1. Introduction

The Companies and Intellectual Property Commission (CIPC) maintains a register of Beneficial Ownership (BO) for all qualifying companies and close corporations. Any individual holding 5% or more of beneficial ownership in an entity must file their details with the CIPC.

This guide explains how Affected Companies should submit their Beneficial Ownership information via the new CIPC e-services platform. It also covers the key legislative and practical aspects of filing.

Note: To use this e-services portal, you must be a registered CIPC customer with a valid customer code and password.

2. Preliminary Notes

1. Customer Registration:
   Refer to the Customer Registration Guide on the CIPC website if you need help registering on the new e-services portal.
2. Payment Method:
   • The only payment option on the new e-services system is credit or debit card.
   • Payment is required only when you transact.
   • The previous deposit system is no longer available for company registrations.
3. Documentation Submission:
   • No documents should be emailed to the CIPC unless specifically requested.
   • By registering and logging in on the portal, you agree to the CIPC Terms and Conditions.
   • At any time, the CIPC may request relevant records as required under the Companies Act (71 of 2008).
4. Purpose of Filing:
   • The law mandates keeping an official register of beneficial owners for each company or close corporation.
   • Anyone holding more than 5% beneficial ownership must file.
   • This guide shows you how to submit details of your beneficial owners using the automated online service.

3. Quick Filing Step

3.1 Access the E-Services Portal

1. Go to www.cipc.co.za → Online Transacting → New E-services
   (You can also directly visit https://eservices.cipc.co.za/ )
2. Enter your Customer Code, Password, and Security Code.
3. Check the box to agree to CIPC Terms & Conditions, then click Login.

3.2 Select the Beneficial Ownership Service

1. Click on Transact.
2. From the available options, choose Beneficial Ownership.
3. You’ll see a Declaration Information page. Click I Agree then Continue.

3.3 Choose Your Application Status

You’ll encounter four grids showing different statuses of past or ongoing filings:

• In Progress Applications: Filings started but not yet completed.
• Nullified / Rejected Applications: Filings that did not comply with regulations or were invalid.
• Draft / Pending Applications: Filings not finalized or waiting for OTP confirmation.
• Completed Applications: Filings submitted and processed successfully.

To start a new transaction, select New.

3.4 Select the Relevant Entity

1. A list of entities associated with your customer code appears.
2. To file for a specific enterprise, click the blue hand icon next to it or search using the text box.

3.5 Confirm Enterprise Details

• Enterprise Number
• Enterprise Name
• Type
• Status
• Filer’s Contact Details

Upload the required mandate (authorization for filing on behalf of the entity). Then click Continue.

3.6 Choose the Correct Company Type

1. After uploading the mandate, a Beneficial Ownership Register page will appear.
2. Under Select Company Type, choose Affected Company.
3. Click Continue.

3.7 Upload Mandatory Documents

For Affected Companies, you must upload:

1. Certified ID copy of the filer (valid within 3 months).
2. Original Mandate (signed authorization from the company).
3. Beneficial Interest Register (per Section 56(7)(aA) of the Companies Act).

Once uploaded, the Upload Documents button becomes inactive if all required files are uploaded. Click Continue.

3.8 Finalize Your Submission

1. A summary screen will show your filing.
2. If everything is correct, click Submit.
3. An OTP (One-Time Pin) will be sent to the filer’s cellphone and email on record.
4. Click the red “X” under Confirmed to validate the OTP.
   • Enter both the SMS OTP and Email OTP (make sure to use uppercase “S” or “E” as sent).
   • Click Verify.

3.9 Completion

1. Once OTPs are verified, the red “X” changes to green, indicating your filing is confirmed.
2. Click Finish to end the process.
3. The system returns you to the Home page. You’ll see your filing under Completed Applications, and you’ll get an email notification of the submission.

4. Explanatory Notes & Legal Framework

4.1 The Mandate

The filer must have a written mandate from the entity (e.g., resolution, letter, power of attorney) authorizing them to act on the company or CC’s behalf. This mandate:

• Must be on official letterhead.
• Must name a natural person (the filer) with a valid CIPC customer code.
• Must be signed by the required majority of directors or all members in a close corporation.

4.2 Filing Status Grids

• In Progress or Draft filings are not yet complete. Only Completed filings are officially recognized.
• Nullified/Rejected indicates a filing that failed for compliance reasons.

4.3 Entity Status

Entities classified as active or in business rescue can file BO details. Those in final deregistration, liquidation, or dissolution cannot file.

4.4 Entity Types Requiring BO Submissions

• Profit companies
• Non-profit companies
• External companies
• Close corporations

4.5 Ownership Threshold

Individuals owning or controlling at least 5% must be declared. If below 5%, no filing is required.

4.6 Company Classification

• Affected Companies: Public companies, state-owned companies, certain private companies.
• Non-Affected Companies: All others.

5. Conclusion

Filing Beneficial Ownership data for Affected Companies is a legal obligation that promotes transparency. By following the above steps carefully—and ensuring your mandate and documents are in order—you’ll fulfill the CIPC requirements and avoid delays or rejections.

For more information or to clarify any steps, please contact the CIPC call centre at 086 100 2472 or visit the official website at www.cipc.co.za.