**1.2.4 Dealer Constitutional Change Enablement**

- Enabled dealers to **initiate constitutional change requests** post onboarding.
- Supported all approved constitution change scenarios:
    o Proprietorship, Partnership, LLP, and Private Limited permutations
- Implemented **dynamic document requirement determination** based on target
    constitution.
- Explicitly confirmed **no OCR-based document validation** ; all validations are manual and
    role-driven.
- Ensured statutory compliance via Legal review before master data updates.

**1.2.5 Post-Exit Access Control**

- Enforced system rule to **revoke dealer portal access** once resignation or termination is
    completed.



- **Change in Constitution Request**

```
The dealer can initiate a Change in Constitution request to seek approval from RE
management for ownership or structural changes within the dealership. Upon approval,
the dealer may proceed with the legally compliant transition.
```
```
Supported Change in Constitution scenarios include:
```
```
o Proprietorship (Single Owner) → Partnership
o Proprietorship → LLP (Limited Liability Partnership)
o Proprietorship → Private Limited
o Partnership → LLP
o Partnership → Private Limited
o Private Limited → LLP
o Private Limited → Partnership
```
All dealer-initiated requests are subject to **defined validations, mandatory document
submissions, role-based reviews, and approvals**. The dealer’s access is **restricted to initiation,
document upload, and status visibility** , with **final decision-making authority retained by
authorized internal stakeholders of RE**


## 3 Definitions and Acronyms

```
Acronym Full Form / Description
RE Royal Enfield
DD Dealer Development
DD-AM Dealer Development – Area Manager
DD-ZM Dealer Development – Zonal Manager
DD-Lead Dealer Development – Lead
DD-Head Dealer Development – Head
RBM Regional Business Manager
ZBH Zonal Business Head
NBH National Business Head
ASM Area Sales Manager
FDD Financial Due Diligence (External Partner/Agency)
LOI Letter of Intent
EOR Essential Operating Requirements
LOA Letter of Appointment
F&F Full and Final (Dealer Settlement)
KT Matrix Evaluation Matrix used for scoring applicants
```

### 12.2 Dealer Constitutional Change Management


**12.2.1 Functionality Scope**

This functionality enables a **dealer to initiate, track, and manage requests for change in business
constitution** through the portal after successful onboarding. The system provides a **structured
self-service mechanism** to propose constitution changes, capture legally required information,
and submit **constitution-specific mandatory documents** , while routing the request through
a **defined internal review and approval workflow**.

**12.2.2 Functional Width**

- Displays a **dealer-facing constitutional change dashboard** with summary indicators:
    o Total Requests
    o Pending Requests


```
o Completed Requests
```
- Lists all **constitution change requests** with:
    o Request ID
    o Current constitution
    o Proposed constitution
    o Submission date
    o Current status
    o Progress percentage
- Enables **initiation of a new constitutional change request**
- Supports the following **constitution change cases** :
    o Proprietorship (Single Owner) → Partnership
    o Proprietorship → LLP (Limited Liability Partnership)
    o Proprietorship → Private Limited
    o Partnership → LLP
    o Partnership → Private Limited
    o Private Limited → LLP
    o Private Limited → Partnership
- Dynamically determines **mandatory document requirements** based on the **target**
    **constitution**
- Allows **document upload only as per applicable case**
- Provides **role-based visibility** into request details, documents, and progress
- Prevents duplicate or parallel requests as per policy

**12.2.3 Functional Depth**

- Constitutional change requests can be initiated **only for active and eligible dealers**.
- On selecting **“New Constitutional Change”** , the dealer is presented with a structured
    submission form capturing:
       o Dealer Code and Dealer Name (auto-populated, non-editable)
       o Current constitution (auto-populated)
       o Proposed constitution (selectable from allowed options)
       o Reason for change
       o Details of new partners / members (where applicable)
       o Proposed shareholding pattern
- Based on the **proposed constitution** , the system determines the **mandatory document**
    **checklist** as follows:

**12.2.4 Document Applicability Rules**

**A. Any change resulting in Partnership requires:**


- GST Registration Certificate
- Firm PAN Copy
- Self-attested KYC documents
- Partnership Agreement (Notarised)
- Business Purchase Agreement (BPA)
- Firm Registration Certificate (Partnership)
- Cancelled Cheque
- Declaration / Authorization Letter

**B. Any change resulting in LLP requires:**

- GST Registration Certificate
- Firm PAN Copy
- Self-attested KYC documents
- Certificate of Incorporation (COI)
- Business Purchase Agreement (BPA)
- LLP Agreement (Notarised)
- Cancelled Cheque
- Declaration / Authorization Letter

**C. Any change resulting in Private Limited requires:**

- GST Registration Certificate
- Firm PAN Copy
- Self-attested KYC documents
- MOA (Memorandum of Association)
- AOA (Articles of Association)
- Certificate of Incorporation (COI)
- Business Purchase Agreement (BPA)
- Cancelled Cheque
- Declaration / Authorization Letter

**D. Any change resulting in Proprietorship requires:**

- GST Registration Certificate
- Firm PAN Copy
- Self-attested KYC documents
- Cancelled Cheque
- Declaration / Authorization Letter
- The system enforces **document completeness validation** before allowing submission or
    progression.


- **No OCR or automated document content extraction** is performed; all validations
    are **manual and role-driven**.
- Upon submission:
    o The request is routed through a **multi-level internal review workflow** (DD ASM →
       DD ZM / RBM → ZBH → DD Lead → DD Head → NBH → Legal, as applicable).
- Authorized internal roles may **Approve, Send Back, or Revoke** the request.
- **Send Back and Revoke actions are communicated through Work Notes** , with mandatory
    remarks.
- The **Legal team validates statutory compliance** and facilitates updates to dealer master
    records post-approval.
- Upon final approval:
    o Dealer constitution details are updated in the system of record.
    o All actions, documents, and decisions are **logged for audit and compliance**.

**12.2.5 11.2.4 Personas-wise Accessibility & Visibility**

```
Persona Responsibilities Access Rights
Dealer Initiates and tracks constitutional
change requests.
```
- Initiate new constitutional change
request
- Provide change details and reasons
- Upload mandatory documents as
per applicable case
- View request status, progress, and
Work Notes
DD ASM Coordinates document collection and
supports validation.
- View requests
- Upload supporting documents
- Assist in coordination
DD ZM Performs zonal-level review and
validation.
- View requests
- Review and provide inputs
RBM Conducts regional business evaluation. • View requests
- Review and recommend
ZBH Ensures zonal governance compliance. • Review requests
- Send Back or Revoke with
mandatory Work Notes
- Approve as per hierarchy
DD Lead Ensures adherence to dealer
development policies.
- Review requests
- Send Back or Revoke with
mandatory Work Notes
- Approval visibility


```
DD Head Oversees dealer development
governance.
```
- Review requests
- Send Back or Revoke with
mandatory Work Notes
- Approve as per hierarchy
NBH Provides senior management approval. • Review requests
- Send Back or Revoke with
mandatory Work Notes
- Final approval authority
Legal
Team

```
Validates statutory compliance and legal
documentation.
```
- Review documents
- Validate compliance
- Facilitate post-approval updates
System Enforces rules and audit compliance. • Determine applicable documents
dynamically
- Validate completeness (no OCR)
- Track progress and status
- Maintain audit trail


---