Country requirements

Proof-of-company-registration document requirements per country of registration.

For the conceptual onboarding flow, see the account holders concept; for proof of address, see Proof of address.

List by country

🇫🇷 France🇧🇪 Belgium🇳🇱 Netherlands🇩🇪 Germany🇮🇹 Italy🇪🇸 Spain

Document retrieval

Whenever possible, Swan retrieves required documents independently. If the account holder provides documents directly, they must be written in the Latin alphabet and meet the following validity requirements:

• Proof of Registration: must have been issued within the last 3 months.
• Other supporting documents (such as Articles of Association): must have been issued within the last 6 months, or be the most recent version available if no amendments have been made.

Document requirements

Country of registration vs. IBAN country

The document requirements on each country page apply based on the company's country of registration, not the country of the IBAN. For example, a company registered in Germany that holds a Dutch IBAN follows the requirements on the 🇩🇪 Germany page.

General format requirements

All submitted documents must meet these standards:

• Complete and comprehensive: Documents must be comprehensive, accurate, and legally compliant.
• High quality: Submit high-quality scans or photos only. Screenshots aren't accepted.
• Full document visible: All four corners must be visible with no cut-off edges.
• All pages included: Multi-page documents must include every page.
• Preferred format: PDF.

Screenshots not accepted

Swan's KYC process doesn't accept screenshots as valid documents. Submit high-quality original scans or photos only.

Who provides each document

Swan retrieves some documents automatically, while the account holder or Partner provides others.

• Swan retrieves: Proof of Registration for supported countries where registry access is available (such as France's INPI registry and the Netherlands' KVK). Where available, Swan also retrieves UBO declarations from official registries.
• Account holder provides: Articles of Association, Power of Attorney, identity documents, proof of address, and any documents not available through official registries.

Each country page indicates whether Swan retrieves a document or the account holder provides it.

Meeting minutes

Meeting minutes must be comprehensive, accurate, and legally compliant. Make sure they include the following key elements:

1. The header should include the following information:
   • Name of the association.
   • Date, time, and location of the meeting.
   • Type of meeting (such as an annual general meeting or a board meeting).
2. Include the list of attendees, including board members and any other participants. Make note of anyone absent and whether their absence was excused.
3. Include the agenda for the meeting.
4. Two signatures are required:
   • The person who prepared the minutes.
   • Chairperson or President of the association.

Additional documentation

Depending on the company type, business activity, and applicable regulations, Swan may request additional documentation at any stage of the account lifecycle. The documents listed on the country pages are standard requirements, not an exhaustive list.