafting within an accepted structure, a clean declaration generally has these parts:

  1. Heading: "Self-Declaration" with a reference to the MP PSARA license application.
  2. Declarant details: full name, father's or spouse's name, age, residential address, and role in the agency.
  3. Entity details: exact legal name of the agency and its office address in Madhya Pradesh.
  4. Statements: short numbered paragraphs, each covering one fact.
  5. Verification line: confirming the contents are true to the best of the declarant's knowledge.
  6. Place, date and signature.

What kinds of facts are commonly declared

Depending on the format, declarations in security agency applications commonly cover points like:

  • That the information and documents submitted are true and correct.
  • That the declarant is not ineligible under Section 6 of the Private Security Agencies (Regulation) Act, 2005.
  • That a particular document is not applicable, for example a government job retirement document where the person never served in government.
  • That the agency will comply with the Act and rules, including conditions for engaging guards under Section 10.

Do not add statements that the format does not require. Extra claims, such as promises about guard numbers or clients, can create questions without adding value. The Act is available on India Code, and the Central Model Rules, 2020 can be found through the Ministry of Home Affairs.

Six rules for an error-free declaration

RuleExample of getting it right
Use exact names"ABC Security Services Private Limited", not "ABC Security Pvt"
Use the exact office addressSame words, numbers and pin code as Gumasta and GST
One fact per paragraphShort numbered points that are easy to verify
Only true statementsIf unsure about a fact, verify before signing
Personal signatureEach declarant signs their own declaration
Current dateSigned close to filing, after facts are final

The name "ABC" above is a placeholder used only to illustrate the rule.

Declarations for multiple people

In a partnership firm, LLP or company, the format may require declarations by every partner or director. Prepare one declaration per person rather than a single document with several signatures, unless the format specifically provides for a joint declaration. Each person should read their declaration before signing. A partner who signs without reading may later give different answers during police verification, which creates avoidable problems.

Signing and scanning

  • Sign in the same style as on PAN or bank records.
  • Sign every page if the declaration runs to more than one page.
  • Scan in colour, full page, without cropping the signature or date.
  • Keep the original in the office file for reference and later renewal.

A self-declaration is still a formal statement to a licensing authority. Incorrect declarations can lead to refusal or later action. If any fact in a person's background is uncertain, resolve it before signing.

Review before signing: a two-minute test

Before anyone signs, place the declaration next to their PAN, Aadhaar and the entity's GST certificate. Read the name, address and agency name aloud and compare each word. Then read every numbered statement and ask, "Can I prove this if asked?" If the answer is no for any statement, fix it before signing.

Common mistakes we see

  1. Copying a declaration from another state's PSARA application with references that do not apply in MP.
  2. Using a self-declaration where the list requires an affidavit.
  3. Abbreviating the agency name or address.
  4. Declaring "not applicable" for a document that actually applies, such as a retirement document for an ex-serviceman.
  5. Signing before the office address or partners are finalised.

Where this fits in your file

Self-declarations are one small piece of the complete document set. For the full picture, review the MP PSARA document checklist for new applicants and the documents required for MP PSARA registration page. If you prefer not to draft these yourself, our MP PSARA license registration service includes preparation of all formats, declarations and affidavits, filing of the application, query replies and follow-up until the license is issued.

Frequently Asked Questions

Does a self-declaration for PSARA need to be notarised?

A self-declaration is usually a signed statement and does not need notarisation unless the format specifically requires it. However, where the MP PSARA list asks for an affidavit, a sworn and notarised affidavit is required and a plain self-declaration will not be accepted in its place.

Can one declaration be signed by all partners together?

Only if the format specifically provides for a joint declaration. Otherwise, it is cleaner to prepare one declaration per partner or director, each signed personally. Separate declarations make it easier to correct one person's details without re-executing documents for everyone.

What happens if a self-declaration contains a wrong fact?

A wrong fact can lead to a query, delay or, in serious cases, refusal or later action against the license. If you discover an error before submission, prepare a fresh declaration. After submission, correct it through the query-reply process with a clear explanation.

Can I write a self-declaration in Hindi for MP PSARA?

Use the language accepted in the format for your application. If Hindi is acceptable, ensure names, the agency name and the office address are written exactly as they appear in your English documents, or as recorded in official registrations, to avoid mismatch queries.

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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