Company Incorporation Forms

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1 Company Incorporation Forms Registered office: Leicester Court, Suite 2, Edgar Bernard Street, Gzira GZR 1702, Malta. Telephone: Facsimile:

2 Company Incorporation Forms INDEX Pages Company Details Form 2-5 This form contains all the necessary details required to draft the company s Memorandum and Articles of Association and other documentation related to the company s incorporation. It also contains details related to the company s structure, business activities and administrative issues. The details on page 5 which relate to the company s bank account need only be completed if the bank account is to be opened in Malta. Personal Details Form 6 This form must be completed and signed by every individual who is a direct or indirect shareholder, ultimate beneficial owner (UBO), director, chairman, president, legal and judicial representative, company secretary, senior management in any company in the structure. Personal Declaration 7 This declaration must be completed and signed by all individual shareholders, beneficial owners and individual directors of the Maltese company and the individual directors of a corporate shareholder of the Maltese company. Corporate Declaration 8 This declaration must be completed where the shareholder of the Maltese company is a body corporate and signed by the directors or authorised representative of such corporate shareholder. This declaration must be accompanied by a board resolution. Documentation The due diligence documentation listed must be submitted in original or notarised and apostilled. See other important notes. 9 Appendix 1 Schedule of Costs (payable to the Registry of Companies) 10 Appendix 2 Schedule of Fees (payable to Avanzia Taxand Limited) 11

3 Company Details Form Proposed Company Name First Preference: Second Preference: Third Preference: Company name should end with the word Limited or Ltd. Registered Office in Malta You may use our registered office as the company s registered office (refer to page 11 for annual fee). Should you wish to use an alternative address, please indicate the full address below. Address cannot be a P.O. Box. Company Objects Holding Company. The standard objects clause will normally read as follows: To subscribe for, acquire, hold, dispose of or otherwise deal in all kinds of securities including shares, stocks, debentures, debenture stock, bonds, notes, options, interests in all kinds of companies, corporations, entities, partnerships or other body of persons and to manage and administer any of the afore-mentioned property or any other property permitted by law. Indicate source of income: Dividend. [Indicate shareholding %] Interest Royalties Trading company Please specify very clearly the main trading activity or activities: Anticipated business interest to the extent of more than 90% outside Malta: The company cannot carry on any activity or service which requires a license or is otherwise regulated under the Investment Services Act, the Insurance Business Act, the Insurance Intermediaries Act, the Banking Act, the Financial Institutions Act, and the Trusts and Trustees Act, without a licence or other appropriate authorisation from the Malta Financial Services Authority. 2

4 Company Details Form Share Capital Currency (e.g. Euro) Authorised Capital Issued Capital % Paid Up (e.g. 100%) Number of Shares Nominal Value The minimum authorised and issued share capital is 1,200 which may be denominated in any currency. The company must prepare audited financial statements in the same currency in which the share capital is denominated and any tax payment and / or tax refunds are effected in the same currency. The amount is to be deposited in a Maltese or foreign bank account prior to the registration of the company and original advice or deposit slip should be forwarded to Avanzia Taxand for presentation to the Registry of Companies before registration of the company. Shareholders / Beneficial owners Given Name Surname Number of Shares Fiduciary Services Required It is possible to register a single member company (one shareholder) provided no director or shareholder of such company is a body corporate, the company s main activity is clearly stated and the business of the company is to consist principally of such activity. All shareholders and beneficial owners are to complete the Personal Details Form (on page 6) and Declaration (on page 7 or 8) as well as provide all the required due diligence documentation listed on page 9. Quorum for ordinary shareholders resolutions (usually 51%): % Quorum for extraordinary shareholders resolutions (usually 75%): % 3

5 Company Details Form Director/s - At least one person has to act as company director. The director need not be resident in Malta and may be an individual or a corporate entity. We may act as company directors please refer to page 11 for annual director s fee. No. of Board Members Quorum for Board Meetings Name Surname Passport or ID Number. Legal and judicial representative/s (may be one or more of the company directors) Name Surname Passport or ID Number. Company Secretary (must be an individual but not necessarily resident in Malta) Name Surname Passport or ID Number. Accounting Reference Date (Financial Year End) (The first accounting period must be between 6 months and 18 months from the incorporation date. By default the company s financial year end is 31 st December and the tax return date is 9 months following the financial year end, that is, 30 th September of the following year). Company Auditors in Malta Company Bankers (Our firm has a very good relationship with Bank of Valletta plc ( with respect to the opening of bank accounts). 4

6 Company Details Form The following information is only required if the company will have a bank account in Malta. Account type and currency Other accounts required (please specify account type and currency or currencies) Withholding tax at 15% on interest income to be deducted by bank Signatories Every signatory is to complete the Personal Details Form and provide the documents listed therein. The copy of the passport must be authenticated by a reputable bank. Signing instructions (e.g. any one or any two) Fax indemnity (If yes, please indicate the facsimile number ) Internet banking required Estimated turnover or income (per annum) Anticipated geographical contacts / source of income (Please indicate the countries through which transactions are commonly carried out or from where income will be derived) Any other additional / relevant information 5

7 Personal Details Form This form is to be filled in by every individual in any of the following capacities: Direct or indirect shareholder, ultimate beneficial owner (UBO), director, chairman, president, legal and judicial representative, company secretary, senior management in any company in the structure. Name and surname: Residential address: (no P.O. Box) Home telephone: Work telephone: Mobile number: Facsimile: address: Date of birth: Place of birth: Passport number: Place of issue: Date of issue: Valid until: Nationality: Occupation: Country of tax residence: Date: Day Month Year Signature: Write full name and surname in capital letters 6

8 Personal Declaration I, the undersigned, (insert full name and surname) residing at _ (insert full residential address) and having passport number hereby declare and confirm that: 1. The personal details I have given you are true and correct in every respect; and 2. I have never been convicted of any offence (other than minor offences in connection with the use or ownership of a motor vehicle); and 3. I have never been adjudged bankrupt; and 4. I have never been the subject of an investigation by a governmental, professional or other regulatory or statutory body; and 5. I have never been an officer or shareholder of a business entity which has been the subject of an investigation as aforesaid, or which has been adjudged bankrupt, compulsorily wound up or has made any compromise or arrangement with its creditors; 6. I, and my immediate family, are not politically exposed persons and none of us are or have been entrusted with prominent public functions (1) ; 7. I declare that my total wealth amounts to approximately (value in Euros) which mainly originates from (source of wealth) (2) ; 8. I am the ultimate beneficial owner of ordinary shares of each in a company to be registered in Malta under the name of and they are being held for my sole benefit and I am not acting as nominee or trustee for third parties (2). Date: Day Month Year Signature: Write full name and surname in capital letters (1) Delete if not applicable (Please note that Politically Exposed Persons are natural persons who are or have been entrusted with prominent public functions and shall include their immediate family members or persons known to be close associates of such persons). (2) To be completed by shareholders and /or beneficial owners only. 7

9 Corporate Declaration *We, the undersigned being the director/s or authorised representatives of (hereinafter referred to as the Company ) and duly authorised by the board of directors of the same Company hereby solemnly declare and confirm that: 1. The details, information and documentation given to Avanzia Taxand in connection with the application for the registration of are true and correct in every respect; and 2. The Company has never been the subject of an investigation by a governmental, professional or other regulatory or statutory body; and 3. The Company has never been adjudged bankrupt; and *4. The Company is the beneficial owner of shares in a company to be registered in Malta under the name of and they are being held for the Company s sole benefit. The Company is not acting as nominee or trustee for third parties. 5. The funds held by the company are not in any way linked to money laundering activities; 6. The company has never been in breach of any laws or regulations related to money laundering; 7. Any change or changes to the foregoing will be immediately communicated in writing to Avanzia Taxand. Date: Day Month Year Signature: Write full name and surname in capital letters Date: Day Month Year Signature: Write full name and surname in capital letters *Delete if the company is not the immediate shareholder of the Maltese company. 8

10 Documentation All due diligence documentation must be presented together with the original completed forms before the company is incorporated. All documents must be either in original or as certified true copies 1. Certified true copies must be authenticated by a reputable bank, firm or professional person or alternatively notarised and apostilled. The documentation must not be older than six months. Individuals Direct shareholders, ultimate beneficial owners, directors, legal and judicial representatives, company secretary and other involved parties who are individuals need to submit the following documentation: 1. Copy of valid passport (for EU citizens a valid identity card is sufficient); 2. Detailed curriculum vitae including details of any public office held or official political affiliation; 3. A bank reference which includes the residential address (on letterhead, dated and signed in original); 4. A professional reference (on letterhead, dated and signed in original); 5. Utility bill (such as water and electricity, gas, fixed line telephone (no mobile)). All involved individuals must complete, sign and submit the personal details form and the personal declaration (on pages 6 and 7). We reserve the right to confirm references and other documentation and we will also conduct a World- Check search on every involved individual. Legal Entities Corporate shareholders or involved entities must submit the following documentation: 1. Memorandum and Articles of Association or similar constitution document (in the original language and a certified translated copy in English); 2. Certificate of incorporation; 3. Certificate of good standing; 4. Bank reference (for non EU entities); 5. Personal details of the directors and ultimate beneficial owners (see above); 6. Extract of the members register showing details of the company s shareholders; 7. Detailed and certified group structure up to the ultimate beneficial owners (UBOs) signed by an authorised official or secretary of the parent company. If the above documentation does not sufficiently prove that a person is authorised to sign for and on behalf of a corporate entity subscribing to shares in a Maltese company, we need a document which evidences such empowerment (such as a board resolution or power of attorney). Furthermore, every legal entity which holds shares in the Maltese company must complete the company declaration on page 8. We reserve the right to request additional due diligence documentation to satisfy our obligations under the Prevention of Money Laundering and Funding of Terrorism Regulations. 1 The certification must clearly indicate that the document is a true copy of the original, that the document has been seen and verified by the certifier and if the document being certified is a passport, then the certification should indicate that the photo is a true likeness of the applicant for business. 9

11 Schedule of Fees APPENDIX 1 Registration fees payable to the Registrar of Companies are calculated on the basis of the company s authorised share capital as follows: Authorised Capital Registration fee Up to 1, Over 1,500 up to 5, for each 500 or part thereof Over 5,000 up to 10, for each 1,000 or part thereof Over 10,000 up to 50, for each 2,500 or part thereof Over 50,000 up to 100, for each 10,000 or part thereof Over 100,000 up to 250, for each 15,000 or part thereof Over 250,000 up to 500, for each 10,000 or part thereof Over 500,000 up to 1,000,000 1, for each 20,000 or part thereof Over 1,000,000 up to 2,500,000 1, for each 50,000 or part thereof Over 2,500,000 2,250 Annual fees payable to the Registrar of Companies are also calculated on the basis of the company s authorised share capital and are as follows: Authorised Share Capital Annual Fee Up to 1, Over 1,500 up to 5, Over 5,000 up to 10, Over 10,000 up to 50, Over 50,000 up to 100, Over 100,000 up to 250, Over 250,000 up to 500, Over 500,000 up to 1,000, Over 1,000,000 up to 2,500,000. 1,200 Over 2,500,000 1,400 If the share capital is not denominated in Euros, the ECB rate is used to convert the capital into Euros and then calculate the above fees accordingly. 10

12 Schedule of Fees APPENDIX 2 The following is a breakdown of the fees charged by Avanzia Taxand. The fees are exclusive of VAT at 18% and any disbursements: Incorporation This amount covers the name reservation with the Registry of Companies, drafting and/or review of the Memorandum and Articles of Association, applying to the Inland Revenue Department for duty on documents exemption, opening a bank account in the name of the company, registering the company with the Registry of Companies, registering the company with the Inland Revenue Department and the VAT Department (where applicable) and submitting incorporation documents to the bank to regularise the bank account. Registered Office Includes use of our registered office, telephone and fax numbers. Other out of pocket expenses will be billed separately. Total Tax Support (Tax Compliance) Preparation and submission to the tax authorities of the company s income tax returns, schedules and prescribed attachments (including the Tax Index of Financial Data) and applying to the International Tax Unit for tax refunds where appropriate. Management and Administrative Services This retainer fee covers administrative duties and functions and applies when no company directors are provided by Avanzia Taxand. Directorship (including Management and Administration Services) This retainer fee covers administrative duties and functions when directors are provided by Avanzia Taxand. 3, ,000 1,500 3,000 Company Secretarial / Corporate support 900 Book-keeping and accounting (minimum annual fee) 1,400 Incorporation fees and retainer fees are to be remitted in Euros to our bank account held with HSBC Bank Malta plc. The relevant details are as follows: Beneficiary: Avanzia Taxand Limited Account Number: IBAN: MT74 MMEB Bank: Address: Swift Code: HSBC Bank Malta plc High Street, Sliema SLM 1549, Malta MMEB MT MT 11

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