Starting a Private Limited Company (Pvt Ltd) for operations in Kopay, Jaffna, is now a fully digital process via the eROC portal. Use this comprehensive checklist to secure your business foundation in this administratively and historically significant area. This guide emphasizes compliance with both national registration and mandatory local licenses from the relevant Pradeshiya Sabha (PS).
Phase 1: Pre-Incorporation (Name & Setup)
| Action | Details & Compliance | Fee (Incl. 18% VAT) |
| 1. Check Name Availability | Verify uniqueness on the DRC website. (The name must be distinct and compliant with ROC rules). | N/A |
| 2. Create eROC Account | Register as a new user. All official company documents are issued digitally. | Free |
| 3. Reserve Company Name | Submit the reservation request via eROC dashboard. The name is reserved for 3 months. | LKR 2,360.00 |
Phase 2: eROC Incorporation (Forms & Fees)
All Pvt Ltd registration documents are filed centrally with the Department of Registrar of Companies (DRC) in Colombo, regardless of the operating location in Kopay.
| Action | Mandatory Stakeholder Details | Compliance Requirement |
| 4. Input Company Data | Registered Office Address (Specify precise location: e.g., Kopay North/South, or a specific major road), Main Business Objective. | The address determines your relevant local authority (likely Valikamam East PS). |
| 5. Enter Stakeholder Details | Director(s) (Min. 1), Shareholder(s) (Min. 1), and a Resident Registered Company Secretary. | 360 Accountants provides the mandatory Company Secretary service to ensure accuracy. |
| 6. Disclose Beneficial Ownership | Report any natural person holding $10\%$ or more ownership/control. | Mandatory 2025 Requirement: Maintain an accurate and up-to-date Beneficial Ownership register. |
📝 Statutory Document Filing & Fees
The eROC system generates these forms. They must be downloaded, manually signed, scanned, and uploaded.
| Document (Form) | Description | Total Fee (Incl. 18% VAT) |
| Articles of Association (AoA) | The company’s internal constitution and rulebook. | LKR 2,360.00 |
| Form 1 | Application for Incorporation | LKR 4,720.00 |
| Form 18 | Consent and Certificate of Director | LKR 2,360.00 (per director) |
| Form 19 | Consent and Certificate of Secretary | LKR 2,360.00 |
Phase 3: Mandatory Local Compliance (Pradeshiya Sabha)
Businesses operating in Kopay must obtain specific permits from the relevant local authority, most likely the Valikamam East Pradeshiya Sabha (PS), depending on the exact location.
| Compliance Task | Authority | Deadline/Requirement |
| 1. Obtain TIN | IRD | Register for a Taxpayer Identification Number (TIN) at the IRD regional office in Jaffna or online. |
| 2. Trade License / Annual Permit | Valikamam East PS (or relevant PS) | MANDATORY for all commercial, agricultural, and service businesses operating outside the Jaffna Municipal Council limits. Renewal is strictly required before January 1st annually. |
| 3. Health & Environment Permits | PS / Regional MOH Office | Required for food services, manufacturing, or businesses generating commercial waste. Inspection by the Public Health Inspector (PHI) is mandatory. |
| 4. Land Use / Building Permit | Pradeshiya Sabha | Essential for construction or modification; often subject to agricultural zoning rules if the business involves farming or related activities. |
| 5. Financial Records | Companies Act | Maintain accurate bookkeeping records from the start for annual audit and filing. |
🔑 KEY LOCAL INSIGHT: Given Kopay’s proximity to the city but its administrative location outside the JMC, businesses deal with the Pradeshiya Sabha (PS), which may have less stringent zoning rules than the JMC but strict rules concerning land conversion, especially for agricultural plots.
🏆 Launch Faster in Kopay with 360 Accountants
Don’t let errors in eROC filing or delays in local permit acquisition slow your launch in the Kopay commercial area. 360 Accountants ensures total compliance:
- National Registration: We manage the error-free submission of all eROC forms to secure your Certificate of Incorporation.
- Local Permit Assistance: We provide guidance and support for obtaining the essential Pradeshiya Sabha Trade License and necessary operating permits.
