Doc 1374/be proof of registration #454
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| title: Proof of Registration | ||||||
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| <!-- UPDATE when moving to prod: --> | ||||||
| <!-- title: 🇧🇪 Belgium --> | ||||||
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| # Proof of registration for Belgian companies | ||||||
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| import DocumentsIntro from '/docs/partnership/document-center/partials/_intro-registration.mdx'; | ||||||
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| <DocumentsIntro country="🇧🇪 Belgium" /> | ||||||
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| ## Companies {#companies} | ||||||
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| ### Legal forms {#company-types} | ||||||
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| | Legal form (Dutch/French) | Description | | ||||||
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| | Besloten Vennootschap (BV) / Société à Responsabilité Limitée (SRL) | Private Limited Liability Company | | ||||||
| | Naamloze Vennootschap (NV) / Société Anonyme (SA) | Public Limited Company | | ||||||
| | Vennootschap onder Firma (VOF) / Société en Nom Collectif (SNC) | General Partnership | | ||||||
| | Commanditaire Vennootschap (CommV) / Société en Commandite Simple (SCS) | Limited Partnership | | ||||||
| | Coöperatieve Vennootschap (CV) / Société Coopérative (SC) | Cooperative Company | | ||||||
| | Maatschap / Société Simple | Private Partnership without legal personality | | ||||||
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| ### Accepted documents {#company-documents} | ||||||
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| | Document type (Dutch/French) | Description | Details | | ||||||
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| | Uittreksel Handelsregister / Extrait BCE* | Company Registration Extract from CBE* | <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> | | ||||||
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There was a problem hiding this comment. I suggest sticking to one description for Uittreksel Handelsregister / Extrait BCE* as it appears differently across the document. Maybe keep it simple: Proof of registration or company registration certificate. Perhaps we could have a quick huddle to decide how we want to handle these cases. |
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| | Akte van Oprichting / Statuts* | Articles of Association* | <ul><li>Must be most recently published version.</li><li>Retrieved via CBE → Publications in National Gazette OR Moniteur Belge direct search.</li><li>Dated and signed.</li></ul> | | ||||||
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There was a problem hiding this comment. I suggest not using the word "via" since we follow the Google developer documentation style guide. This applies to all instances where via is used on this page. Options depending on context:
There was a problem hiding this comment. I'd keep the OR in lowercase "or". The same applies elsewhere. |
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| | Uittreksel UBO-register / Extrait registre UBO | Extract of UBO Register | <ul><li>Via UBO Register (requires NBB authorization) OR company provision.</li><li>Mandatory under Belgian law.</li></ul> | | ||||||
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There was a problem hiding this comment. NBB: National Bank of Belgium? Suggest explaining the acronym when it first appears. There was a problem hiding this comment. Ultimate Beneficial Owner (UBO) register extract There was a problem hiding this comment. Maybe something like this:
There was a problem hiding this comment.
Suggested change
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| | Beëdigde verklaring / Déclaration sur l'honneur | Sworn statement | <ul><li>Company declaration.</li><li>If UBO register extract unavailable.</li><li>Must be signed and dated within the last 3 months.</li></ul> | | ||||||
| | Identiteitsdocument / Pièce d'identité | Identity documents of directors | <ul><li>ID document/Passport of directors.</li><li>All directors who can represent company.</li><li>Must be submitted in color, both sides (if applicable).</li></ul> | | ||||||
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There was a problem hiding this comment.
Suggested change
There was a problem hiding this comment. ID document is redundant, so I spelled it out. :) |
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| | 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> | | ||||||
| | Bewijs van adres / Justificatif de domicile | Proof of address of UBOs | <ul><li>Must be dated within the last 3 months.</li></ul> | | ||||||
| | 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> | | ||||||
| | Financiële overzichten / Comptes annuels | Annual accounts or tax returns | <ul><li>Available via NBB Central Balance Sheet Office.</li><li>Must be the most recent.</li><li>For enhanced due diligence.</li></ul> | | ||||||
| | Belastingaangifte / Déclaration fiscale | Company's tax return | <ul><li>To be provided by company.</li><li>Additional financial verification.</li></ul> | | ||||||
| | 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> | | ||||||
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| ## Self-employed individuals and freelancers {#self-employed} | ||||||
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| ### Legal forms {#self-employed-types} | ||||||
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| | Legal form (Dutch/French) | Description | | ||||||
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| | Eenmanszaak / Entreprise individuelle | Sole proprietorship | | ||||||
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| ### Accepted documents {#self-employed-documents} | ||||||
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| | Document type (Dutch/French) | Description | Details | | ||||||
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| | Uittreksel Handelsregister / Extrait BCE* | CBE Registration Proof* | <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> | | ||||||
| | 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> | | ||||||
| | 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> | | ||||||
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| ## Associations {#associations} | ||||||
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| ### Legal forms {#association-types} | ||||||
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| | Legal form (Dutch/French) | Description | | ||||||
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| | Vereniging zonder winstoogmerk (VZW) / Association sans but lucratif (ASBL) | Non-Profit Organization | | ||||||
| | Internationale Vereniging zonder winstoogmerk (IVZW) / Association Internationale sans but lucratif (AISBL) | International Non-Profit Organization | | ||||||
| | Stichting / Fondation | Foundation | | ||||||
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| ### Accepted documents {#association-documents} | ||||||
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| | Document type (Dutch/French) | Description | Details | | ||||||
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| | 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> | | ||||||
| | Akte van Oprichting / Statuts* | Articles of Association* | <ul><li>Dated and signed.</li><li>Must include company name, objectives, and management structure.</li></ul> | | ||||||
| | 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></ul> | | ||||||
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There was a problem hiding this comment. I'd move this to after "Notulen vergadering / Procès verbal*" because it's not mandatory. It's better to list all mandatory docs first. |
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| | Notulen vergadering / Procès verbal* | Latest meeting minutes* | <ul><li>Must be the most recent.</li><li>Signed by attendees.</li></ul> | | ||||||
| | 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> | | ||||||
| | Bewijs van adres / Justificatif de domicile | Proof of address of UBOs | <ul><li>Must be dated within the last 3 months.</li></ul> | | ||||||
| | 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> | | ||||||
| | Aangifte vennootschapsbelasting / Avis d'imposition | Business income tax return | <ul><li>Most recent (for the previous year).</li></ul> | | ||||||
| | 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> | | ||||||
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| ## Homeowner associations {#homeowners-associations} | ||||||
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| ### Legal forms {#homeowner-association-types} | ||||||
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| | Legal form (Dutch/French) | Description | | ||||||
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| | Vereniging van Mede-eigenaars / Association de copropriétaires (ACP) | Homeowners association | | ||||||
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| ### Accepted documents {#homeowner-association-documents} | ||||||
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| | Document type (Dutch/French) | Description | Details | | ||||||
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| | Uittreksel Handelsregister / Extrait BCE* | CBE Registration Proof* | <ul><li>Via CBE Public Search using address or registration number - save as PDF.</li><li>⚠️ **Note:** Some HOAs not yet registered in CBE.</li></ul> | | ||||||
| | Acte de base et règlement de copropriété* | Articles of Association* | <ul><li>To be provided by HOA.</li><li>Fundamental governing documents.</li></ul> | | ||||||
| | 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></ul> | | ||||||
| | Identiteitsdocument / Pièce d'identité* | Identity document of Syndic* | <ul><li>Standard ID verification.</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> | | ||||||
| | Professionele referenties / Attestation professionnelle | Professional credentials | <ul><li>IPI number verification via IPI website.</li><li>IPI number format: 6 digits (e.g., 505.833).</li><li>Verification if professional Syndic.</li></ul> | | ||||||
| | Financiële verklaring / Compte financier | Financial statement | <ul><li>To be provided by HOA.</li><li>For enhanced due diligence.</li></ul> | | ||||||
| | 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> | | ||||||
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| ## Cooperatives {#cooperatives} | ||||||
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| ### Legal forms {#cooperative-types} | ||||||
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| | Legal form (Dutch/French) | Description | | ||||||
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| | Coöperatieve Vennootschap (CV) / Société Coopérative (SC) | Cooperative | | ||||||
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| ### Accepted documents {#cooperative-documents} | ||||||
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| | Document type (Dutch/French) | Description | Details | | ||||||
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| | 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> | | ||||||
| | Lidmaatschapsovereenkomst* | Membership agreement* | <ul><li>Must include member names, terms, and conditions of membership.</li></ul> | | ||||||
| | Akte van Oprichting* | Articles of Association* | <ul><li>Dated and signed.</li><li>Must include company objectives and management structure.</li></ul> | | ||||||
| | 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> | | ||||||
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There was a problem hiding this comment. If this isn't mandatory, add it after Notariële oprichtingsakte / Acte notarié de constitution*. It's better to list all mandatory docs first. |
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| | 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> | | ||||||
| | 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> | | ||||||
| | Bewijs van adres / Justificatif de domicile | Proof of address | <ul><li>Must be dated within the last 3 months.</li></ul> | | ||||||
| | 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> | | ||||||
| | 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> | | ||||||
| | 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> | | ||||||
| | 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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