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.

How it works

Prepare the following information and documents before submitting the certificate or extract request through the official service channel.

Requirements

The application and required documents are submitted through CCD’s electronic services.
An ordinary general assembly meeting is held with the legal quorum for attendance and decision-making, in accordance with the provisions of the law.
The minutes of the ordinary general assembly meeting are filed within the statutory period.
The approval of the regulatory and licensing authorities is obtained, where the amendment requires it.
Where the amendment requires the approval of official authorities, CCD obtains it electronically, unless the amendment requires prior approval to be submitted with the application.

Documents and supporting information

To schedule the general assembly meeting, attach:

The notice convening the ordinary general assembly meeting, including the agenda.
The declaration of the chairman of the board regarding the notice convening the meeting, using Form 5.

To implement the amendment once the meeting has been held, attach:

Minutes of the ordinary general assembly meeting, using Form 2.
A proxy form, where attendance at the general assembly meeting is delegated or assigned to a proxy, using Form 4.
A declaration by the chairman of the board, where the meeting was held electronically or attendance was below 100%, using Form 6.
Minutes of the board of directors meeting, using Form 3.
The board member’s letter of resignation.
The letter changing a board member’s representative, together with a cover letter from the company’s management.
A letter from the delegating signatory to the delegate granting all or part of their powers (the written delegation).
Any additional approvals or documents requested by CCD or the competent authorities, depending on the nature of the amendment.

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.

Start this service