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Additional consent and identity verification

Where an application to register a company or add directors meets certain criteria, the Companies Office will require additional evidence regarding the proposed directors and/or shareholders prior to processing.

Additional evidence includes:

  • Certified copy of director's consent form signed by every person named as a director of the proposed company.
  • Certified copy of shareholder’s consent form signed by every person named as a shareholder of the proposed company.
  • Proof of residency for every person named as a director of the proposed company such as power, gas or phone or local municipal rates demand.
  • Proof of identity such as certified copy of that person's passport. 


Please refer to the Supporting documents checklist to establish what documentation the Registrar will require prior to incorporation of a company in New Zealand. 

 

 

FAQs

Who can certify a document?

Certified copies of documents must contain an original signature, attestation and contact details from a notary, solicitor or JP, or person of similar standing in the community.

 

Can I provide documents in a language other than English or Maori?

Yes, you can provide documents in languages other than English and Maori however, you are required to provide an official translation of the document. 

 

Why have I been asked to provide further documents in relation to the company directors/shareholders? I have not been asked to provide this information in the past.

Where an application to register a company or add directors meets certain criteria, the Companies Office will require additional evidence regarding the proposed directors and/or shareholders prior to processing.

 

I have submitted the documentation requested and the application has not been processed – why not?

It may take a few working days to process the documentation, thanks for your patience.

 

Can I extend my company application / new director change?

Yes, your company application can be extended online

or you can re-add the director change if it expires on the system before you have provided the requested documentation

 

What if my application expires before I have submitted the documentation requested?

Only applied to new company applications

You will need to re-reserve the name (provided it is still available at that point) and apply to incorporate the company again. You will effectively have to start again, but this can be avoided by extending the application prior to expiry, as explained in the previous question.

 

I have previously provided the documentation you have requested, do I need to provide this again?

The Registrar may require up-to-date documentation. Please contact the Registries Integrity and Enforcement Team (RIET) if you have already provided documentation, and advise for what company. The Registrar will then decide whether documentation is required.

Send an email to RIET@companies.govt.nz

 

What proof of address documents are acceptable?

A certified copy of any of the following proof of residential address documents for each named director dated within three months of the application. Such as,

  • electricity account,
  • landline phone account,
  • water account,
  • gas account,
  • local municipal rates demand,
  • tenancy agreement,
  • lease agreement,
  • original bank statement, or
  • original credit card statement.

Any document provided must be a hard copy that was physically posted to the director’s residential address, within the last three months.

 

What does certified copy mean?

Certified copy means that the document must itself contain an original signature and attestation from one of the individuals below (or equivalent person in the relevant jurisdiction), along with their contact details (including email address and website link, if applicable). The attestation must indicate that the copy is a true copy of an original document. Those who can certify are:

  • Commonwealth representative (as defined in the Oaths and Declarations Act 1957),
  • Member of the Police,
  • Justice of the peace,
  • Lawyer,
  • Notary public,
  • New Zealand Honorary consul, or
  • Chartered accountant (within the meaning of section 19 of the
  • New Zealand Institute of Chartered Accountants Act 1996)

 

Can documents be certified copy in the jurisdiction in which the certified copy is signed?

Yes, however documents may not be certified by a person with an interest in the outcome of the application.

 

What if one of my documents is not in English or Maori?

All documents and or notations in a language other than English or Maori must be accompanied by a certified translation. The translation must be attested by the translator as a true and accurate translation of the document in its original language.

Translations must:

  • not be made by a person with an interest in the outcome of the application,
  • be prepared and certified by a recognised private or official translation service with their contact details,
  • be on the official letterhead of the translation service,
  • bear the stamp or signature of the translator,
  • bear the full name of the translator, and
  • be accompanied by the original documents or certified copies.

 

Can I have the documents returned to me after they have been reviewed?

The documentation can be returned to a specified address upon receipt of a courier bag, or picked up during office hours at Level 18, 135 Albert St, Auckland 1010. However, you must specify if required when providing the documentation, otherwise the documentation will be destroyed.