Why formats matter
Business registration numbers are not random sequences. Each country has developed structured numbering systems that encode specific information about the company, its location, or its registry status. Recognising these patterns serves multiple purposes in business verification.
First, the format of a registration number immediately indicates which country's registry to search. A number beginning with HRB followed by digits points to a German commercial register entry, while an eight-digit number preceded by KVK suggests a Dutch Chamber of Commerce registration. This knowledge saves time when verifying companies across borders.
Second, understanding formats helps detect potential fraud. If someone provides a registration number that does not match the expected format for the claimed country, this discrepancy warrants investigation. Legitimate companies have properly formatted registration numbers that can be verified in official databases.
Third, many formats include check digits or validation rules that allow basic verification before even accessing the registry. If a number fails format validation, it cannot be a valid registration number, regardless of what other documentation may claim.
Common identifier types
Business registration numbers
The primary identifier assigned when a company registers with the national commercial or business registry. This number uniquely identifies the company within that country's system and remains constant throughout the company's existence, even if it changes name or address.
VAT identification numbers
Assigned for tax purposes when a company registers for value-added tax. VAT numbers follow an EU-wide pattern starting with a two-letter country code followed by country-specific digits. While related to registration, VAT numbers are distinct and managed by tax authorities rather than company registries.
Tax identification numbers
General tax identifiers used for corporate and income tax purposes. The relationship between tax numbers and registration numbers varies by country. In some jurisdictions these are identical or closely linked, while in others they are completely separate systems.
Statistical numbers
Assigned by national statistics offices for economic classification and reporting. Examples include the REGON in Poland and the statistical number in various other countries. These may be required for certain official purposes but are distinct from commercial registration numbers.
EORI numbers
Economic Operator Registration and Identification numbers used for customs purposes when trading goods with countries outside the EU. These are assigned by customs authorities and typically incorporate the company's VAT number or registration number as part of their structure.
Country-specific registration formats
Germany
German commercial register numbers follow the pattern of register type, court code, and sequential number. The register type is indicated by a prefix: HRA for partnerships registered in section A, HRB for corporations in section B, GnR for cooperatives, and PR for partnerships. Following this prefix, the local court code identifies the maintaining registry, and a sequential number completes the identifier.
A typical German registration number appears as HRB 12345 München or HRB 98765 Frankfurt am Main. The city name indicates which local court maintains the register. When searching, you may need to specify the court or search across all courts if unsure of the location.
German VAT numbers use the format DE followed by nine digits, such as DE123456789. These are issued by the Federal Central Tax Office and are separate from commercial registration numbers. The tax identification number for corporations follows a different format managed by regional tax offices.
France
French businesses receive a SIREN number, a nine-digit identifier unique to each legal entity. This number has no embedded meaning but includes a check digit for validation. The format is typically written as three groups of three digits, such as 123 456 789.
The SIRET number extends the SIREN by adding a five-digit establishment identifier, called the NIC, creating a fourteen-digit number. Each location or establishment of a company has a unique SIRET while sharing the same SIREN. The format appears as 123 456 789 00012.
The RCS registration number includes the city of registration and the SIREN, formatted as RCS Paris 123 456 789. This identifies both the registry location and the company. French VAT numbers follow the format FR followed by two characters and nine digits, with the first two characters serving as validation keys.
Netherlands
The Dutch KVK number is an eight-digit identifier assigned by the Chamber of Commerce. The format is straightforward, such as 12345678, with no geographic or categorical encoding. All business types receive numbers from the same sequential series.
Dutch VAT numbers use the format NL followed by nine digits, a letter B, and two more digits. The letter B indicates this is a BTW-identificatienummer for VAT purposes. An example format is NL123456789B01. The final two digits can differentiate between VAT registrations for different business activities of the same entity.
The RSIN is a legal entity identification number for tax and social security purposes, consisting of nine digits. This is often derived from the citizen service number for sole proprietors but is a separate identifier for legal entities.
Spain
Spanish companies receive a NIF, the tax identification number that also serves as their primary business identifier. For legal entities, the NIF begins with a letter indicating the entity type, followed by seven digits and a control character. The first letter indicates whether the entity is a corporation, limited company, cooperative, or other legal form.
The Registro Mercantil uses a structured reference including province code, volume, folio, section, and page. This reflects the traditional book-based registration system. A complete Spanish registration reference might appear as Madrid, Volume 1234, Folio 56, Section 8, Page 78.
Spanish VAT numbers follow the format ES followed by the NIF. Since the NIF already includes identifying information, the VAT number is essentially the country prefix plus the existing tax identifier, such as ESA12345678.
Italy
Italian companies have a codice fiscale, a tax code that serves as the primary identifier for legal entities. For companies, this is an eleven-digit number. The first seven digits identify the company sequentially, the next three identify the province of the tax office, and the final digit is a check character.
The REA number, assigned by the local Chamber of Commerce, provides the registration reference in the business register. This consists of the province code followed by a sequential number, such as MI-1234567 for a Milan registration. The format varies slightly between provinces.
Italian VAT numbers use the format IT followed by eleven digits, matching the company's codice fiscale. An example is IT12345678901. The structure allows easy cross-referencing between VAT and corporate tax records.
Poland
Polish companies registered in the National Court Register receive a KRS number, a ten-digit identifier. The format is purely sequential with no embedded information, such as 0000123456. The leading zeros are significant and should always be included.
The REGON statistical number consists of nine digits for legal entities. This number is assigned by the Central Statistical Office and used for statistical reporting. The NIP tax identification number follows a ten-digit format used for all tax purposes.
Polish VAT numbers use the format PL followed by ten digits, directly corresponding to the NIP. An example is PL1234567890. When a company is registered for EU VAT transactions, this becomes their intra-community VAT identifier.
Belgium
Belgian companies receive an enterprise number from the Crossroads Bank for Enterprises. This ten-digit number follows the format 0XXX.XXX.XXX, always beginning with zero. The periods are formatting conventions and may be omitted in some systems.
The VAT number derives directly from the enterprise number, prefixed with BE. The format is BE0123456789 or sometimes written with spaces as BE 0123.456.789. Belgium uses the same number for both enterprise identification and VAT purposes.
Austria
Austrian commercial register numbers follow the format FN XXXXX followed by a letter. The FN prefix indicates Firmenbuchnummer, followed by a sequential number and a check letter. An example is FN 123456a. The letter provides validation against data entry errors.
Austrian VAT numbers use the format ATU followed by eight digits, such as ATU12345678. The U indicates this is an Umsatzsteuer-Identifikationsnummer for VAT purposes. Tax authorities assign separate identifiers for other tax types.
Document types and certificates
Registry extracts
A registry extract provides current information about a company as recorded in the business register. The content typically includes the company's name, registered address, legal form, share capital, management, and business purpose. Extracts may be provided as simple printouts or as official certified documents.
The terminology for these documents varies by country. In Germany, a Handelsregisterauszug is the standard extract. France provides extraits Kbis through the commercial courts. The Netherlands issues KVK-uittreksel documents. Italy provides visure camerali through the Chambers of Commerce.
Certificates of good standing
A certificate of good standing confirms that a company is properly registered and has no outstanding filings or compliance issues. These certificates are often required for international business dealings, banking relationships, and participation in public tenders.
Not all countries issue certificates under this exact name. Equivalent documents may be called certificates of incorporation, certificates of existence, or status certificates. The specific content and format depends on national practices, but all serve to confirm the company's valid registration status.
Annual accounts and filings
Many registries require companies to file annual financial statements. These become part of the public record and can be accessed through the registry. The level of detail varies by company size, with smaller companies often permitted to file abbreviated accounts.
Filing requirements and publication rules differ between countries. Some registries provide free access to filed accounts, while others charge for document retrieval. The format of filed accounts follows national accounting standards, which may differ from international reporting frameworks.
Recognising valid documents
Official registry documents typically include several authentication elements. These may include official stamps or seals, unique document reference numbers, dates of issue, and signatures or electronic authentication marks. Documents issued through official online portals often include verification codes that can be checked against the registry's systems.
Be cautious of documents that lack these authentication elements or appear to be simple printouts of web pages. Legitimate registry extracts from official sources will have clear identification of the issuing authority and means of verification.
Frequently asked questions
How can I validate a registration number format?
Most registration numbers include check digits calculated according to specific algorithms. For VAT numbers, the European Commission provides an online validation service that checks both format and registry status. For other registration numbers, the national registry's search function effectively validates the format by returning results only for valid numbers.
Why do some companies have multiple numbers?
Companies typically have separate identifiers for different purposes. A registration number identifies the company in the commercial register, a VAT number is used for tax on transactions, and statistical numbers are used for economic reporting. These serve different administrative functions and are managed by different authorities.
What if a number format does not match the expected pattern?
If a registration number does not match the expected format for its claimed country, this is a significant warning sign. Verify the country claim independently and check whether the number might be a different type of identifier, such as a VAT number rather than a registration number. If the format remains inconsistent with any known pattern, treat the information with caution.
Do registration numbers change?
Registration numbers generally remain constant throughout a company's existence. However, administrative reorganisations can sometimes result in number changes. For example, if registries merge or systems are modernised, companies may receive new numbers. When in doubt, registries can provide information about any historical number changes.
How do branch offices affect registration?
When a company from one EU country establishes a branch in another country, the branch must typically register in the host country's registry. This creates a separate registration number for the branch, distinct from the parent company's home country registration. Documents should clearly indicate whether they refer to a branch or the main company.
What is an LEI code?
The Legal Entity Identifier is a twenty-character code used in financial reporting and transactions. LEI codes are globally unique and managed through an international system separate from national registries. While not a registration number, the LEI provides another means of uniquely identifying companies, particularly for financial market participants.
How do I cite registration information correctly?
When citing registration information in contracts or official documents, include the company's full legal name, country of registration, registration number with any relevant prefixes, and the name of the maintaining registry if applicable. This complete citation allows the information to be verified unambiguously.
Are there formats for specific industries?
Some industries have additional registration requirements beyond standard commercial registration. Financial services firms have regulatory authorisation numbers, healthcare providers have professional registration numbers, and transportation companies may have operator licences. These supplement rather than replace standard business registration.