Frequency of Preparation of Financial Statement

Financial Statements are essential documents that present a true and fair view of a company’s financial position and performance. The frequency of preparing these statements depends on various factors such as the nature of the business, statutory requirements, and management’s informational needs. In India, the preparation of financial statements is governed primarily by the Companies Act, 2013, Accounting Standards (Ind AS), and the Securities and Exchange Board of India (SEBI) for listed entities.

1. Annual Financial Statements

The most common and mandatory frequency for preparing financial statements is annually. Every company registered under the Companies Act, 2013 must prepare a complete set of financial statements at the end of each financial year, which in India runs from 1st April to 31st March. The annual financial statements include the Balance Sheet, Statement of Profit and Loss, Cash Flow Statement, Statement of Changes in Equity, and Notes to Accounts.

The purpose of preparing annual financial statements is to summarize the financial activities of the entire year and report the financial results to shareholders, investors, government authorities, and other stakeholders. These statements are audited by external auditors to ensure accuracy and compliance with legal and accounting standards. After the audit, they are approved by the Board of Directors and presented to the shareholders at the Annual General Meeting (AGM). Listed companies are also required to publish their annual results for public information, usually within 60 days of the end of the financial year.

Annual financial statements are critical for taxation, dividend distribution, corporate governance, and investor confidence. They serve as the basis for assessing the company’s performance over time and planning future strategies.

2. Interim Financial Statements

In addition to annual statements, companies may prepare interim financial statements at shorter intervals, such as quarterly or half-yearly. These statements provide up-to-date information about the company’s financial performance and position between two annual reporting periods.

In India, listed companies are required by SEBI (Listing Obligations and Disclosure Requirements) Regulations, 2015 (LODR) to prepare and publish quarterly financial results. These quarterly reports include condensed versions of the profit and loss account, balance sheet, and cash flow statement, along with key explanatory notes. The objective is to provide timely financial information to investors and regulators, ensuring transparency and continuous disclosure.

Interim statements help management monitor performance more frequently and make corrective decisions when necessary. They also help investors assess short-term performance trends and make informed investment decisions. For unlisted companies, interim statements are optional, but many businesses prepare them for internal management purposes, bank reporting, or investor relations.

3. Monthly or Periodic Management Reports

Apart from statutory reporting, many companies, especially large corporations and organizations with complex operations, prepare monthly, bi-monthly, or quarterly management financial reports. These reports are not meant for external publication but are used internally for management review and decision-making.

Monthly financial statements help management in budgetary control, cost management, and performance evaluation. They include financial data such as revenue, expenses, profit margins, and cash flow for the period. Comparing monthly results with budgets and forecasts allows management to identify variances, analyze causes, and take corrective action promptly.

Although not mandatory, monthly or periodic statements are considered a good business practice as they enable efficient financial planning, control, and timely detection of any financial irregularities.

4. Special Purpose Financial Statements

Sometimes, companies are required to prepare financial statements on special occasions apart from regular intervals. These are called special purpose financial statements, and their frequency depends on specific events or requirements. Examples include:

• At the time of merger or amalgamation: When two or more companies combine, financial statements are prepared to determine the financial position and valuation of the entities involved.

• During liquidation or winding up: When a company closes down, financial statements are prepared to determine assets available for settling liabilities.

• For fundraising or loan applications: Banks or investors may request updated financial statements to assess the company’s financial health.

• For regulatory or tax assessments: Certain government authorities may require interim or special statements for compliance purposes.

The frequency of these statements is not fixed but depends on the occurrence of such specific events.

5. Consolidated Financial Statements

In the case of group companies or subsidiaries, the parent company must also prepare consolidated financial statements (CFS), combining the financials of all subsidiaries with those of the parent. Under Section 129(3) of the Companies Act, 2013, these consolidated statements must be prepared annually, alongside the company’s standalone financial statements. Listed companies are also required to disclose consolidated quarterly results as per SEBI regulations.

Consolidated financial statements provide a holistic view of the overall financial position and performance of the corporate group as a single economic entity.

Summary of Frequency: