A bank may request a current extract, a business partner may ask about former company names, and an overseas recipient may specify a certified document. Start with the purpose and exact wording of the request.
1. Record the recipient’s requirements
Keep the document name used in the request. Clarify unclear wording before ordering: a standard PDF, an official version and a document intended for overseas use may be treated differently.
- Which legal entity and register does the request concern?
- Does the recipient need the current position or changes over time?
- Is there a requirement concerning the retrieval date, language or format?
2. Choose the appropriate extract
A current extract presents the current register position. A chronological extract helps research earlier entries on the electronic register sheet. A historical extract may be relevant for records preceding electronic register keeping. Availability depends on the records held.
3. Confirm the company’s identity
Use the full registered name and legal form together with the register court, type and number. These details distinguish similarly named companies. A brand name or website alone is often insufficient. Where a company has changed its name, keep both the former and current names for your research.
4. Separate content from document format
A shareholder list is a separate document, as are annual accounts. For overseas use, ask the recipient to confirm the required form and any additional documents. Forward the requirements in their original wording where possible.
Check the result against the request
Compare the company, register number and document type. Keep the file with its retrieval date. A later retrieval can show a different register position, so the date helps explain which version you used.