Introduction

The Companies and Intellectual Property Commission (CIPC) requires companies and close corporations to keep a Beneficial Ownership (BO) register and file the relevant information. If you are a Non-Affected Company with more than 5% beneficial ownership to declare, this guide will show you how to file your BO information easily using CIPC’s new online e-services platform.

Below is a simple, user-friendly walkthrough, along with important legislative notes and mandatory documentation guidelines.

Contact & General Information

• Address: the dti Campus (Block F – Entfutfukweni), 77 Meintjies Street, Sunnyside, Pretoria
• Postal: P.O. Box 429, Pretoria, 0001
• Call Centre: 086 100 2472
• Website: www.cipc.co.za

Important Notes Before You Begin

1. Registration on New E-Services:
   • If you haven’t yet registered on the new e-services platform, consult the “Customer Registration” guide on the CIPC website.
   • You must be a registered CIPC customer with a customer code and password to file Beneficial Ownership information.
2. Payment Option:
   • The only payment method on the new e-services platform is via credit or debit card.
   • The deposit system is phased out and not available for company registration transactions.
3. Supporting Documents:
   • No documents need to be emailed to CIPC unless specifically requested.
   • Each customer must familiarize themselves with the CIPC Terms & Conditions and agree to them upon registration on the new platform.
   • Keep records of all documents in line with the Companies Act (Act 71 of 2008).
   • CIPC may request original or certified copies at any time.
4. Purpose of Filing BO Information:
   • The CIPC keeps a register of beneficial ownership (BO) for companies and close corporations.
   • Any individual or entity with more than 5% beneficial ownership in a company or CC must file the required information with the CIPC.

Required (Mandatory) Documents for Filing

1. Certified ID copy of the filer (the person submitting the BO info) – dated not older than 3 months.
2. Certified ID/Passport copy of each Beneficial Owner – dated not older than 3 months. (For non-South Africans, a notarized or Commissioner of Oaths passport copy is required.)
3. Signed Mandate (power of attorney, resolution, or letter) authorizing the filer to submit BO information on behalf of the entity. It must be signed by:
   • At least 50% + 1 of the directors of a company, or
   • All the members of a close corporation (CC).
4. Beneficial Interest Register (as per section 56(7)(aA) of the Companies Act).
5. Disclosure Form with a diagrammatic representation of the company’s ownership structure (if the ownership structure is complex).

Step-by-Step Filing on the New CIPC E-Services Platform

1. Access the Platform
   • Go to www.cipc.co.za → Online Transacting → New E-services, or use the direct link: https://eservices.cipc.co.za/.
2. Log In
   • Enter your Customer Code, Password, and Security Code.
   • Check the box to accept the CIPC Terms & Conditions, then click Login.
3. Navigate to “Transact”
   • On the dashboard, click Transact.
4. Select “Beneficial Ownership”
   • Click on Beneficial Ownership to begin the filing process.
5. Agree to Declaration Information
   • You’ll see a Beneficial Ownership Declaration Information page.
   • Click I Agree, then Continue.
6. In-Progress and Previous Filings
   • You’ll see four grids for various application statuses (In Progress, Nullified/Rejected, Draft/Pending, Completed).
   • To start a fresh filing, click New.
7. Choose the Entity
   • All entities linked to your customer code appear. Click the blue hand under “File” next to the relevant entity.
   • Alternatively, use the Search box to find and select the correct entity.
8. Confirm Entity Details
   • A confirmation screen displays key details (enterprise number, name, type, status, etc.).
   • Upload the required mandate (the signed authorization letter/resolution).
   • Click Continue.
9. Complete the Beneficial Ownership Register Page
   • The system shows:
     • Enterprise Name/Number
     • Total Declared Ownership % (initially 0%)
     • A dropdown for Select Company Type
   • Choose: Non-Affected Company WITH Beneficial Ownership to Declare.
   • Click Continue.
10. Add Beneficial Owner(s) Information

• Click NEW to add a Natural Person Beneficial Owner.
• Complete all fields:
  • South African citizen? (Yes/No)
  • Date of Birth & ID/Passport Issue Date
  • ID/Passport Number (SA IDs are verified automatically with the Department of Home Affairs)
  • Beneficial Owner Name, Surname, Email, Mobile Number, Tax Number (optional)
  • Demographic info (select the relevant category), Gender, Disability status
  • Country of Residence and Country of Origin
  • Date of Interest Type & Interest Type (e.g., Shareholding, Voting Right, Appointment of Board, etc.).
    • If you select Shareholding/Beneficial Ownership or Voting Right, a box appears to enter the %.
  • Physical Address (Town/City, Province, Postal Code)
  • Postal Address (If the same as the physical address, click COPY).

11. Save the Beneficial Owner

• After entering all the details, click Save.
• The system returns you to the Company Details page with an Owners Listing showing the newly added BO.

12. Add More Owners or Continue

• To add more beneficial owners, click NEW again and repeat the process.
• If no additional owners, click Continue.

13. Upload Mandatory Supporting Documents

• A new screen prompts you to upload:
  1. Certified ID/passport copies (filer & owners),
  2. Mandate,
  3. Beneficial Interest Register,
  4. Complex ownership diagram (if needed).
• Click Upload Documents. You can upload multiple documents.
• Once done, click Continue.

14. Verify & Submit

• Review all details. If correct, click Submit.
• An OTP (one-time pin) will be sent to your SMS and Email.
• Click the red “X” under Confirmed, then enter both OTP codes in the required fields.
• Click Verify.

15. Finish

• Once OTP verification is done, the red “X” turns green, confirming a successful submission.
• Click Finish to complete the filing.
• The system takes you back to the Home page, and the transaction will appear under Completed Applications.

16. Certificate & Notification

• You’ll receive an email with the Beneficial Ownership Certificate.
• You can also download the certificate from the Completed Applications section (click the download icon).

Legislative & Explanatory Guidelines

1. Mandate
   • The filer must have a written mandate (letter, resolution, or power of attorney) from the company or close corporation.
   • It must clearly state the filer’s full name, ID number, and be signed by the required majority of directors (for companies) or all members (for CCs).
   • By filing, the filer agrees they have the entity’s full consent and accurate information.
2. Entity Status & Eligibility
   • Active entities, including those in business rescue or deregistration process (for annual return non-compliance), must file BO information if applicable.
   • Entities in final deregistration, liquidation, or dissolved status cannot file.
   • Converted entities (CC to Company or vice versa) need only file under their current status/type.
3. Identity Verification
   • SA ID numbers are automatically verified with the Department of Home Affairs.
   • Foreign owners must provide a certified or notarized passport copy.
4. Ownership Threshold
   • You only need to file for individuals who directly or indirectly hold more than 5% of the beneficial ownership or have significant control (like appointing board members, controlling voting rights, etc.).
5. Affected vs. Non-Affected Companies
   • Affected companies (public, state-owned, profit for the benefit of employees, etc.) have additional requirements.
   • This guide applies to Non-Affected Companies that have beneficial owners to declare.
6. Criminal Liability
   • Providing false information or filing incomplete/misleading details can lead to criminal prosecution under Section 214 of the Companies Act.

Conclusion

Filing your Beneficial Ownership details with the CIPC ensures compliance with South African regulations and promotes transparency. By following the above steps, Non-Affected Companies with beneficial ownership to declare can complete the process smoothly and secure their Beneficial Ownership Certificate.

For further information, refer to the CIPC Terms & Conditions on the CIPC website, or contact the CIPC Call Centre at 086 100 2472. Remember, maintaining an accurate BO register is a legal requirement—and keeps your business in good standing with the law.

Need More Help?

Visit the CIPC website or call 086 100 2472. Stay compliant and avoid any penalties by keeping your Beneficial Ownership filings up to date.