DIR-12 - wrong filing issue

[Shruti Badde]

For a listed company director was appointed and changed his designation to WTD. In DIR-12 while filing appointment of WTD, instead of change in designation , appointment option was selected so now the directors name appears twice on portal as director and WTD. Any suggestion what can be done in this case?

[Vinod Kumar Agarwal]

In my opinion, the fresh appointment has to be cancelled by filing resignation with a clarification and then the correct change in designation

Vinod Agarwal

98101 94149

On Thu, 2 Jul 2026 at 13:15, Shruti Badde <shrutib...@gmail.com> wrote:

For a listed company director was appointed and changed his designation to WTD. In DIR-12 while filing appointment of WTD, instead of change in designation , appointment option was selected so now the directors name appears twice on portal as director and WTD. Any suggestion what can be done in this case?

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[Vinod Kumar Agarwal]

Alternatively, you may ask ROC to mark the form for resubmission stating the facts and error

[Tanmay Hankonkar]

Sir is clarification required this same thing happen with us 2 years back we are thing just to file dir12 for resignation as while filing dir12 for resignation designation of director is asked whether additional, alternate etc so we want to remove additional from mca master.

My query it won't remove both the designation from mca

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[Arun Kumar Maitra]

 1. Root Cause

MCA 21 V3 portal treats “Appointment” as a fresh entry. It doesn’t auto-replace the old designation. So DIN appears twice. The earlier “Director” entry doesn’t get over-written.

 2. Solution: File another DIR-12 for “Cessation” + “Change in Designation”

You need 2 steps, but only 1 filing now:

Step A: File e-Form DIR-12 with “Cessation” for the duplicate entry

1. Purpose: Cessation

2. Designation: Director

3. Date of cessation: Same date as WTD appointment date

4. Reason: “Duplicate entry due to clerical error in previous filing. Person continues as WTD”

Step B: In the SAME DIR-12, add second entry for “Change in Designation”

1. Purpose: Change in Designation 

2. From: Director → To: Whole-time Director

3. Date of change: Actual date of change to WTD

4. Attach: Board Resolution for change in designation to WTD + MR-1 if remuneration changed

Key: Both entries go in ONE DIR-12. MCA will process cessation first, then change. Final master data will show only WTD.

 3. Documents to attach

(1). Board Resolution for change in designation to WTD dated [actual date]

(2). MR-1 if remuneration terms were approved — file within 60 days of change

(3). Letter to ROC explaining clerical error + requesting master data correction

(4). Consent & Disclosure if not filed earlier: DIR-2, MBP-1, DIR-8

 (5). Letter to ROC for correction of Master Data  vide attachment 

CA CS Arun Kumar Maitra

Practicing Company Secretary   

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[Tanmay Hankonkar]

Two years ago, while filing Form DIR-12 to regularize an Additional Director to a Director, the option for "Appointment" was mistakenly selected instead of "Change in Designation". Consequently, the MCA company master data now incorrectly shows the same individual twice: once as an Additional Director and once as a Director.

Queries:

Filing Cessation: If I now file a new Form DIR-12 for cessation and select the designation as "Additional Director", will it only remove the "Additional Director" entry from the master data without affecting their active status as a "Director"?

Attachments: What specific attachments (e.g., Board Resolution, clarification letter, or original regularization documents) should be uploaded with this DIR-12 to explain the technical correction to the ROC?

And any other points to be considered.

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