- What makes articles of association different from other legal documents
- Country-by-country requirements across the EU
- Other documents commonly required for EU company registration
- Common mistakes that cause delays
- How M21Global supports companies registering across the EU
- Related Services
- Frequently Asked Questions
Setting up a company in another EU Member State almost always requires submitting translated and certified articles of association. Commercial registries, banks, and licensing authorities in the destination country will not accept documents in a foreign language without a legally recognised translation. An incorrect certification level can stall the process for weeks.
What makes articles of association different from other legal documents
Articles of association define a company's purpose, capital structure, governance rules, and the powers of its directors or managers. They are the founding document of any legal entity. When a company incorporated in Portugal, Spain, or Germany seeks to register a subsidiary or branch elsewhere in the EU, the local commercial registry needs a version of these articles in the official language of that country.
A plain translation is not enough for most European registries. The document typically needs to be certified or sworn. A certified translation carries a declaration from the translator or translation company confirming accuracy and completeness. A sworn translation is produced by a translator officially recognised by a court or public authority in the destination country, giving it direct legal standing before government bodies. The distinction matters because submitting the wrong type will result in rejection.
For companies going through this process for the first time, understanding these requirements before engaging a translation provider saves time and avoids costly repetition. The legal translation services page at M21Global provides a useful reference for the certification types applicable to different jurisdictions.
Country-by-country requirements across the EU
There is no single standard. Each Member State sets its own formal requirements for registering foreign companies. The most common destination countries, and their typical requirements, are as follows:
- Germany (Handelsregister): Translation must be produced by a sworn translator (*beeidigter Übersetzer*). An apostille on the original Portuguese or foreign-issued documents may also be required.
- France (Registre du Commerce et des Sociétés): Requires a sworn translation by a court-appointed expert (*traducteur assermenté*). Notarised documents often need additional steps involving a French notary.
- Spain (Registro Mercantil): Sworn translation by a translator certified by the Ministerio de Asuntos Exteriores. An apostille on the originals is standard practice for documents issued outside Spain.
- Netherlands and Belgium: Certified translation is accepted for most procedures, though individual notaries may request a sworn version.
- Poland, Czech Republic, and other Central and Eastern European countries: Locally registered sworn translators are required. The EULITA network can help identify credentialled professionals in these jurisdictions.
Apostille requirements are a separate step that must be completed before translation in many cases. In Portugal, apostilles are issued by the Conservatórias do Registo Civil. They authenticate the signature of the public official or notary on the original document. Skipping this step when it is required means the translated document has no legal standing in the destination country.
Other documents commonly required for EU company registration
Articles of association rarely arrive on their own. A full company registration package typically includes several other documents, each with its own certification requirements:
- Certificate of incorporation or commercial registry extract (*certidão de matrícula*)
- Minutes of the shareholders' or board meeting authorising the establishment of the subsidiary
- Powers of attorney granted in the home country for use abroad
- Identification documents for directors or managers (identity documents, criminal record certificates)
- Tax compliance certificates
A power of attorney, for example, may need to be notarised before translation and then apostilled before it is accepted by a foreign authority. Planning the full document set in advance, rather than processing documents one by one, is the most efficient approach. It also ensures terminological consistency across the full set, which matters when documents reference each other.
Common mistakes that cause delays
Most delays in EU company registration involving translated documents are not caused by translation quality. They result from a mismatch between the formalities required and the service contracted.
Wrong certification level: The most frequent problem. A company commissions a plain certified translation for a jurisdiction that requires a sworn translation. The registry rejects the document and the process starts over.
Missing apostille: When the original documents need an apostille before translation and this step is omitted, the translated document is invalid in the destination country regardless of translation quality.
Incorrect legal terminology: Legal concepts do not map directly between systems. "Gerente" in Portuguese does not translate identically to "Geschäftsführer" in all contexts. A translator with experience in corporate law understands these distinctions and adapts terminology to the target legal system rather than translating word for word.
Format requirements ignored: Some registries require the translation to reproduce the layout of the original, including the position of seals and signatures. Others accept free-format translations. Checking this before submitting saves the cost of reformatting or retranslating.
How M21Global supports companies registering across the EU
M21Global has been handling certified and sworn translations of corporate documents since 2005, with direct experience of the formal requirements of commercial registries in Germany, France, Spain, the Netherlands, Poland, and other EU Member States. The company is ISO 17100:2015 certified and has translated over 300 million words across legal and corporate sectors.
For a full registration package, M21Global can coordinate the translation of articles of association, board minutes, powers of attorney, and other documents in a single process, with consistent terminology and the appropriate certification for each country. For time-sensitive cases, express turnaround options are available. Guidance on apostille requirements and document preparation is part of the service, not an extra.
If the company is preparing to register in an EU Member State, contact M21Global now to request a quote and receive a clear proposal with turnaround time, certification type, and pricing for the specific destination country.
Related Services
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Frequently Asked Questions
Do articles of association need a sworn translation for company registration in Germany?
Yes. The German Handelsregister requires foreign corporate documents to be translated by a sworn translator (*beeidigter Übersetzer*). A plain or self-certified translation does not have legal standing for commercial registry purposes in Germany.
Does an apostille need to be obtained before translating the articles of association?
In many cases, yes. If the destination country requires an apostille on the original document, this must be done before translation so the translator can work from the authenticated original. Requirements vary by country, so it is worth confirming with the relevant registry or a legal translation specialist before starting.
What is the difference between a certified translation and a sworn translation?
A certified translation carries a signed declaration from the translator or translation company confirming accuracy. A sworn translation is produced by a translator officially recognised by a court or public authority and has direct legal standing before government bodies. European commercial registries typically require sworn translations for corporate documents.
How long does it take to translate a full set of articles of association?
A standard set of articles of association can typically be translated within two to three business days. Express options reduce this to 24 hours in most cases. The overall process timeline also depends on whether apostilles or notarisation are required on the originals before translation begins.
Can all corporate documents be translated in a single project?
Yes, and this is the recommended approach. Translating articles of association, board minutes, powers of attorney, and certificates together ensures consistent terminology across the full set and avoids discrepancies that may raise questions with foreign authorities.
