State Registry Extract Translation - The Document That Proves a Company Exists, Who Runs It and Who Owns It

What a registry extract is, and its many names

A registry extract is the official statement from a country's company register of a company's current recorded facts: its legal name and form, registration and tax identification numbers, registered address, share or charter capital, directors and persons authorized to represent it, shareholders or partners (in registers that record them), beneficial owners (in a growing number), the date of registration, and any recorded insolvency, liquidation or restrictions. It is called an extract from the Registry of Entrepreneurs and Non-Entrepreneurial Legal Entities in Georgia, a Handelsregisterauszug in Germany and Austria, a visura camerale or certificato di iscrizione in Italy, an extrait Kbis in France, a certificate of incorporation with a current appointments report in the United Kingdom, a certificate of good standing in the United States, an extract from the EGRUL in Russia, an ekstrakt from the Central Registry in the Balkans, a company profile from the SSM in Malaysia or ACRA in Singapore, an odpis from the KRS in Poland, and a hundred other names. It is issued on paper or, increasingly, electronically with a QR code or a verification number, and it is valid for a short period - most authorities want it issued within the last one to three months - because the facts it records change.

Georgian Public Registry extracts for use abroad

Georgian companies present their extract abroad when founding a foreign subsidiary or branch, opening a foreign bank account, bidding on foreign tenders, signing with a foreign counterparty who runs a know-your-customer check, registering for VAT or as an exporter abroad, litigating or arbitrating abroad, and applying for the visas of their directors and employees. The extract is issued by the National Agency of Public Registry through the House of Justice or online, in Georgian, with the registration number, the directors' and partners' names and the charter capital; for use abroad it is apostilled through the Ministry of Justice route in one to three business days and translated into the target language with a notarized translation, which most foreign registries and banks accept, while some - German Handelsregister courts, Italian notaries, Spanish registries, Brazilian juntas comerciais - require re-certification by their own sworn translators, which we arrange through partners using our text. We translate the extract with the company's name rendered as in its own English documents where it has them, the legal form explained in a note (a Georgian LLC is not an English limited company or a German GmbH, and the note says so), directors' and partners' names transliterated consistently with their passports, and every number reproduced exactly.

Foreign registry extracts for use in Georgia

Foreign companies present their extract in Georgia when founding a Georgian subsidiary, branch or representative office at the House of Justice, when opening a corporate account at a Georgian bank, when buying property through the Public Registry, when signing a notarial contract, when bidding on Georgian state tenders, when litigating in Georgian courts, and when their directors apply for residence permits based on the company. The Public Registry, notaries, courts and the Public Service Development Agency require a notarized Georgian translation of the extract apostilled (or legalized, for non-Hague countries) in the issuing country; banks require a certified or notarized translation and read the extract for beneficial ownership. We translate extracts from every register into Georgian in 1-2 hours from the apostilled original, verify electronic extracts through their code and notarize the translation with a printout, explain the foreign legal form in a note (a Ltd, a GmbH, an S.r.l., a Sdn Bhd, an OOO, a ХХК), and render the registration number, the directors, the signing authority and the shareholders exactly, because the Public Registry checks the signing authority on the extract against the person signing the Georgian application.

Signing authority, beneficial owners and what registries check

A registry extract is read for three things above all. Signing authority: who may represent the company, alone or jointly, and with what limits - the Georgian Registry, foreign registries, notaries and banks check this against the signature on the document in front of them, and a translation that renders "jointly with another director" as simply "director" causes a rejected registration or an invalid contract. Beneficial ownership: registers in the EU, the UK and many other jurisdictions now record beneficial owners, Georgian banks and the Public Registry ask about them, and the extract's ownership section must be translated exactly with the percentages and the chain of holding. Status: a recorded insolvency, dissolution, strike-off warning or restriction on the extract changes everything, and it must be translated prominently rather than buried. We translate every section of the extract, including historical entries where the register shows them, with the structure preserved so that the reader can find each fact where the register put it.

Related documents: certificates of incorporation, good standing and incumbency

Registries and banks in different countries ask for different proofs of the same facts, and a file often needs several. The certificate of incorporation proves the company was formed; the certificate of good standing or of existence proves it is still on the register and not dissolved; the certificate of incumbency, issued by a company secretary or registered agent in offshore and common-law jurisdictions, lists the current directors and shareholders where the public register does not; the register of members and register of directors are the company's own records; and the registered agent's certificate and the memorandum of association accompany the extract in some jurisdictions. Georgian authorities meet these from British, Cypriot, Maltese, BVI, Cayman, Delaware, Hong Kong and Singapore companies, and we translate them into Georgian with a note explaining what each proves, since a Georgian notary may not know that a certificate of incumbency is the only source of directors' names for a BVI company.

Pricing, timing and how to order

Registry extracts are priced at a fixed rate per extract for standard lengths and per page for long extracts with history, with a modest supplement for rare languages, plus the notary's fee; the apostille on a Georgian extract at the state fee plus handling, and sworn re-certification abroad at the partner's rate. Translation takes 1-2 hours from the moment the extract is with us.

To order, send the extract as a PDF or clear photos of every page on WhatsApp, Telegram or email, and tell us the registry, bank, notary or authority and the country; the quote arrives within 15 minutes with the level and sequence we recommend and a reminder of the validity window the receiver applies. For Georgian extracts going abroad we obtain the extract and the apostille on request; for foreign extracts bring the apostilled original to Agmashenebeli 117, near Marjanishvili Metro, when the translation is ready, or courier it from any city. Delivery is by scan when the notary signs, by collection, by same-day courier in Tbilisi or by courier anywhere.

Frequently asked questions

Other corporate and legal documents