The GeM BOD Undertaking Process 2025 introduces a new way for sellers to provide verified ownership details during the Vendor Assessment (VA/VAE) process.
Now, companies can submit a notarized declaration or undertaking confirming details of their Board of Directors or Beneficial Owners — simplifying one of the most complex parts of the GeM verification process.
What’s New in the BOD Undertaking Rule
Earlier, sellers were required to upload a list of shareholders or auditor-signed ownership details for Vendor Assessment. Many MSMEs and startups struggled to get these documents certified by statutory auditors in time.
With the new rule:
- Sellers can now submit an undertaking signed by a company director having an active DIN (Director Identification Number) on the MCA portal.
- The undertaking must be on notarized non-judicial stamp paper (minimum ₹100 value).
- It should clearly declare the names and nationalities of the Board of Directors and/or Beneficial Owners of the entity.
Accepted Forms of Declaration
| Type of Entity | Accepted Declaration | Requirement |
|---|
| Private / Public Company | Undertaking by Director with active DIN | Must be notarized & stamped |
| LLP / Partnership | Undertaking signed by authorized partner | Notarized declaration mandatory |
| Proprietorship | Self-declaration by owner | With identity and nationality proof |
Where This Applies
This change applies to the following processes on GeM:
- Vendor Assessment (VA) – Mandatory verification for OEMs and large sellers.
- Vendor Assessment Exemption (VAE) – When exemption is requested by qualified MSMEs or government bodies.
During either process, the system will prompt you to upload the BOD Undertaking document in place of the auditor’s list or shareholder certificate.
Why This Update Matters
The GeM BOD Undertaking Process 2025 simplifies compliance and makes the VA/VAE process faster.
- Less dependency on auditors: Sellers can self-declare ownership.
- Transparency: Ensures that only verified directors with active DINs can sign.
- Legal Validity: Notarized declaration gives authenticity and prevents misuse.
Example Format for Declaration
Undertaking for Board of Directors / Beneficial Owners
I, [Name of Director], Director of [Company Name] having active DIN [DIN Number] hereby declare that the following are the current members of the Board of Directors / Beneficial Owners of the company.
This declaration is made on [Date] on non-judicial stamp paper of ₹100, duly notarized.
(Signature & Company Seal)
For Complete fomat contact us : Myavinya1@gmail.com
What Sellers Should Do
- Prepare the declaration as per above format.
- Get it notarized and signed by an active Director.
- Keep soft copies ready for upload during Vendor Assessment.
- Ensure the director’s DIN is active on the MCA Portal.
Key Takeaway
The GeM BOD Undertaking Process 2025 gives sellers a flexible, legally valid way to complete Vendor Assessment without delays. This simple rule now allows director-signed, notarized declarations instead of auditor-certified documents — a relief for thousands of MSMEs on GeM.
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Disclaimer
This blog post is for informational purposes only. All updates and rules are based on official notifications released by the Government e-Marketplace (GeM). Readers are advised to refer to the GeM portal and official circulars for the latest and most accurate details before taking any action.
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