For all electronic submissions as indicated above, e-signatures are being accepted along with scanned copies of the relevant documentation; for example, notarials and powers of attorney. Where originals are required, an undertaking must be given by the company’s director or attorney-at-law, to file the original documents as soon as possible.
Documents such as company charges with statements of charge, Bills of Sale, Instruments of share transfer, applications for the renewal of registration of trademarks and the payment of prescribed fees for patents and patent applications which are required to be filed within the timelines stipulated by legislation should be scanned and emailed using the address
firstname.lastname@example.org. In such circumstances, the Office will recognise the date of receipt of the emailed documents pending submission of the physical documents, provided that the filing fee is paid via EZPay+ and evidence of payment is also submitted. The physical documents are to be submitted as soon as is reasonably possible.
The Corporate Registry will accept corporate documents from another jurisdiction without the requirement of notarial certification provided that these documents can be independently verified (for example, if they contain a QR Code or some other access code which allows the same document to be viewed on the issuing Corporate Registry’s website).If there are no such means of independent verification, the Registrar will accept, without notarial certification during the prevailing circumstances, corporate documents which have been executed outside of the jurisdiction where the documents are supported by an affidavit which has been sworn by counsel for the body corporate, in accordance with Section 407 of the Companies Act, Cap.308 as amended, and which verifies the authenticity of the documents and the facts contained therein.
The public is also reminded of the changes to the filing deadlines for annual returns that came into effect in 2019, so as to afford companies a longer period during which they can make their filings. In accordance with section 15A of the Companies Act, Cap. 308, as amended, the deadlines for filing 2020 Annual Returns are as follows:
- Companies incorporated between January 1st and June 30th in any given year, must file by June 30th, 2021.
- Companies incorporated between July 1st and December 31st in any given year, must file by December 31st, 2021.
In addition to the above, the Office will also try to facilitate urgent or emergency requests or matters on a case by case basis. Any such emergency requests should be emailed to Ms. Casey Boyce, Deputy Registrar (ag.) at email@example.com.
Dated this 1st day of February, 2021
Tamiesha N. Rochester
Corporate Affairs and Intellectual Property
Corporate Affairs and Intellectual Property Office
Ground Floor BAOBAB Tower