Cyprus Companies are required to keep and maintain their Statutory Records at their Registered Office either as hard copies or electronically. The statutory records are very important not only because they are required by Company Law (Cap.113) but also to comply with EU anti-money laundering legislation. Many professionals like lawyers, accountants, auditors and banks are obliged to request these records (especially the register of shareholder) before accepting you as their client.

THE STATUTORY RECORDS REGISTERS INCLUDE THE FOLLOWING

1. The Register of Shareholders which should disclose:
  • The Names, Nationality, Date of Birth of the shareholders and beneficial owners verified by their IDs/Passports;
  • The Residential Addresses of the shareholders verified by their Utility Bills;
  • The occupation of the Shareholders;
  • The number of shares held by each shareholder and the consideration paid;
  • The history of past shareholders (by date);
  • The Trust Deeds made in case of nominee shareholders.
2. The Register of Directors which should disclose:
  • The Names, Nationality, Date of Birth of the Directors verified by their IDs/Passports;
  • The Residential Addresses of the Directors verified by their Utility Bills;
  • The occupation of the Directors;
  • The history of the directors who resigned (by date);
  • The Trust Deeds and Indemnity Insurances made in case of nominee directors.
3. The Register of Secretaries which should disclose:
  • The Name, Nationality, Date of Birth of the Secretary verified by ID/Passport;
  • The Residential Addresses of the Secretary verified by a Utility Bill;
  • The occupation of the Secretary;
  • The history of the Secretaries who resigned (by date).
  • The Trust Deeds and Indemnity Insurances made in case of nominee secretary.
4. The Register of Charges which should disclose:
  • Charges affecting the assets of the company (including Floating Charges);
  • A short description of the assets charged;
  • The names of the persons entitled to the charge;
  • The amount of the charge.
 
ADDITIONAL DOCUMENTS TO BE MAINTAINED
 
  • The Certificate of Incorporation
  • The Certificate of Registered Office
  • The Certificate of Directors and Secretary
  • The Certificate of Shareholders
  • The Memorandum and Articles of Association (Capital Structure and Internal Procedures)
  • The Audited Financial Statements up to date
  • Company Levy payment receipts
  • Copies of the Annual Returns submitted to the Registrar of Companies
  • Any Minutes kept from General Meetings
  • Any Resolutions passed in General Meetings
  • Any Shareholders Agreements