Types of official documents
Business registries issue various types of documents depending on the information required and its intended use. Understanding these document types helps you request the right document for your needs.
Current registry extracts
A current extract provides a snapshot of the company's information as recorded in the registry at the time of issue. This typically includes the company name, registration number, registered address, legal form, share capital, names of directors or managers, stated business activities, and current status. Current extracts are the most commonly requested documents and serve most verification purposes.
Extracts may be provided as simple printouts suitable for informational purposes, or as certified documents with official authentication for legal use. The certification adds a stamp, seal, or electronic signature confirming the document's authenticity. Certified extracts typically cost more than uncertified versions.
Historical extracts
Historical extracts show how a company's registry information has changed over time. These documents record previous company names, former registered addresses, past directors, changes in share capital, and other modifications to the registered information. Historical extracts are valuable for understanding a company's development and identifying any significant changes.
The extent of historical information available varies by registry. Some maintain comprehensive archives going back to the company's incorporation, while others focus on more recent history. For very old companies, historical records may be held in separate archives requiring different request procedures.
Certificates of good standing
A certificate of good standing, also known as a certificate of existence or status certificate, confirms that a company is properly registered and compliant with filing requirements. These certificates are often required for international business dealings, opening bank accounts in foreign jurisdictions, or participating in public procurement processes.
The specific content of good standing certificates varies by country. Some confirm only that the company exists and is registered, while others additionally confirm that required filings are up to date and that no insolvency proceedings are recorded. Clarify what the recipient requires before requesting, as different certificate types may be needed.
Copies of filed documents
Companies file various documents with registries throughout their existence, including articles of association, annual accounts, resolutions regarding changes, and records of appointments. Many registries allow you to obtain copies of these filed documents. These can provide detailed information beyond what appears in standard extracts.
Access to filed documents varies by jurisdiction and document type. Annual accounts are typically public in all EU countries, though the level of detail available depends on company size and national requirements. Constitutional documents like articles of association are also generally accessible. Some documents relating to internal company matters may have restricted access.
Apostille and legalisation
For documents to be used internationally, additional authentication may be required beyond the registry's certification. An apostille is a standardised form of authentication recognised by countries that have joined the Hague Apostille Convention. For countries not in the convention, full legalisation through consular channels may be necessary.
Apostilles are typically issued by a designated authority in the country where the document originates, not by the business registry itself. After obtaining a certified registry document, you would take it to the apostille authority for additional authentication. This adds time and cost to the document process.
Request procedures by country
Germany
German commercial register documents are available through the Handelsregister online portal. You can order extracts and document copies directly through the website after identifying the company by searching. Payment is made electronically, and documents are typically available for immediate download for electronic versions or sent by post for paper copies.
Standard electronic extracts are available from around four euros. Certified copies and historical records cost more. Official certified documents for international use require ordering specific certification levels. Apostilles for German documents are issued by the regional court where the registry is maintained.
France
French company documents are obtained through Infogreffe, the commercial courts' information service. The Kbis extract is the standard document confirming a company's registration and status. Ordering requires creating an account on the Infogreffe portal. Documents can be delivered electronically or by post.
Kbis extracts cost approximately three to four euros for electronic delivery. Historical Kbis showing changes over time and copies of filed documents are available at additional cost. For authenticated documents, the relevant commercial court provides certification. French apostilles are issued by courts of appeal.
Netherlands
Dutch Chamber of Commerce extracts are available through the KVK website. After searching and locating the company, you can order various document types including current extracts, historical overviews, and copies of filed documents. Electronic delivery is available for most document types.
Basic KVK extracts cost around three euros for digital delivery. More comprehensive extracts including historical information and corporate structure details have higher fees. Certified documents for international use are available on request. Dutch apostilles are issued by courts in The Hague or Rotterdam.
Spain
Spanish commercial registry documents are obtained through provincial registries or the Central Commercial Register. The online portal allows requests for certificates and extracts. Document types include simple informational notes and full certified certificates. Processing may take several days depending on the registry and document type.
Fees vary by document type and provincial registry. Simple informational certificates cost around ten to fifteen euros, while full certified certificates are more expensive. For apostilled documents, additional processing through the Spanish Ministry of Justice is required.
Italy
Italian Chamber of Commerce documents, called visure camerali, are available through the Registro delle Imprese online service. After registering for an account, you can order various document types including current visure, historical visure, and copies of filed documents. Electronic delivery through the certified email system is standard.
Basic visure cost approximately five euros for digital delivery. Full historical visure and special certificates cost more. For international use, officially certified documents with apostille are available through additional procedures involving the local Chamber of Commerce and the court of appeal.
Poland
Polish National Court Register documents are notably accessible, with many documents available free of charge through the online portal. Current registration information and many filed documents can be downloaded directly. For official certified extracts, requests can be made online with fees paid electronically.
Simple information printouts are free. Official certified extracts from the KRS cost around thirty zloty. The Polish system provides extensive free access compared to other EU countries, making basic verification straightforward. Apostilles are issued by regional courts.
Belgium
Belgian Crossroads Bank for Enterprises information is accessible through the CBE online portal. Basic company information is available free of charge. Official extracts and certificates are available through the portal or through commercial registry offices with fee payment.
Standard extracts cost around ten to fifteen euros. Certificates of good standing and certified documents for international use are available at higher fees. Belgian apostilles are issued by the Federal Public Service of Foreign Affairs.
Austria
Austrian commercial register extracts are available through the Firmenbuch online service. After searching, you can order current or historical extracts with electronic delivery. The system allows downloads immediately after payment for electronic documents.
Standard electronic extracts cost approximately four to five euros. Certified documents and historical records have additional fees. Austrian apostilles are issued by the Federal Ministry of Justice or regional courts depending on document type.
Processing times and fees
Processing times vary considerably between countries and document types. Electronic extracts are often available immediately or within hours. Paper documents sent by post typically take several days to weeks. Certified documents requiring additional authentication may take longer.
Fees also vary widely. Simple electronic extracts may cost only a few euros, while comprehensive certified documents for international use can cost fifty euros or more when including apostille fees. When comparing costs, consider the total including any delivery charges and additional authentication requirements.
For time-sensitive needs, many registries offer express or priority processing for additional fees. Check the specific registry's options if you need documents quickly. Remember that apostille processing adds additional time beyond the registry's own processing.
Electronic versus paper documents
Many registries now issue electronic documents with digital authentication equivalent to traditional paper certification. These electronic documents are legally valid within the EU under the eIDAS regulation and are increasingly accepted internationally. They offer faster delivery and are typically cheaper than paper alternatives.
However, some recipients still require paper documents, particularly outside the EU where electronic authentication may not be recognised. Before requesting documents, confirm with the recipient what format they will accept. For international use requiring apostille, physical documents are still often required.
Electronic documents typically include verification mechanisms such as unique reference codes or QR codes that allow recipients to confirm authenticity against the registry's systems. Make sure recipients understand how to verify electronic documents if this format is unfamiliar to them.
Official registry links
The following links provide access to official document request services. These are government-operated portals where you can search for companies and order official documents directly.
For the European Union's Business Registers Interconnection System providing cross-border access, visit the European e-Justice portal's business registers section. This provides a starting point for finding companies across EU member states.
For Germany, the Handelsregister portal allows searches and document orders. For France, Infogreffe provides commercial registry services. The Netherlands KVK website handles Dutch registry requests. Spain's Registro Mercantil Central coordinates Spanish registry access. Italy's Registro delle Imprese provides Italian company documents. Poland's KRS online portal offers free access to Polish registry information.
Additional country registry links are available through the European e-Justice portal, which maintains an updated directory of national business register access points.
Frequently asked questions
How do I know which document type I need?
The right document depends on your purpose. For basic verification, a current extract showing registration status and key details suffices. For legal proceedings or international transactions, certified documents may be required. For understanding company history, historical extracts are appropriate. If uncertain, ask the recipient what they require before ordering.
Can I request documents for any company?
Business registry information is public throughout the EU. You can request documents about any registered company without needing to demonstrate a relationship or purpose. However, you do need the company's registration details or sufficient identifying information to locate them in the registry before ordering documents.
What if I need documents from a country where I do not speak the language?
Most registry portals operate in their national language, though many offer English interfaces. Registry documents are issued in the national language of the maintaining registry. If you need translated documents, you would need to arrange certified translation separately after obtaining the original documents.
How long are registry documents valid?
Registry documents show information as of their issue date. There is no universal validity period, but recipients often accept documents issued within the past three to six months. For time-sensitive transactions, request documents close to when they will be used. Some recipients may specify maximum document age in their requirements.
Can I request documents on behalf of someone else?
Since registry information is public, anyone can request documents about any company. You do not need to be connected to the company or act on its behalf. Commercial agents and legal professionals regularly request documents for clients. Some registries offer business accounts for frequent requesters.
What if a company disputes information in registry documents?
Registry documents reflect officially filed information. If a company believes its registry record is incorrect, the company must file corrections with the registry through proper procedures. Third parties cannot request changes to another company's registry records. If you receive documents showing disputed information, the company should be able to provide evidence of filed corrections or updates.
Are there bulk request options for multiple documents?
Many registries offer bulk ordering facilities or business accounts for organisations that regularly request multiple documents. These may provide volume discounts, streamlined ordering processes, or API access for integration with verification systems. Contact individual registries about commercial arrangements if you have high-volume needs.
What about companies registered before digital records?
Historical records from before digitalisation may be held in paper archives rather than electronic systems. Accessing very old records may require special requests to archives or visits to physical registry locations. Processing times for archival research are typically longer than for current electronic records. Fees may also be higher due to the manual work involved.