How do I initial or quote social documents?
Verified 07 November 2024 - Directorate for Legal and Administrative Information (Prime Minister)
Depending on the type of business, a certain number of social documents (minutes of meetings, register of minutes) must be marked and initialed before they can be used for the first time.
The rating corresponds to the page numbering a book, register or repertoire. It is intended to prevent the substitution of one or more pages.
The initialing, for its part, is an abridged signature made on a certain date on the business records by a competent authority. It gives an authentic character to the document.
The odds and the initialing, together, prevent any falsification, that is, any addition, replacement, or deletion of a document or page in the registry.
Warning
The rating and initialing must be affixed to the social documents before use.
The documents that need to be dimensioned and initialed depend on the legal form of the business:
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Limited Liability Company (LLC)
SARL (several partners)
The register of minutes of decisions taken at the general meeting by the members must obligatory be initialed and quoted.
FYI
The register may be kept electronically. The minutes must then be signed electronically in accordance with specific rules to ensure the authenticity of the documents. The dimension and initialing are not required in this case.
EURL
The register of decisions taken by the single member shall obligatory be initialed and quoted.
FYI
The register may be kept electronically. The minutes must then be signed electronically in accordance with specific rules to ensure the authenticity of the documents. The dimension and initialing are not required in this case.
Simplified share business (SAS)
SAS (multiple partners)
The register of minutes of decisions taken at general meetings by the members can be initialed and rated, but it's not a requirement.
FYI
The register may be kept electronically. The minutes must then be signed electronically in accordance with specific rules to ensure the authenticity of the documents. The dimension and initialing are not required in this case.
SASU (Single Partner)
The register of decisions of the single member can be initialed and rated, but it's not a requirement.
FYI
The register may be kept electronically. The minutes must then be signed electronically in accordance with specific rules to ensure the authenticity of the documents. The dimension and initialing are not required in this case.
Public limited company (SA)
SA to Board of Directors
The register of minutes of deliberations of the management board must be marked and initialed.
The minutes may also be drawn up on numbered loose sheets without discontinuity. They must be initialed and bear the seal of the initialing authority.
The register of minutes of deliberations of the shareholders' meeting must also be initialed and quoted.
FYI
The register may be kept electronically. The minutes must then be signed electronically in accordance with specific rules to ensure the authenticity of the documents. The dimension and initialing are not required in this case.
SA with Executive Board and Supervisory Board
The register of minutes of deliberations of the supervisory board must be marked and initialed. The minutes may also be drawn up on numbered loose sheets without discontinuity. They must be initialed and bear the seal of the initialing authority.
The register of minutes of deliberations of the shareholders' meeting must also be initialed and quoted.
FYI
The register may be kept electronically. The minutes must then be signed electronically in accordance with specific rules to ensure the authenticity of the documents. The dimension and initialing are not required in this case.
civil business
The register of minutes of meetings of the partners duty be initialed and signed. The minutes may also be drawn up on numbered loose sheets without discontinuity. They must be initialed and bear the seal of the initialing authority.
FYI
The register may be kept electronically. The minutes are then signed electronically in accordance with specific rules to ensure the authenticity of the documents. The dimension and initialing are not required in this case.
To have documents quoted and initialed, you must go to one of the following authorities:
- Mayor or Deputy Mayor
- Registrar of the Commercial Court
Who shall I contact
- Judge of the Judicial Tribunal
Who shall I contact
The cost varies depending on the authority that rates and initials the document.
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Town Hall
Having a document quoted and initialed in town hall is free.
Commercial Court and Judicial Court
It costs approximately to have a document dimensioned and initialed €3, plus shipping costs.