Maintain Governance And Statutory Records For Your UAE Entity
We guide you through setting up your company, handling all necessary registrations with the relevant authorities and ministries.
Ongoing Entity Maintenance Services
KSB Consultancy handles the recurring administrative and legal housekeeping required by UAE mainland economic departments and free zone authorities. We keep records updated, monitor filing deadlines, and document corporate decisions to insulate your entity from operational interruptions and statutory fines.
| Governance Requirement | Responsibility | Operational Frequency |
|---|---|---|
| Statutory Register Updates | Maintaining Shareholder, Director, and UBO registers | Continuous / Immediate upon change |
| Board & Shareholder Minutes | Drafting and archiving official corporate resolutions | Quarterly / Annual / Ad hoc |
| Trade Licence Renewal | Managing permits, clearances, and lease approvals | Annual |
| Constitutional Maintenance | Updating Memorandum and Articles of Association | As required by policy changes |
Statutory Registers & UBO Compliance
UAE law requires every registered entity to maintain accurate statutory registers at its principal office or registered address. We establish, update, and archive these records to ensure complete transparency during regulatory inspections.
KSB Consultancy files all UBO disclosures directly with the relevant registrar, ensuring audit readiness at all times.
Ultimate Beneficial Owner (UBO) Registers
Maintaining accurate beneficial ownership records in compliance with Cabinet Decision No. 109 of 2023 on Regulating the Beneficial Owner Procedures, which repealed and replaced Cabinet Decision No. 58 of 2020.
Partners and Shareholders Registers
Recording partner and shareholder details alongside mandatory notifications for nominee board members, as prescribed by Cabinet Decision No. 109 of 2023 (standalone nominee registers apply specifically to free zones such as DIFC).
Register of Directors and Managers
We document the appointment date, legal identification, nationality, and legal standing of every appointed officer.
Enforcement & Penalty Safeguards
Addressing compliance notices under Cabinet Decision No. 132 of 2023 on Administrative Penalties for Beneficial Owner Regulations. Initial non-compliance results in a formal written notice with a period to rectify details. Continued non-compliance attracts administrative fines starting at AED 5,000 for initial monetary penalties, rising up to AED 100,000 alongside potential discretionary trade licence suspensions for repeated infractions.
Corporate Governance & Board Documentation
Proper corporate documentation safeguards directors, shareholders, and executive officers against personal liability and governance disputes. KSB Consultancy drafts, reviews, and archives official documentation for corporate actions.
Board Resolutions
We prepare formal resolutions for capital expenditure, bank account openings, executive appointments, and corporate guarantees.
Shareholder Meeting Minutes
We coordinate Annual General Meetings (AGMs) and Extraordinary General Meetings (EGMs), drafting minutes and managing voting records.
Powers of Attorney (POA)
We draft specific operational and managerial POAs, arranging notarisation and legalisation through Ministry of Foreign Affairs (MOFA) channels.
MOA/AOA Adjustments
We draft updates to your Memorandum of Association and Articles of Association to reflect governance changes or regulatory mandates.
Licence Lifecycle Management
Operating a business in the UAE requires continuous maintenance of valid commercial permits. KSB Consultancy tracks expiration dates across all regulatory jurisdictions, handling execution months before deadlines arrive.
Trade Licence Renewals
We process renewals across Department of Economy and Tourism (DET) branches and free zone financial centres.
Commercial Permit Maintenance
We update secondary permits with civil defence, municipality, environmental agencies, and sector-specific regulators.
Lease Coordination
We verify Ejari registrations and free zone lease agreements to ensure office compliance for licence renewals.
Clearances
We secure clearance certificates from immigration, labor departments, and local authorities.
Transparent Governance Support
KSB Consultancy establishes predictable administrative systems for single-member entities, holding structures, and multinational subsidiaries operating across the UAE and wider GCC.
Centralised Documentation
Every resolution, register entry, and permit is stored in an organized, accessible audit trail.
Regulatory Tracking
We monitor legal developments across mainland and free zone jurisdictions to update corporate files before enforcement dates.
Dedicated Advisory
Our team handles interactions with licensing authorities, free zone registries, and legal authenticators directly.
Frequently asked questions
Which registers must a UAE company maintain by law?
Under Cabinet Decision No. 109 of 2023, onshore and non-financial free zone mainland companies in the UAE must maintain a Register of Beneficial Owners and a Register of Partners or Shareholders (including disclosures regarding nominee directors). Free zone jurisdictions like DIFC maintain distinct, additional register requirements under their local corporate legislation.
What happens if a company fails to file its UBO register on time?
Under Cabinet Decision No. 132 of 2023, initial non-compliance results in an official written warning granting 15 to 30 days to rectify the omission. Unresolved or repeated violations trigger administrative fines starting at AED 5,000, escalating up to AED 100,000 for repeated non-compliance, with licensing authorities holding discretionary power to suspend trade licences for unaddressed third offences.
How often must a trade licence be renewed in the UAE?
Commercial, industrial, and professional licences require annual renewal. Certain free zones offer multi-year licence renewals, but statutory registers must still be updated whenever underlying ownership or management details change.
Can KSB Consultancy handle annual governance for free zone companies?
Yes. KSB Consultancy manages corporate secretarial tasks across UAE mainland economic departments and free zone jurisdictions, including DIFC, ADGM, DMCC, JAFZA, and DAFZA.