What the template contains
- A cover block for the agency name, proposed area of operation, and the list of states you are applying in
- An entity and constitution section (incorporation or partnership or proprietorship proof, PAN, memorandum and articles or partnership deed)
- A principal officer and directors section with identity, address and photograph fields for each person
- A character and antecedent verification section covering directors, the principal officer and the verification route used
- A guard training arrangement section for the memorandum of understanding with a recognised training institute
- A statutory registrations section listing EPF, ESI, GST, Professional Tax and Shops and Establishment registration
- An office and operations section for premises proof, uniform and logo details, and bank or financial-soundness proof
- An affidavits and undertakings section for the declarations required in your state format
- A prescribed application form and fee section, with a column to record your state's notified reference
- A per-state tracker, because a separate PSARA licence is needed for each state
- Status columns for every row: collected, pending or not applicable, owner, target date, and the file link or attachment
- A validity and renewal reminder row keyed to the licence expiry date
How to use it
- Duplicate the checklist once for each state you plan to operate in, since PSARA licences are state-specific
- For each state, open your State Controlling Authority's notified rules and record the exact prescribed form, fee and document list in the state-reference column, because these vary by state
- Work top to bottom through each section, marking every row collected, pending or not applicable, and assign an owner and a target date
- Attach or link the source file next to each row so the whole application file lives in one place
- Start the training memorandum of understanding and the character and antecedent verification first, as these usually take the longest to complete
- Run a final completeness pass before submission, then keep a signed copy in your compliance folder as evidence of due diligence
- Set the renewal reminder from the licence validity date so you begin the next cycle well before expiry
Key fields and clauses
| Field or clause | What to put |
|---|---|
| Applicant entity proof | Incorporation or partnership or proprietorship documents plus PAN that establish who is applying. |
| Principal officer and directors | Identity, address, photographs and role of each responsible person named in the application. |
| Character and antecedent verification | Police or prescribed verification of directors and the principal officer, a core PSARA requirement. |
| Guard training arrangement | Memorandum of understanding with a recognised training institute so guards meet the Act's training requirement. |
| State Controlling Authority and area of operation | The authority you file with and the districts or state covered, since licences are issued state by state. |
| Statutory registrations | EPF, ESI, GST, Professional Tax and Shops and Establishment registrations the agency is expected to hold. |
| Prescribed application form and fee | The form and fee as notified by your state; record the reference here rather than assuming a common amount. |
| Affidavit and undertaking | Declarations in your state's format confirming eligibility and compliance. |
| Per-state licence tracker | One row per state so multi-state operators track each separate PSARA application and its status. |
| Validity and renewal date | Licence expiry captured so renewal starts on time; validity varies by state. |
Why this document matters
This document is relevant because of the Private Security Agencies (Regulation) Act, 2005 (PSARA): a private security agency must hold a licence from the State Controlling Authority, a separate licence is required for each state, and guards must meet the Act's training and verification requirements. Fees and validity vary by state, so confirm the exact form, fee and document list against your state's notified rules before filing; this checklist deliberately does not state fee amounts. PSARA covers the security-agency side only. If your firm also supplies security guards as contract labour, that is separately governed by the contract-labour provisions of the Occupational Safety, Health and Working Conditions Code, 2020 (OSH Code Chapter XI), which requires a contractor licence, and note that GST on security services is 18 percent, payable by the recipient under the Reverse Charge Mechanism where the supplier is a non-body-corporate and the recipient is registered. Treat those as parallel obligations, not part of the PSARA file itself.
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Get the templateCommon questions
Is a PSARA licence enough to run my manpower firm?
No. PSARA licenses the private security agency itself. If you also supply guards as contract labour you may separately need a contractor licence under the OSH Code, 2020, along with GST, EPF, ESI and your state's Professional Tax and Shops and Establishment registrations. This checklist flags those as parallel items.
Do I need a separate PSARA licence for each state?
Yes. PSARA licences are issued by each State Controlling Authority and a separate licence is required for every state you operate in. That is why the checklist includes a per-state tracker so you can run each application independently.
Why does this checklist not list the exact fee or form number?
Because the prescribed form, fee and document list are set by each state's notified rules and vary from state to state. The template gives you a column to record your state's reference, so you fill in the exact figure and form after checking your State Controlling Authority.