One of the most common causes of delays in company formation is incomplete documentation. Whether you are forming a new company or purchasing a shelf company, having the right documents prepared in advance can save days or even weeks of processing time. This guide provides a comprehensive checklist of the documents required for company formation worldwide, covering universal requirements, country-specific extras, and practical tips for smooth preparation.
Universal Document Requirements
Regardless of the jurisdiction, you will almost always need the following documents:
Personal Identification
- Passport: A certified or notarized copy of your valid passport. Some jurisdictions accept national ID cards, but a passport is universally accepted and preferred.
- Proof of address: A utility bill, bank statement, or government-issued document showing your residential address, typically no older than three months.
- Additional photo ID: Some jurisdictions or banks may request a second form of photo identification.
Company Details
- Proposed company name: Usually two or three name choices in order of preference, in case the first choice is unavailable.
- Business activities description: A clear summary of the company’s intended activities and target markets.
- Share structure: Details of the authorized share capital, share denominations, and allocation among shareholders.
- Director appointments: Full names, dates of birth, nationalities, passport numbers, and residential addresses of all proposed directors.
- Shareholder details: Full names, dates of birth, nationalities, and share allocations for all proposed shareholders.
- Registered office address: The address in the jurisdiction where the company will be registered. This can typically be provided by your formation agent.
Compliance Documents
- Source of funds declaration: A document or statement explaining the origin of the funds being used for the company and its initial capital.
- Professional or bank reference: A reference letter from your bank or a professional such as a lawyer or accountant, confirming your identity and standing.
- Background information: A CV or professional biography for each director and beneficial owner.
Country-Specific Requirements
| Country | Additional Requirements |
|---|---|
| United Kingdom | SIC code (industry classification), PSC (persons with significant control) details |
| Germany | Notarized articles of association, minimum EUR 25,000 share capital (GmbH), bank confirmation of capital deposit |
| France | Capital deposit certificate, lease agreement or domiciliation, publication in legal gazette |
| Spain | NIE (foreigner identification number), capital deposit certificate, notarized deed |
| Cyprus | Name approval application, declaration of compliance |
| Malta | Capital deposit (20% of minimum EUR 1,165), memorandum and articles in prescribed form |
| Singapore | ACRA name application, Singapore-resident director appointment |
| Hong Kong | Business registration application (IRBR1), incorporation form (NNC1) |
| UAE | Free zone application form, activity-specific license documents, office lease |
| USA (Delaware) | Certificate of formation, operating agreement (LLC), registered agent appointment |
| BVI | Memorandum and articles, registered agent appointment, anti-money-laundering declaration |
| Switzerland | Notarized articles, capital deposit certificate, stamping duty form |
Certification and Legalization Requirements
Notarization
Some jurisdictions require documents to be notarized by a public notary. This confirms the authenticity of the document and the identity of the person signing it. Notarization requirements vary by country and document type.
Apostille
If you are submitting documents issued in one country for use in another, they may need to be legalized with an apostille. An apostille is an international certificate issued under the Hague Convention that authenticates the origin of the document. Countries that are signatories to the Hague Convention accept apostilled documents without further legalization.
Certified Translation
If your documents are not in the official language of the jurisdiction where you are forming the company, they will need to be translated by a certified translator. The translation must be accompanied by the translator’s certification of accuracy.
Preparation Tips
- Start early: Gathering documents takes time, especially if you need notarization, apostilles, or translations. Begin the process well before your target formation date.
- Keep digital copies: Scan all documents at high resolution and keep digital copies organized in a secure folder. Many formation processes accept digital submissions initially, with originals to follow.
- Check expiry dates: Proof-of-address documents and bank reference letters typically must be less than three months old. Passports should have sufficient validity remaining.
- Prepare multiple copies: You may need separate sets of documents for the formation agent, the company registry, the bank, and your own records.
- Ask your provider first: Before preparing documents, confirm the exact requirements with your formation agent. Requirements can change, and a provider who operates in the jurisdiction daily will have the most current information.
Proper document preparation is the foundation of a smooth company formation process. Whether you are forming a new company or purchasing a shelf company, having your documentation in order from the start prevents delays and frustration. Contact ShelfCompanies24 for a jurisdiction-specific document checklist tailored to your target country, or browse our available shelf companies to get started.
