Management and Authorized Signatories
This service allows a public shareholding company to record changes to its management and authorized signatories in its file at CCD, once the legal requirements are met and the necessary approvals are obtained. It covers: election of the board of directors; election of a board member; changes to the company’s authorized signatories; resignation of a board member; change of a board member’s representative; and written delegation of authority.
Who can use this service
Public shareholding companies.
Before using this service
Prepare the following information and documents before submitting the certificate or extract request through the official service channel.
Requirements
Submit the application and the required documents through the Department’s electronic services.
Hold an ordinary general assembly meeting, ensuring compliance with the statutory quorum requirements for convening the meeting and adopting resolutions in accordance with the law.
Hold a Board of Directors meeting where the requested amendment relates solely to changing the company’s authorized signatories.
Obtain approval from the regulatory and licensing authorities, where required for the amendment.
Where the amendment requires approval from official authorities, the Department shall communicate electronically with the relevant authorities to obtain the necessary approvals, unless the applicant is required to submit prior approval.
A letter of resignation from a member of the Board of Directors.
A letter notifying the change of a Board of Directors member’s representative, together with a covering letter from the company’s management.
A written delegation issued by the authorized signatory to the delegate, specifying whether all or part of the authorized signatory’s powers are being delegated.
Documents and supporting information
First: Documents Required to Schedule the General Assembly Meeting
The following documents must be submitted to schedule the meeting:
- Notice of the ordinary general assembly meeting, including the agenda.
- A declaration by the Chairman of the Board of Directors regarding the call for the meeting, in accordance with Form No. (5).
Second: Documents Required to Implement the Amendment Following the Meeting
The following documents must be submitted to implement the amendment after the meeting has been held:
- Minutes of the ordinary general assembly meeting, in accordance with Form No. (2).
- A proxy authorization form, where a proxy is appointed or authorization is granted to attend the general assembly meeting, in accordance with Form No. (4).
- A declaration by the Chairman of the Board of Directors where the meeting is held electronically or attendance is less than 100%, in accordance with Form No. (6).
- Minutes of the Board of Directors meeting, in accordance with Form No. (3).
- Any additional approvals or documents required by the Department or the competent authorities, depending on the nature of the amendment.
Note
The above-mentioned forms are available under: Services / Forms Guide / Legal and Financial Filings and Amendments Directorate Forms.
Steps to complete
Review the steps below to understand where each part of the certificate or extract request process is completed.
Submit a request to schedule the ordinary general assembly meeting
E-Services Portal
The applicant logs in to Existing Company Services, selects Filings and Legal Amendments, submits a request to schedule the ordinary general assembly meeting, and attaches the notice convening the meeting, the agenda, and the declaration of the chairman of the board.
To be completed by the Companies Control Department
E-Services Portal
CCD reviews the request and the attached documents. If the requirements are met, the meeting date is confirmed, the fees due on the notice convening the meeting are paid, and arrangements are made for the Controller or their delegate to attend.
Hold the general assembly meeting
E-Services Portal
The company holds the ordinary general assembly meeting in accordance with the provisions of the law, including the resolution on the required amendment.
Submit the amendment application
E-Services Portal
After the meeting, the applicant logs in to Existing Company Services, selects Filings and Legal Amendments, and uploads the minutes of the ordinary general assembly meeting and the required declarations.
Review the amendment application and obtain the necessary approvals
E-Services Portal
CCD reviews the application and supporting documents, verifies that the proposed amendment complies with the applicable requirements, and completes any approvals required.
Pay the fees due on the amendment
E-Services Portal
Once the application is accepted and the procedures are complete, the applicant pays the fees through the electronic payment system.
Record the amendment and update the company’s data
E-Services Portal
CCD records the amendment and updates the company’s data in its Company Information Record and file. The company can then obtain an updated Company Information Record reflecting the amendment.
Fees and processing time
Service fees
Scheduling the ordinary general assembly meeting
- Filing a document: JOD 10
- Attendance at an ordinary general assembly meeting: JOD 600
Implementing the amendment
- Filing the minutes of a general assembly meeting: JOD 10
- Filing other documents: JOD 10 per document
- Filing the minutes of a board of directors meeting: JOD 10
- Late filing penalty: JOD 1 for each day of delay, where the minutes of the general assembly meeting are not filed within the statutory period.
Processing time
One working hour, once all documents and approvals are complete and the fees are paid.
Overall completion depends on the following stages:
- Filing the meeting minutes and required documents.
- Obtaining the necessary approvals, where required.
- Paying the fees due.
- Recording the amendment and updating the company’s record.
What you receive
The amendment is recorded in the company’s record and file at CCD, and an updated Company Information Record reflecting the amendment can be issued.
Additional Note
- The notice convening the ordinary general assembly meeting must be sent ahead of the scheduled meeting date, observing the statutory notice period, so that the date can be confirmed and the procedures completed.- The agenda of the ordinary general assembly meeting must include an item on the required amendment.
- The minutes of the ordinary general assembly meeting must be filed within ten days of the meeting date. Late filing incurs a penalty of JOD 1 for each day of delay.
- An amendment takes effect in CCD’s records only once the required documents are complete, the fees are paid, and the amendment has been recorded by CCD.
Ready to proceed? Use the official e-services portal to submit or continue your application.
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