Understanding national registry differences
Although the European Union has established common standards for business registration, the practical implementation varies significantly between member states. Each country has developed its registry system according to its legal traditions, administrative structures, and technological capabilities. Understanding these differences helps you search more effectively and interpret results correctly.
Some countries maintain a single centralised registry covering all company types, while others split responsibility between different agencies based on company form, region, or industry. Germany, for example, operates regional commercial registers through local courts, while France combines its commercial registry with a broader business formalities network. The Netherlands uses the KVK Chamber of Commerce system, and Spain operates through the Registro Mercantil with provincial offices.
Language is another important consideration. Most registries operate primarily in their national language, though many now offer English interfaces or translated sections. When searching for company names, be aware that names may be stored in the original language with official transliterations, and character differences can affect search results.
The European Business Registers portal
The Business Registers Interconnection System, accessible through the European e-Justice portal, provides a unified entry point for searching company information across EU member states. This system connects national registers and allows cross-border searches through a single interface.
To use this service, navigate to the European e-Justice portal and locate the business registers section. You can search by company name or registration number, and specify which countries to include in your search. The system queries connected national databases and returns matching results with links to more detailed information from each national registry.
While convenient for initial searches, the interconnection system may not provide the same depth of information as direct access to national registries. For detailed research, you may need to follow links to individual national portals or access them directly using the specific guides below.
Germany: Handelsregister
The German commercial register system operates through local district courts across the country. The main online portal provides free access to basic company information, with more detailed documents available for a fee.
To search the German register, access the Handelsregister portal. The search interface accepts company names, registration numbers, or the registered address. German company registration numbers include a court code, register type, and entry number. For example, HRB 12345 indicates a commercial register entry in section B, which covers limited liability companies and stock corporations.
Search results show the company's current registered information, including legal form, registered office, share capital, and management details. You can typically view basic information for free, while official extracts and historical documents require payment through the portal's payment system.
German search tips
When searching German registers, note that company suffixes like GmbH, AG, or KG are part of the official name and should be included. The German alphabet includes special characters like ä, ö, ü, and ß, which may affect search results. Most portals will accept either the special character or the standard two-letter equivalent.
France: Infogreffe and SIRENE
France maintains several interconnected databases for business information. The commercial register is accessible through Infogreffe, which covers companies registered with the commercial courts. The SIRENE database, managed by INSEE, assigns SIREN and SIRET numbers to all French business entities.
The Infogreffe portal provides comprehensive company information including registration details, financial filings, and legal announcements. Basic searches are free, but accessing detailed documents typically requires creating an account and paying per-document fees.
For quick identity verification, the SIRENE database provides free access to basic identification data for any French business using its SIREN number. The SIREN is a nine-digit number unique to each legal entity, while the SIRET extends this with a five-digit code identifying specific establishments.
French search tips
French company names often include accented characters, and searches should ideally include these for best results. The legal form abbreviations like SARL, SAS, or SA are part of the official name. When searching by number, you can use either the SIREN or the full RCS registration number, which includes the city of registration.
Netherlands: KVK Business Register
The Dutch Chamber of Commerce maintains the trade register covering all businesses operating in the Netherlands. The KVK number is an eight-digit identifier assigned to each registered entity.
The KVK online portal offers both free and paid search options. Basic company information is freely accessible, while detailed extracts and certified documents require payment. The portal provides information in Dutch and English, making it accessible to international users.
Search by company name, KVK number, or address to locate entries. Results show the company's official name, registration number, legal form, registered address, and names of authorised representatives. The portal also indicates whether the company is active or has been dissolved.
Dutch search tips
Dutch company names may include BV, NV, or VOF indicating the legal form. These should be included in name searches. The Netherlands uses a straightforward numbering system without regional prefixes, making KVK numbers easy to use across the country.
Spain: Registro Mercantil Central
Spain operates commercial registers at the provincial level, with the Central Commercial Register in Madrid providing coordination and certain central functions. Company information can be accessed through provincial registries or through the central registry for broader searches.
The online portal allows searches by company name, NIF tax number, or registration details. Spanish registration numbers include the province code, volume, folio, and section, reflecting the traditional paper-based registry system that has been digitised.
Access to basic search results is typically free, but obtaining official certificates or detailed extracts requires registration and payment. The system operates primarily in Spanish, though some English language support is available.
Spanish search tips
Spanish companies use legal form abbreviations like SL, SA, or SLU as part of their official name. The NIF is a tax identification number that can be useful for searching if you do not have the registration number. Be aware that historical records may be stored in provincial archives rather than the central system.
Italy: Registro delle Imprese
The Italian business register is maintained by local Chambers of Commerce under a nationally coordinated system. The online portal provides access to company information across all Italian provinces.
To search Italian companies, use the Registro delle Imprese online service. You can search by company name, tax code, or REA registration number. The system returns information including the company's legal form, registered office, share capital, management, and certified email address.
Basic searches and viewing summary information is free. Obtaining official certificates, called visure, requires payment. The types of visure available include current company status, historical records, and certificates for specific purposes such as public contracting.
Italian search tips
Italian company names include legal form abbreviations like SRL, SPA, or SNC. The codice fiscale tax code is a useful alternative search key. Italian registries maintain detailed historical information, making it possible to trace a company's development over time.
Poland: KRS Registry
The Polish National Court Register contains information about companies, foundations, and associations. The online portal provides free access to basic company information with more detailed documents available for download.
Search using the KRS number, NIP tax number, or REGON statistical number. The portal displays company details including legal form, registered address, share capital, management board members, and any registered proceedings such as bankruptcy or restructuring.
The Polish registry is notable for providing comprehensive information free of charge, including access to filed documents such as annual accounts and articles of association. The portal operates in Polish with limited English support.
Polish search tips
Polish uses special characters in company names and these should be included for accurate searches. The legal form abbreviations include sp. z o.o. for limited liability companies and S.A. for joint-stock companies. Multiple search numbers are available, and any of the main identifiers can be used to locate a company.
Common identifier formats across EU countries
Understanding identifier formats helps you search more efficiently and verify that you have found the correct company. Different countries use different numbering systems, and knowing the format can immediately indicate which country's registry to search.
VAT numbers across the EU follow a pattern with a two-letter country prefix followed by a series of digits. For example, DE for Germany, FR for France, NL for Netherlands, ES for Spain, IT for Italy, and PL for Poland. The length and format of the numeric portion varies by country.
Registration numbers are more varied. Some countries use simple sequential numbers, others include geographic codes, and some incorporate information about the register section or company type. Our formats page provides detailed breakdowns of these structures for each EU member state.
Business activity codes use the NACE classification system throughout the EU, providing standardised codes for economic activities. When researching companies, these codes can help you verify that a company operates in the sector it claims to serve.
Frequently asked questions
How do I find a company if I only know its name?
Start with the European Business Registers portal for a cross-border search if you are unsure which country the company is registered in. If you know the country, go directly to that national registry and search by company name. Use the exact spelling including any special characters, and try variations if the initial search returns no results. Include the legal form suffix if known, as this is typically part of the official registered name.
What if the registry is in a language I do not speak?
Many registries now offer English interfaces or at least English instructions for basic searches. Browser translation tools can help navigate foreign-language portals. The European Business Registers portal provides a multilingual interface. For official documents, professional translation services may be necessary, though key data fields like numbers, dates, and addresses are often recognisable across languages.
How can I tell if a company is still active?
Most registries clearly indicate company status, using terms like active, dissolved, in liquidation, or struck off. Check for the status field in search results. If a company shows as dissolved or struck off, it no longer exists as a legal entity. Companies in liquidation are in the process of winding up their affairs.
Can I search for companies by director name?
Some registries allow searches by director or officer name, while others only permit searches by company name or registration number. Where available, director searches can help identify all companies associated with a particular individual. Privacy regulations affect how much personal information is searchable and displayed.
How often are registries updated?
Registries are updated as companies file required documents, which varies by country and document type. Major changes like new directors or address changes are typically reflected within days to weeks of filing. Annual accounts may be filed up to several months after the financial year end. For the most current information, request an official extract rather than relying on online displays.
What does it mean if I cannot find a company?
If a company cannot be found in any registry, several possibilities exist. The company may be registered under a different name than expected, including parent company or trading name variations. The company may be registered in a different country than assumed. The company may be a sole trader or partnership not required to register in the commercial register. Or the company may not be legitimately registered at all, which is a significant warning sign.
Are there costs for using business registries?
Basic searches are free across most EU registries. However, obtaining official documents such as certificates of good standing, full extracts, or historical records typically requires payment. Fees vary by country and document type, ranging from a few euros to over fifty euros for certified documents. Some registries offer subscription packages for frequent users.
Can I access historical company information?
Most registries maintain historical records including previous company names, former addresses, past directors, and filed annual accounts. Access to historical information varies by registry, with some providing free access to recent history and charging for older records. Historical searches can be valuable for understanding a company's development and identifying any concerning patterns.