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A Certificate of Incumbency officially confirms who holds key positions in your company - think directors, officers, and major shareholders. Under Belgian corporate law, this document proves who has the authority to sign contracts, open bank accounts, or make important business decisions on behalf of the organization.

Banks, business partners, and regulatory bodies in Belgium often request this certificate when you're setting up new accounts, joining tender procedures, or completing major transactions. It's particularly important for international deals, where Belgian companies need to show their signing authority is legitimate according to both local and EU requirements. Getting it notarized adds an extra layer of legal validity.

Get your Certificate of Incumbency ready when establishing new business relationships in Belgium, especially with banks, government agencies, or international partners. You'll need it to prove your company officers have proper signing authority for major transactions, like opening corporate accounts, bidding on public contracts, or finalizing real estate deals.

Belgian companies frequently use these certificates during mergers and acquisitions, when registering with regulatory bodies, or setting up foreign subsidiaries. Having this document prepared ahead of time speeds up due diligence processes and prevents delays in time-sensitive deals. International partners often require it before signing significant contracts or transferring substantial funds.

• Standard Corporate Certificate: The most common version used for basic company verification, listing directors, officers, and shareholders with their roles and signing powers
• Bank-Specific Format: A tailored version meeting Belgian banking requirements, often including specimen signatures and specific corporate powers
• International Trade Certificate: Enhanced version with apostille certification for cross-border transactions, following EU authentication standards
• Regulatory Compliance Version: Detailed format for Belgian regulatory bodies, including additional corporate governance details and compliance statements
• Simplified Board Certificate: Streamlined version focusing only on board members and their voting rights, commonly used for internal purposes

• Corporate Officers: Sign and verify the Certificate of Incumbency to confirm their roles and authority within the company
• Company Secretary: Prepares and maintains the certificate, ensuring accuracy of corporate records
• Belgian Notaries: Authenticate the document and provide official certification for legal validity
• Banks and Financial Institutions: Request and rely on the certificate when opening accounts or approving transactions
• Business Partners: Use it to verify authorized signatories before finalizing major contracts
• Government Agencies: Require the certificate for regulatory compliance and official registrations

• Company Details: Gather your company's official registration number, registered office address, and incorporation date from the Belgian Business Registry
• Officer Information: Compile full names, titles, and appointment dates of all directors, officers, and key shareholders
• Corporate Documents: Have your articles of association and recent board resolutions ready for reference
• Signature Specimens: Collect authorized signatures from all listed officers and directors
• Notary Arrangements: Schedule an appointment with a Belgian notary for authentication
• Translation Requirements: Prepare translations if needed in French, Dutch, or German for different regions

• Company Identification: Full legal name, registration number, and registered office address according to Belgian Business Registry
• Corporate Authority Statement: Declaration of current validity and compliance with Belgian Company Code
• Officer Details: Names, positions, appointment dates, and specific powers of all listed individuals
• Share Capital Information: Current share structure and major shareholder details
• Authentication Section: Notary certification block meeting Belgian legal requirements
• Signature Block: Designated spaces for authorized signatures with official company seal
• Date and Duration: Issue date and validity period of the certificate

While both documents verify organizational authority, a Certificate of Incumbency differs significantly from a Certificate of Authority in several key aspects under Belgian law.

• Scope of Verification: A Certificate of Incumbency provides comprehensive proof of all current officers, directors, and shareholders, while a Certificate of Authority focuses solely on specific individuals' power to act on behalf of the company
• Duration and Updates: Incumbency certificates require regular updates to reflect board changes and are typically valid for 3-6 months, whereas Authority certificates often remain valid until explicitly revoked
• International Recognition: Incumbency certificates are widely accepted for cross-border transactions and foreign business relationships, while Authority certificates primarily serve domestic Belgian purposes
• Legal Requirements: Incumbency certificates must include detailed corporate structure information and notarization, but Authority certificates can be simpler, focusing on specific delegated powers