These are the official documents you'll need to submit to verify your company's legal status and ownership. For guidance on equivalent documents based on your country and entity type, please refer to Appendix 1 at the end of this guide. Appendix 2 provides sample reference documents, and Appendix 3 lists the supported registrars.
1. Legal Establishment and Governance
| Document Category | Purpose & Description |
| Certificate of Incorporation | The official document issued by the government registrar that legally recognizes your company's existence. |
| Articles of Association / Bylaws / Memorandum of Association | The company's internal rulebook created by the founders or initial shareholders. |
2. Proof of Registered Business Address
A valid document that shows your company's name and its registered address, dated within the last three months.
Acceptable documents: Utility bill, bank statement, or an official company document.
3. Proof of Directors and Shareholders
A valid proof of your company's current structure. This document must be issued/extracted or certified within the last three months.
Please choose to submit one of the following documents for the fields: Shareholders' Register, Directors' Register, and Certificate of Incumbency. You can submit them all if you have them.
| Option | Description |
| Certificate of Incumbency | An official document listing current directors, shareholders, and the registered address. |
| Company Register Extract | An official extract from the relevant government corporate register. For the list of supported registers, refer to Appendix 3. |
| Certified Registers | A Shareholder's Register and/or a Director's Register that has been completed and certified by an accountant, lawyer, or notary. |
Notes: If the Certificate of Incumbency is created internally and signed by a Director, it must be certified by a qualified professional (accountant, lawyer, or notary). The certification must clearly state the professional capacity, include their contact details, and be dated within the past three months. Certification by an in-house lawyer is acceptable if their professional capacity is clearly noted.
4. Ownership Chart
A clear ownership chart that:
- Clearly identifies the company name.
- Is signed by a company Director and dated within the last three months.
- Clearly identifies all natural persons who are beneficial owners or controllers with a 25% beneficial interest or more.
Required Documents for Individuals (KYC)
Personal verification data (Know Your Customer - KYC) is required for the following individuals:
- The Authorized Representative who submits the KYB profile.
- Up to 2 Individual Directors.
- All Beneficial Owners who are natural persons holding 25% or more of the company's shares.
Required Documents per Individual:
- Identity Document: Must not be expired; a scan/photocopy is acceptable.
- Proof of Address: Must show residential address, and name, and be issued within 3 months.
Specific Requirements for Trusts & Investment Funds
Trusts:
If your business is a Trust or owned by a Trust, you can submit the Trust Deed as a supplement to the Shareholders'/Directors' Register fields.
- Trust Deed: A legal document establishing the trust, outlining trustees, beneficiaries, and asset management rules. It must be signed by the trustee and settlor, and may require stamping.
Investment Funds:
Investment Funds, if public, private, or otherwise regulated, can submit the following additional documents as a supplement to the Certificate of Incorporation field:
- Fund Registration Document: Proof of the fund's legal establishment.
- AML Reliance Letter: If the fund is regulated and has an Administrator, an AML reliance letter from the Administrator issued within the last 3 months is required.
The fund is not required to provide a share register showing investors if the above is provided. However, it is still required to provide the management shares register (if available). The same applies to funds structured as partnerships with Limited and General Partners.
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Appendix 1: Equivalent Documents by Country and Entity Type
| Country | Common Legal Entity Types | Key Corporate Documents |
|---|---|---|
| Argentina | Sociedad Anónima (S.A.) - Corporation |
- Estatuto Social: The company's bylaws, which must be registered with the Public Registry of Commerce. - Public Deed of Incorporation (N): The notarized document that creates the company. - Proof of Registration from Public Registry of Commerce (R) |
| Argentina | Sociedad de Responsabilidad Limitada (S.R.L.) - Limited Liability Company |
- Contrato Social: The company's articles of association, registered with the Public Registry of Commerce. - Proof of Registration from Public Registry of Commerce (R) |
| Australia | Proprietary Limited Company (Pty Ltd) |
- Constitution (or reliance on Replaceable Rules in the Corporations Act): The internal governance rules. - Certificate of Registration (R): Issued by the Australian Securities and Investments Commission (ASIC). |
| Australia | Public Company |
- Constitution - Certificate of Registration (R) |
| Austria | Gesellschaft mit beschränkter Haftung (GmbH) - Limited Liability Company |
- Gesellschaftsvertrag (N): The articles of association, which require notarization. - Firmenbuchauszug (R): Extract from the Companies Register. |
| Austria | Aktiengesellschaft (AG) - Stock Corporation |
- Satzung (N): The articles of association. - Firmenbuchauszug (R) |
| Belgium | Besloten Vennootschap (BV) / Société à Responsabilité Limitée (SRL) - Private Limited Company |
- Akte van Oprichting / Acte de Constitution (N): The deed of incorporation, prepared by a notary. - Uittreksel uit het Belgisch Staatsblad / Extrait du Moniteur Belge (R): Publication in the Belgian Official Gazette. |
| Belgium | Naamloze Vennootschap (NV) / Société Anonyme (SA) - Public Limited Company |
- Akte van Oprichting / Acte de Constitution (N) - Uittreksel uit het Belgisch Staatsblad / Extrait du Moniteur Belge (R) |
| Brazil | Sociedade Limitada (Ltda.) - Limited Liability Company |
- Contrato Social: The articles of association, registered with the Board of Trade (Junta Comercial). - Proof of Registration from Board of Trade (R) |
| Brazil | Sociedade Anônima (S.A.) - Corporation |
- Estatuto Social: The bylaws of the corporation, registered with the Board of Trade. - Proof of Registration from Board of Trade (R) |
| Canada | Corporation |
- Articles of Incorporation (R): The document that establishes the corporation as a legal entity. - Bylaws: Rules for the corporation's internal governance. - Shareholder Agreement: Governs the relationship between shareholders. |
| Canada | Partnership | - Partnership Agreement: Defines the terms of the partnership, including partner responsibilities and profit distribution. |
| Canada | Sole Proprietorship | - Business Name Registration (R): Required if operating under a name other than the owner's legal name. |
| Chile | Sociedad por Acciones (SpA) - Corporation by Shares |
- Escritura Pública de Constitución (N): The public deed of incorporation. - Inscripción en el Registro de Comercio (R): Registration with the Commerce Registry. - Publicación en el Diario Oficial: Publication in the Official Gazette. |
| Chile | Sociedad de Responsabilidad Limitada (SRL) - Limited Liability Company |
- Escritura Pública de Constitución (N) - Inscripción en el Registro de Comercio (R) - Publicación en el Diario Oficial |
| China | Limited Liability Company (LLC) |
- Articles of Association: Outlining the company's operational rules. - Business License (R): Issued by the State Administration for Market Regulation (SAMR). |
| China | Joint Stock Limited Company |
- Articles of Association - Business License (R) |
| China | Wholly Foreign-Owned Enterprise (WFOE) |
- Articles of Association - Approval Certificate/Filing Receipt: From the Ministry of Commerce (MOFCOM) or its local counterpart. - Business License (R) |
| Colombia | Simplified Stock Corporation (Sociedad por Acciones Simplificada - S.A.S.) |
- Private Document of Incorporation: Registered with the Chamber of Commerce. - Certificate of Existence and Legal Representation (R): Issued by the Chamber of Commerce. - Tax ID (Registro Único Tributario - RUT): Issued by the national tax authority (DIAN). |
| Colombia | Corporation (Sociedad Anónima - S.A.) |
- Public Deed of Incorporation (N): Notarized and registered. - Bylaws (Estatutos). - Certificate of Existence and Legal Representation (R). - Tax ID (RUT). |
| Denmark | Anpartsselskab (ApS) - Private Limited Company |
- Stiftelsesdokument: Memorandum of Association. - Vedtægter: Articles of Association. - Registreringsattest (R): Certificate of Registration from the Danish Business Authority (Erhvervsstyrelsen). |
| Denmark | Aktieselskab (A/S) |
- Stiftelsesdokument - Vedtægter - Registreringsattest (R) |
| Finland | Osakeyhtiö (Oy) - Limited Company |
- Perustamissopimus: The memorandum of association. - Yhtiöjärjestys: The articles of association. - Kaupparekisteriote (R): Trade Register extract. |
| France | Société à Responsabilité Limitée (SARL) - Limited Liability Company |
- Statuts: The articles of association, which must be filed with the Commercial and Companies Register (RCS). - Extrait Kbis (R): The official certificate of incorporation and identity for the company. |
| France | Société par Actions Simplifiée (SAS) - Simplified Joint-Stock Company |
- Statuts: Offers more flexibility in governance compared to the SARL. - Extrait Kbis (R): Proof of legal existence and registration. |
| Germany | Gesellschaft mit beschränkter Haftung (GmbH) - Limited Liability Company |
- Articles of Association (Gesellschaftsvertrag) (N): Must be notarized and filed with the Commercial Register (Handelsregister). - List of Shareholders (Gesellschafterliste): Also filed with the Commercial Register. - Handelsregisterauszug (R): Extract from the Commercial Register. |
| Germany | Aktiengesellschaft (AG) - Stock Corporation |
- Articles of Association (Satzung) (N): Must be notarized. - Report on the Formation of the Company (Gründungsbericht): Prepared by the founders. - Handelsregisterauszug (R): Extract from the Commercial Register. |
| Hong Kong | Private Company Limited by Shares |
- Articles of Association: The constitutional document of the company. - Certificate of Incorporation (R): Issued by the Companies Registry. - Business Registration Certificate (R): Issued by the Inland Revenue Department. |
| India | Private Limited Company |
- Memorandum of Association (MoA): Defines the company's objectives and scope. - Articles of Association (AoA): Contains the internal regulations of the company. - Certificate of Incorporation (R): Issued by the Registrar of Companies. |
| India | Public Limited Company |
- Memorandum of Association (MoA) - Articles of Association (AoA) - Certificate of Incorporation (R) - Certificate of Commencement of Business |
| India | Limited Liability Partnership (LLP) |
- LLP Agreement: Governs the mutual rights and duties of the partners. - Certificate of Incorporation (R): Issued by the Registrar of LLPs. |
| Ireland | Private Company Limited by Shares (LTD) |
- Constitution: A single document that includes the memorandum and articles of association. - Certificate of Incorporation (R): Issued by the Companies Registration Office (CRO). |
| Ireland | Public Limited Company (PLC) |
- Constitution - Certificate of Incorporation (R) |
| Italy | Società a Responsabilità Limitata (S.r.l.) - Limited Liability Company |
- Atto Costitutivo (N): The deed of incorporation, executed before a public notary. - Statuto: The company's bylaws. - Visura Camerale (R): The certificate of registration from the Italian Business Register. |
| Italy | Società per Azioni (S.p.A.) - Joint-Stock Company |
- Atto Costitutivo e Statuto (N) - Visura Camerale (R) |
| Japan | Kabushiki Kaisha (KK) - Stock Company |
- Articles of Incorporation (Teikan) (N): Must be notarized. - Certificate of Registered Matters (Touki Jikou Shoumeisho) (R): Proof of registration with the Legal Affairs Bureau. |
| Japan | Godo Kaisha (GK) - Limited Liability Company |
- Articles of Incorporation (Teikan) - Certificate of Registered Matters (R) |
| Malaysia | Sendirian Berhad (Sdn. Bhd.) - Private Limited Company |
- Constitution (optional): The company can choose to adopt a constitution. - Notice of Registration (R): Issued by the Companies Commission of Malaysia (SSM). |
| Malaysia | Berhad (Bhd.) - Public Limited Company |
- Constitution - Notice of Registration (R) |
| Mexico | Sociedad Anónima (S.A.) - Corporation |
- Acta Constitutiva (N): The articles of incorporation, formalized before a Notary Public and registered in the Public Registry of Commerce. - Proof of Registration from Public Registry (R). |
| Mexico | Sociedad de Responsabilidad Limitada (S. de R.L.) - Limited Liability Company |
- Contrato Social (N): The company's formation agreement, similar to articles of incorporation for an S.A., also registered publicly. - Proof of Registration from Public Registry (R). |
| Netherlands | Besloten Vennootschap (B.V.) - Private Limited Company |
- Deed of Incorporation (Akte van oprichting) (N): Executed by a civil-law notary. - Uittreksel Handelsregister (R): An extract from the Dutch Commercial Register. |
| Netherlands | Naamloze Vennootschap (N.V.) - Public Limited Company |
- Deed of Incorporation (N) - Uittreksel Handelsregister (R) |
| New Zealand | Limited Company |
- Constitution (optional): Sets out the rights, powers, and duties of the company, its board, and its shareholders. - Certificate of Incorporation (R): Issued by the Companies Office. |
| Nigeria | Private Limited Company (Ltd) |
- Memorandum and Articles of Association (MEMART): The constitutional documents of the company. - Certificate of Incorporation (R): Issued by the Corporate Affairs Commission (CAC). |
| Nigeria | Public Limited Company (PLC) |
- Memorandum and Articles of Association (MEMART) - Certificate of Incorporation (R) |
| Norway | Aksjeselskap (AS) - Private Limited Company |
- Stiftelsesdokument: The foundation document, including the articles of association. - Firmaattest (R): The certificate of registration from the Brønnøysund Register Centre. |
| Norway | Allmennaksjeselskap (ASA) - Public Limited Company |
- Stiftelsesdokument - Firmaattest (R) |
| Panama | Sociedad Anónima (S.A.) - Corporation |
- Pacto Social (Articles of Incorporation), registered with the Public Registry of Panama. - Certificate of Good Standing (Certificado de Registro Público). - Company Extract (Registro Público de Panamá) |
| Panama | Sociedad de Responsabilidad Limitada (S.R.L.) - Limited Liability Company |
- Pacto Social (Articles of Organization), registered with the Public Registry of Panama. - Certificate of Good Standing. |
| Panama | Private Interest Foundation (Fundación de Interés Privado) |
- Foundation Charter (Acta Fundacional), registered with the Public Registry of Panama. - Certificate of Good Standing. |
| Poland | Spółka z ograniczoną odpowiedzialnością (Sp. z o.o.) - Limited Liability Company |
- Umowa spółki: The articles of association. - Odpis z Krajowego Rejestru Sądowego (R): Extract from the National Court Register (KRS). |
| Poland | Spółka akcyjna (S.A.) - Joint-Stock Company |
- Statut: The articles of association. - Odpis z KRS (R) |
| Portugal | Sociedade por Quotas (Lda.) - Private Limited Company |
- Pacto Social: The articles of association. - Certidão de Registo Comercial (R): The Commercial Registry Certificate. |
| Portugal | Sociedade Anónima (S.A.) - Public Limited Company |
- Pacto Social - Certidão de Registo Comercial (R) |
| Russia | Limited Liability Company (OOO) |
- Charter (Ustav): The single constitutional document of the company. - Certificate of State Registration (R): Confirms the company's entry into the state register of legal entities. |
| Russia | Joint-Stock Company (AO) |
- Charter (Ustav) - Certificate of State Registration (R) |
| Singapore | Private Limited Company (Pte Ltd) |
- Constitution: The document governing the company's operations (replaces the Memorandum and Articles of Association). - BizFile Profile (R): The electronic certificate of incorporation from the Accounting and Corporate Regulatory Authority (ACRA). |
| Singapore | Limited Liability Partnership (LLP) |
- Partnership Agreement: Outlines the rights and obligations of the partners. - BizFile Profile (R): Proof of registration with ACRA. |
| South Africa | Private Company ((Pty) Ltd) |
- Memorandum of Incorporation (MoI): The sole governing document of the company. - Notice of Incorporation: Filed with the Companies and Intellectual Property Commission (CIPC). - Registration Certificate (R): Issued by the CIPC. |
| South Africa | Public Company (Ltd) |
- Memorandum of Incorporation (MoI) - Notice of Incorporation - Registration Certificate (R) |
| South Korea | Jusik Hoesa - Stock Company |
- Articles of Incorporation (Jeong-gwan) (N): Must be notarized. - Certificate of Corporate Registration (R): Issued by the Supreme Court Registry Office. |
| South Korea | Yuhan Hoesa - Limited Company |
- Articles of Incorporation - Certificate of Corporate Registration (R) |
| Spain | Sociedad de Responsabilidad Limitada (S.L.) - Limited Liability Company |
- Escritura de Constitución (N): The public deed of incorporation. - Proof of registration (Nota Simple Informativa) from Mercantile Registry (R). |
| Spain | Sociedad Anónima (S.A.) - Corporation |
- Escritura de Constitución (N) - Proof of registration (Nota Simple Informativa) from Mercantile Registry (R). |
| Sweden | Aktiebolag (AB) - Limited Company |
- Stiftelseurkund: The deed of formation. - Bolagsordning: The articles of association. - Registreringsbevis (R): The registration certificate from the Swedish Companies Registration Office (Bolagsverket). |
| Switzerland | Aktiengesellschaft (AG) / Société Anonyme (SA) - Corporation |
- Articles of Association (Statuten / Statuts) (N): Must be publicly notarized. - Commercial Register Extract (Handelsregisterauszug) (R): Proof of the company's existence and legal status. |
| Switzerland | Gesellschaft mit beschränkter Haftung (GmbH) / Société à responsabilité limitée (Sárl) - Limited Liability Company |
- Articles of Association (Statuten / Statuts) (N): Must be publicly notarized. - Commercial Register Extract (R) |
| Turkey | Anonim Şirket (A.Ş.) - Joint Stock Company |
- Esas Sözleşme (N): The articles of association, notarized and registered with the Trade Registry. - Ticaret Sicili Gazetesi (R): Publication in the Turkish Trade Registry Gazette. |
| Turkey | Limited Şirket (L.S.) - Limited Liability Company |
- Şirket Sözleşmesi: The company agreement. - Ticaret Sicili Gazetesi (R) |
| United Arab Emirates | Limited Liability Company (LLC) |
- Memorandum of Association (MoA) (N): Must be notarized and translated into Arabic. - Trade License (R): Issued by the Department of Economic Development (DED) in the respective emirate. |
| United Arab Emirates | Free Zone Establishment (FZE) / Free Zone Company (FZC) |
- Memorandum of Association / Articles of Association - Trade License (R): Issued by the relevant free zone authority. |
| United Kingdom | Private Limited Company (Ltd) |
- Memorandum of Association: A statement from the initial shareholders that they agree to form the company. - Articles of Association: The rulebook for the company's internal affairs. - Certificate of Incorporation (R): Issued by Companies House as proof of the company's legal existence. |
| United Kingdom | Public Limited Company (PLC) |
- Memorandum of Association - Articles of Association - Certificate of Incorporation (R) - Trading Certificate: Required before the PLC can commence business or borrow. |
| United Kingdom | Limited Liability Partnership (LLP) |
- LLP Agreement: Similar to a partnership agreement, it outlines the rights and responsibilities of the members. - Certificate of Incorporation of an LLP (R): Issued by Companies House. |
| United States | Corporation (C-Corp & S-Corp) |
- Articles of Incorporation / Certificate of Incorporation (R): The foundational document filed with the Secretary of State to create the corporation. - Bylaws: Internal rules for the management of the corporation. - Shareholder Agreement: An agreement between shareholders outlining their rights and obligations. |
| United States | Limited Liability Company (LLC) |
- Articles of Organization / Certificate of Formation (R)/ Certificate of Good Standing: The document filed with the state to form the LLC. - Operating Agreement: An internal document that governs the LLC's operations and the members' rights and duties. |
| United States | General Partnership | - Partnership Agreement: A contract that outlines the terms of the partnership, including profit and loss distribution, and management responsibilities. |
| United States | Sole Proprietorship | - DBA (Doing Business As) Registration (R): Required if the business operates under a name different from the owner's legal name. |
| Vietnam | Limited Liability Company (LLC) |
- Investment Registration Certificate (IRC): Required for foreign-invested projects. - Enterprise Registration Certificate (ERC) (R): The official business registration certificate that establishes the company. - Company Charter (Điều lệ công ty): The company's articles of association. |
| Vietnam | Joint Stock Company (JSC) |
- Investment Registration Certificate (IRC): Required for foreign-invested projects. - Enterprise Registration Certificate (ERC) (R): The official business registration certificate. - Company Charter (Điều lệ công ty): The company's articles of association. |
Appendix 2: Document Examples by Location
The exact documents may vary by location. Here are some examples:
Certificate of Incorporate and Articles of Association
- Cayman Islands
|
- British Virgin Islands
|
- Delaware (United States)
|
- Australia
| 
- Canada
|
- Singapore
| 
- United Kingdom
- Switzerland
- Saint Vincent and the Grenadines
Business Proof of Address
Key Personnel and Ownership Documents
- Directors' Register
- Shareholders' Register
- Certificate of Incumbency
- Ownership Chart
Appendix 3: Supported Registrars
| Country / Jurisdiction | Official Registry Link |
| Abu Dhabi (ADGM) | ADGM Public Register |
| Australia | ASIC Registers |
| Canada (Federal) | Federal Corporation Search |
| Delaware (US) | Delaware Division of Corporations |
| Estonia | e-Business Register |
| France | INPI Data |
| Germany | Unternehmensregister |
| Ireland | Companies Registration Office (CORE) |
| Japan | gBizINFO (Official Corporate Info) |
| Liechtenstein | Liechtenstein Commercial Register |
| Netherlands | KVK Trade Register |
| New Jersey (US) | Business Entity Name Search |
| New York (US) | NYS Division of Corporations Entity Search |
| Nigeria | Corporate Affairs Commission (CAC) Search |
| Panama | Registro Público de Panamá |
| Poland | National Court Register (KRS) |
| Singapore | ACRA Registry |
| Sweden | Bolagsverket (Swedish Companies Registration Office) |
| Switzerland | Federal Commercial Registry Office (Zefix) |
| Turkey | Turkish Trade Registry Gazette |
| United Arab Emirates (Federal) | National Economic Register (NER) |
| United Kingdom | Companies House |
| United States (Federal Public Co.) | SEC EDGAR Company Search |
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