The Directive of Electronic Registration Companies & Institutions issued by Head of " State Organization for Registration of Deeds & Properties"
Directive of Electronic Registration of Companies and Institutions
In execution of statutory obligations of Note (B), Article 12 of Healthy Administrative System Promotion and Fighting with Corruption Law, as well as Note (2), Article 27 of State Services Management Law, and also upon Article 48 of the 5th Social, Cultural, Economic and Political Development Plan of IR. Iran, and for the purpose of stopping referral of the applicants to public officials and providing the clients with electronic services, from this time forward, all processes related to incorporation, registration and changes of companies and institutions shall be performed electronically and according to the rules and regulations set forth herein:
ARTICLE 1: All applications pertaining to incorporation, registration and changes of companies and institutions shall be filed electronically through www.ssaa.ir. All applicants are required to fill in relevant forms of incorporation, registration and changes, available on the website, provide related information and obtain unique tracking code, given by the website, upon final acceptance of the application.
Sub-article 1: Website assigns a tracking code to every accepted application. In all procedures, applicant is notified by SMS, containing the tracking code, of the progress in his/her file.
Sub-article 2: All notices and notifications for correcting errors or non-registration of an entry, the applicant shall be aware of, will be uploaded in the website and applicant may access to it by his/her tracking code.
ARTICLE 2: Upon receiving incorporation application, company registry reviews the proposed name of the company and will notify the applicant, electronically, of accepting or refusing the suggested name. If the suggested name is confirmed, the applicant must mail the original documents and tracking code to the company registry of Deeds and Real Estate Registration of the province where legal domicile of the legal entity exists.
Sub-article: Applicants who have made changes to the company shall mail the original documents and tracking code to the company registry of Deeds and Real Estate Registration of the province where legal domicile of the legal entity exists, immediately upon registering their changes in the website and receiving the tracking code.
ARTICLE 3: Upon receiving the applicant’s documents and comparing to the originals, the company registry shall take required measures for providing draft copy, identifying the applicant and taking his/her signature, as provided in Article 8 herein, provided that the received application complies with related rules and regulations.
ARTICLE 4: If, under judgment of the relevant authority, the application does not meet the requirements or they deem incomplete, the applicant shall be notified of the errors or defects as provided in sub-article under Article 1. The applicant must correct any defect in the documents within 30 days, otherwise, all submitted documents would be return by mail and any review would be subject to inserting new information on the website and getting new tracking code.
ARTICLE 5: For the purpose of making any change in the companies that have registered before the company registries other than the capital city of the province, the provincial company registry shall, initially, demand the file from the initial registry and then order for registration of changes as per related rules and regulations. The initial company registry shall provide the provincial company registry with demanded documents, all prepared and numbered, within one week as of the date requested.
Sub-article: Provincial company registry must scan and date process the received documents prior to any registration procedure.
ARTICLE 6: Provincial company registry is the authority responsible for reviewing, identifying and confirming the names of legal entities applying for incorporation, registration or name change.
ARTICLE 7: Legal entities are categorized in the website of the company registry as per nature and other statutory rules and regulations as follows:
A. Company registry (including all stock companies, limited liability companies, general partnership companies, joint stock with limited responsibility companies, cooperative companies, joint stock and non-stock companies, etc.)
B. Institutions registry, registrar of institutions subject matter of Article 8 of the Bylaw for Registration and Incorporation of Institutions (enacted 1958)
C. Foreign Branches and Agents Registry (subject matter of Article 14 of executive bylaw of Company Act, enacted 1931)
ARTICLE 8: Upon being confirmed by the relevant expert, following formalities are required to be performed as to the received applications:
ARTICLE 9: In the event the applicant legal entity is domiciled in a city other than the capital of the province, provincial company registry shall send the draft, via system, to the company registry of the legal entity’s domicile for identification and signature. The procedure is notified to the applicant by SMS. Company registry of the legal entity’s domicile identifies the applicant, gets the draft signed, scans the signed draft and sends it, via system, to the provincial company registry. The applicant is furnished with another copy of the said signed copy.
Sub-article 1: Provincial company registry finalizes the last step of registration, incorporation, or making changes in the companies and institutions by uploading the scan file of the signed document on the electronic registration file of the legal entity.
ARTICLE 10: Considering making infrastructure and systematic integration with the official gazette, provincial company registry uploads a copy of registered e-document to official gazette system and informs the applicant electronically. Applicant is required to follow up notice publication and paying fees required by law through the website of the official gazette by having tracking code.
ARTICLE 11: In order to save the records and documentations that contain the original signature of signatories, provincial company registry or company registry of the legal entity’s domicile shall gather every 200 printed documents of each single electronic entry, arrange them in number from 1 to 200, stamp them, and keep them in the registry upon binding.
ARTICLE 12: Provincial company registry shall scan the documents and set up a file on the system, as per related rules and regulations, simultaneously with registration, incorporation of making changes in the companies and institutions.
ARTICLE 13: General Managers of provincial company registries are responsible for getting regular reports of the electronic registration of companies in their subordinate departments, remove probable flaws and order for required utilities in order to foster rendering service to the applicants and promote system quality in line with improvements in business environment.
Sub-article: IT department of State Organization for Registration of Deeds and Real Estates shall have access to the electronic system in order to monitor the managers and authorities involved in company registry’s electronic system.
ARTICLE 14: For the purpose of standardization of registration procedures in the company registry, one working group, presiding by Deputy of Documents Affairs, is formed. General Manager of Company Registry, Directors of Legal Office, Parliamentary Affairs and IT Development Bureau shall be members of the said working group. Secretariat of the working group will be located in the Company Registry Directorate.
Deputy Head of Judiciary and Head of State Organization for Registration of Deeds and Real Estates