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| 1 | +--- |
| 2 | +title: Proof of Registration |
| 3 | +--- |
| 4 | +<!-- UPDATE when moving to prod: --> |
| 5 | +<!-- title: 🇧🇪 Belgium --> |
| 6 | + |
| 7 | +# Proof of registration for Belgian companies |
| 8 | + |
| 9 | +import DocumentsIntro from '/docs/partnership/document-center/partials/_intro-registration.mdx'; |
| 10 | + |
| 11 | +<DocumentsIntro country="🇧🇪 Belgium" /> |
| 12 | + |
| 13 | +## Companies {#companies} |
| 14 | + |
| 15 | +### Legal forms {#company-types} |
| 16 | + |
| 17 | +| Legal form (Dutch/French) | Description | |
| 18 | +|---|---| |
| 19 | +| Besloten Vennootschap (BV) / Société à Responsabilité Limitée (SRL) | Private Limited Liability Company | |
| 20 | +| Naamloze Vennootschap (NV) / Société Anonyme (SA) | Public Limited Company | |
| 21 | +| Vennootschap onder Firma (VOF) / Société en Nom Collectif (SNC) | General Partnership | |
| 22 | +| Commanditaire Vennootschap (CommV) / Société en Commandite Simple (SCS) | Limited Partnership | |
| 23 | +| Coöperatieve Vennootschap (CV) / Société Coopérative (SC) | Cooperative Company | |
| 24 | +| Maatschap / Société Simple | Private Partnership without legal personality | |
| 25 | + |
| 26 | +### Accepted documents {#company-documents} |
| 27 | + |
| 28 | +| Document type (Dutch/French) | Description | Details | |
| 29 | +|---|---|---| |
| 30 | +| Uittreksel Handelsregister / Extrait Banque-Carrefour des Entreprises (BCE)* | Proof of Registration* | <ul><li>Must be official and dated.</li><li>Retrieved by Swan from the Crossroads Bank for Enterprises (CBE)</li><li>Must be dated within the last 3 months.</li></ul> | |
| 31 | +| Akte van Oprichting / Statuts* | Articles of Association* | <ul><li>Must be most recently published version.</li><li>Retrieved from CBE → Publications in National Gazette **or** Moniteur Belge direct search.</li><li>Dated and signed.</li></ul> | |
| 32 | +| Uittreksel UBO-register / Extrait registre UBO | UBO register extract | <ul><li>From UBO Register (requires NBB authorization) **or** company provision.</li><li>Mandatory under Belgian law.</li></ul> | |
| 33 | +| Beëdigde verklaring / Déclaration sur l'honneur | Sworn statement | <ul><li>Company declaration.</li><li>If UBO register extract is unavailable.</li><li>Must be signed and dated within the last 3 months.</li></ul> | |
| 34 | +| Identiteitsdocument / Pièce d'identité | Identity documents of directors | <ul><li>Identity document or passport of directors.</li><li>All directors who can represent company.</li><li>Must be submitted in color, both sides (if applicable).</li></ul> | |
| 35 | +| Identiteitsdocument UBO's / Pièce d'identité des UBOs | UBO identity documents | <ul><li>For all identified UBOs.</li><li>All valid identity documents are accepted.</li><li>Must be in color (both sides if applicable).</li></ul> | |
| 36 | +| Bewijs van adres / Justificatif de domicile | Proof of address of UBOs | <ul><li>Must be dated within the last 3 months.</li></ul> | |
| 37 | +| Volmacht / Procuration | Power of Attorney (if applicable) | <ul><li>From authorized directors/Board of Directors.</li><li>Must grant power to open *and* manage accounts.</li><li>Must be dated (within the last year) and signed.</li><li>Identity document required if the legal representative is not the account holder.</li></ul> | |
| 38 | +| Financiële overzichten / Comptes annuels | Annual accounts or tax returns | <ul><li>Retrieved from NBB Central Balance Sheet Office.</li><li>Must be the most recent.</li><li>For enhanced due diligence.</li></ul> | |
| 39 | +| Belastingaangifte / Déclaration fiscale | Company's tax return | <ul><li>To be provided by company.</li><li>Additional financial verification.</li></ul> | |
| 40 | +| Organigram / Organigramme | Company structure chart | <ul><li>To be provided by company.</li><li>Document must be authentic and the latest version.</li><li>For complex ownership structures.</li></ul> | |
| 41 | + |
| 42 | +## Self-employed individuals {#self-employed} |
| 43 | + |
| 44 | +### Legal forms {#self-employed-types} |
| 45 | + |
| 46 | +| Legal form (Dutch/French) | Description | |
| 47 | +|---|---| |
| 48 | +| Eenmanszaak / Entreprise individuelle | Self-employed | |
| 49 | + |
| 50 | +### Accepted documents {#self-employed-documents} |
| 51 | + |
| 52 | +| Document type (Dutch/French) | Description | Details | |
| 53 | +|---|---|---| |
| 54 | +| Uittreksel Handelsregister / Extrait BCE* | Proof of Registration* | <ul><li>Must be official and dated.</li><li>Retrieved by Swan from the Crossroads Bank for Enterprises (CBE).</li><li>Must show: name, address, registration number, activity description.</li></ul> | |
| 55 | +| Identiteitsdocument / Pièce d'identité* | Identity document of individual* | <ul><li>Standard ID verification.</li><li>Individual represents themselves - no separate legal entity.</li><li>Must be submitted in color, both sides (if applicable).</li></ul> | |
| 56 | +| Eerste overschrijving / Premier transfert* | First transfer* | <ul><li>For self-employed (entrepreneur individuel) individuals only.</li><li>Must make a first transfer into their payment account from another bank account registered in their name.</li><li>Bank account must be within the European Economic Area (EEA).</li></ul> | |
| 57 | + |
| 58 | +## Associations {#associations} |
| 59 | + |
| 60 | +### Legal forms {#association-types} |
| 61 | + |
| 62 | +| Legal form (Dutch/French) | Description | |
| 63 | +|---|---| |
| 64 | +| Vereniging zonder winstoogmerk (VZW) / Association sans but lucratif (ASBL) | Non-Profit Organization | |
| 65 | +| Internationale Vereniging zonder winstoogmerk (IVZW) / Association Internationale sans but lucratif (AISBL) | International Non-Profit Organization | |
| 66 | +| Stichting / Fondation | Foundation | |
| 67 | + |
| 68 | +### Accepted documents {#association-documents} |
| 69 | + |
| 70 | +| Document type (Dutch/French) | Description | Details | |
| 71 | +|---|---|---| |
| 72 | +| Uittreksel Handelsregister / Extrait BCE* | Proof of Registration* | <ul><li>Must be official and dated.</li><li>Retrieved by Swan from the Crossroads Bank for Enterprises (CBE).</li></ul> | |
| 73 | +| Akte van Oprichting / Statuts* | Articles of Association* | <ul><li>Dated and signed.</li><li>Must include company name, objectives, and management structure.</li></ul> | |
| 74 | +| Notulen vergadering / Procès verbal* | Latest meeting minutes* | <ul><li>Must be the most recent.</li><li>Signed by attendees.</li></ul> | |
| 75 | +| Identiteitsdocument / Pièce d'identité | Identity document of UBOs | <ul><li>All valid identity documents are accepted.</li><li>Must be in color (both sides if applicable).</li></ul> | |
| 76 | +| KVK uittreksel UBO-register / Extrait registre UBO | Ultimate Beneficial Owner (UBO) certificate | <ul><li>Official document signed and stamped.</li><li>Requested if not clearly shown on proof of registration.</li><li>Screenshots of the UBO declaration are not accepted.</li></ul> | |
| 77 | +| Bewijs van adres / Justificatif de domicile | Proof of address of UBOs | <ul><li>Must be dated within the last 3 months.</li></ul> | |
| 78 | +| Bewijs van adres / Justificatif de l'adresse de la société | Proof of company address | <ul><li>Must be dated within the last 3 months.</li></ul> | |
| 79 | +| Aangifte vennootschapsbelasting / Avis d'imposition | Business income tax return | <ul><li>Most recent (for the previous year).</li></ul> | |
| 80 | +| Volmacht / Procuration | Power of Attorney and identity document of the legal representative | <ul><li>Must be dated (within the last year) and signed.</li><li>Identity document required if the legal representative is not the account holder.</li><li>Must be submitted in color, both sides (if applicable).</li></ul> | |
| 81 | + |
| 82 | +## Homeowner associations {#homeowners-associations} |
| 83 | + |
| 84 | +### Legal forms {#homeowner-association-types} |
| 85 | + |
| 86 | +| Legal form (Dutch/French) | Description | |
| 87 | +|---|---| |
| 88 | +| Vereniging van Mede-eigenaars / Association de copropriétaires (ACP) | Homeowners association (HOA) | |
| 89 | + |
| 90 | +### Accepted documents {#homeowner-association-documents} |
| 91 | + |
| 92 | +| Document type (Dutch/French) | Description | Details | |
| 93 | +|---|---|---| |
| 94 | +| Uittreksel Handelsregister / Extrait BCE* | Proof of Registration* | <ul><li>From CBE Public Search using address or registration number - save as PDF.</li><li>⚠️ **Note:** Some HOAs not yet registered in CBE.</li></ul> | |
| 95 | +| Basisakte en appartementsreglement / Acte de base et règlement de copropriété* | Articles of Association* | <ul><li>To be provided by HOA.</li><li>Fundamental governing documents.</li></ul> | |
| 96 | +| Notulen vergadering / Procès verbal* | Latest meeting minutes* | <ul><li>To be provided by HOA.</li><li>Shows current decisions and authority.</li><li>Must be the most recent.</li><li>Must be signed by assembly president, secretary, and co-owners present.</li></ul> | |
| 97 | +| Identiteitsdocument / Pièce d'identité* | Identity document of Syndic* | <ul><li>All valid identity documents are accepted.</li><li>Syndic is sole legal representative.</li><li>Must be a valid identity document.</li><li>Must be submitted in color, both sides (if applicable).</li></ul> | |
| 98 | +| Professionele referenties / Attestation professionnelle | Professional credentials | <ul><li>IPI number verification from IPI website.</li><li>IPI number format: 6 digits (e.g., 505.833).</li><li>Verification if professional Syndic.</li></ul> | |
| 99 | +| Financiële verklaring / Compte financier | Financial statement | <ul><li>To be provided by HOA.</li><li>For enhanced due diligence.</li></ul> | |
| 100 | +| Volmacht / Procuration | Power of attorney from Syndic | <ul><li>From Syndic only.</li><li>⚠️ Syndic cannot delegate without general assembly agreement.</li><li>Proof of general assembly authorization for delegation required.</li><li>Must be dated (within the last year) and signed.</li></ul> | |
| 101 | + |
| 102 | +## Cooperatives {#cooperatives} |
| 103 | + |
| 104 | +### Legal forms {#cooperative-types} |
| 105 | + |
| 106 | +| Legal form (Dutch/French) | Description | |
| 107 | +|---|---| |
| 108 | +| Coöperatieve Vennootschap (CV) / Société Coopérative (SC) | Cooperative | |
| 109 | + |
| 110 | +### Accepted documents {#cooperative-documents} |
| 111 | + |
| 112 | +| Document type (Dutch/French) | Description | Details | |
| 113 | +|---|---|---| |
| 114 | +| Uittreksel Handelsregister / Extrait BCE* | Proof of Registration* | <ul><li>Must be official and dated.</li><li>Retrieved by Swan from the Crossroads Bank for Enterprises (CBE).</li></ul> | |
| 115 | +| Lidmaatschapsovereenkomst / Convention d'adhésion* | Membership agreement* | <ul><li>Must include member names, terms, and conditions of membership.</li></ul> | |
| 116 | +| Akte van Oprichting / Statuts* | Articles of Association* | <ul><li>Dated and signed.</li><li>Must include company objectives and management structure.</li></ul> | |
| 117 | +| Notariële oprichtingsakte / Acte notarié de constitution* | Notarial deed of incorporation (with list of directors)* | <ul><li>Includes the appointment of board members in the final provisions (Slotbepalingen).</li></ul> | |
| 118 | +| Uittreksel UBO-register / Extrait registre UBO | Ultimate Beneficial Owner (UBO) certificate | <ul><li>Official document signed and stamped.</li><li>Requested if not clearly shown on proof of registration.</li><li>If not available, a membership certificate, share certificate, or UBO confirmation letter may be accepted.</li><li>Screenshots of the UBO declaration are not accepted.</li></ul> | |
| 119 | +| Notulen vergadering / Procès-verbal | Meeting minutes, house rules, member list, voting records, or board member documents | <ul><li>Only required once members or investors are onboarded.</li><li>Must be the latest versions.</li><li>Signed by attendees.</li><li>Not mandatory for cooperatives less than 1 year old.</li></ul> | |
| 120 | +| Bewijs van adres / Justificatif de domicile | Proof of address | <ul><li>Must be dated within the last 3 months.</li></ul> | |
| 121 | +| Financiële overzichten / États financiers | Financial statements | <ul><li>Most recent annual report or balance sheet.</li><li>Dated within the last 3 months.</li></ul> | |
| 122 | +| Volmacht / Procuration | Power of Attorney and identity document of the legal representative | <ul><li>Must be dated (within the last year) and signed.</li><li>Identity document required if the legal representative is not the account holder.</li></ul> | |
| 123 | +| Identiteitsdocument / Pièce d'identité | Identity document of UBOs | <ul><li>All valid identity documents are accepted.</li><li>Must be in color (both sides if applicable).</li></ul> | |
| 124 | +| Bewijs van adres / Justificatif de domicile | Proof of address of UBOs | <ul><li>Must be dated within the last 3 months.</li></ul> | |
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