Record & Protocol: templates and forms

Resolution to apply to strike off a dormant company (Cyprus)

Why it matches: Your company in Cyprus has had no activity for a long time and you want it struck off.

The resolution by which a dormant Cypriot company asks the Registrar of Companies to strike it off the register under section 327 of the Companies Law, Cap. 113: the company's details, the date since which it has had no activity, a statement that it has no assets or debts and has met its obligations, who files the application, and the signatures. The Registrar publishes the coming strike-off in the Official Gazette, and the company is struck off three months later if no one objects. A company with assets or debts needs a liquidation by a licensed insolvency practitioner instead.

IKE partners' resolution approving the closing liquidation balance sheet (Greece)

Why it matches: The liquidation of your private company (IKE) in Greece is finished and you want it struck off the register.

The minutes by which the partners of a Greek private company (IKE) in liquidation approve the closing balance sheet and the liquidator's work, decide how what remains is shared, discharge the liquidator, name who keeps the books and ask for the company to be struck off. Without this approval the IKE is not deleted from GEMI, the Greek business register. It is taken at a meeting called on 8 days' notice or in minutes signed by every partner.

Final liquidation accounts and distribution plan of an S.r.l. (Italy)

Why it matches: The members want to know how much each of them will receive after the liquidation.

For the liquidator of an Italian S.r.l. whose liquidation is complete: a document in Italian summarising the assets realised, debts paid, costs and remainder, stating what each member receives (the distribution plan, art. 2492 of the Italian Civil Code) and setting out the liquidator's statements. The final accounting statements and, where appointed, the auditors' report are attached. It is filed with the Companies Register: for ninety days each member may object, then the accounts are deemed approved (art. 2493) and the company's removal from the register is requested.

Minutes closing a voluntary liquidation (France)

Why it matches: You want the minutes closing the liquidation so the company can be removed from the register.

For closing the voluntary winding-up of a French SAS, SASU, SARL or EURL once the assets are realised and the debts paid: approval of the final liquidation accounts, discharge of the liquidator and of their mandate, sharing of the balance among the members, custody of the records, finding that the liquidation is closed. The decision is taken by the sole member, the meeting or a deed signed by all. The liquidator then files the accounts and applies for deregistration online on the one-stop business formalities portal, after the legal notice. In French.

Resolution dissolving and winding up an SRL at once (Romania)

Why it matches: The members have to agree how the money and assets left in the company are shared out before it is struck off.

The resolution of the sole member or the general meeting by which a dormant Romanian SRL is dissolved and wound up in one act, without a liquidator (art. 235 of Law no. 31/1990): the assets and debts, the statement that the debts are paid, how what is left is divided among the members, who keeps the records, and who handles the trade register.

Handover record for the sale of a car (Austria)

The record that seller and buyer fill in together when a sold car changes hands in Austria: date and exact hour, mileage, fuel or charge level, visible damage, whether the car is roadworthy, papers handed over — Typenschein or data extract, Zulassungsschein, the latest roadworthiness report under § 57a KFG (the Pickerl) — and keys, and whether the car is handed over deregistered or still registered. The hour matters: until deregistration the seller remains the registered keeper and receives every driver enquiry. Goes with the sale contract. In German, ready to print and sign by both.

Record of acceptance of completed work (Bulgaria)

Why it matches: A builder or contractor in Bulgaria has finished the job and you want to record what you are accepting.

The other half of a contract for work. The record fixes what has been accepted, what has been noted as defective, what remains to be put right and how much is owed. Without it, an argument about whether the work was finished is conducted from memory. It is signed by both sides at the moment of acceptance, not afterwards.

Inventory of the spouses' starting assets (Germany)

Why it matches: You and your spouse want a signed list of your starting assets in case the marriage ever ends.

A joint list, drawn up by both spouses in Germany, of what each owned and owed on the wedding day, plus inheritances and gifts received during the marriage, with values. Under § 1377 of the German Civil Code (BGB), an inventory the spouses draw up together, dated and signed by both, is presumed correct between them; without one, everything a spouse owns at the end is presumed to be gain when the gains are equalised on divorce. No notary needed. Separate property or another regime needs a notarised marriage contract, which this is not. In German.

Move-out record and deposit settlement (Cyprus)

Why it matches: Your tenancy in Cyprus is ending and you and the landlord need to check the flat together before the keys go back.

The record a landlord and tenant in Cyprus sign when the tenancy ends and the home is handed back: the condition of each room, damage beyond ordinary wear, the final meter readings, the keys, and how much of the deposit the landlord keeps, why, and by when the rest is returned. By signing it the landlord limits claims for visible damage to what is listed, which settles the deposit.

Minutes of an S.r.l. members' meeting appointing or removing a director (Italy)

Why it matches: Your company was set up years ago and the director's term of office is now running out.

For the members of an Italian S.r.l. appointing or removing the sole director or a board member: the minutes in Italian of the meeting, with chair and secretary, the call or a fully attended meeting, members present and their holdings, the vote, the director's details, term and pay, and the acceptance of office signed by the person appointed. No notary is needed; the appointment must be entered in the Companies Register within thirty days (art. 2383 of the Italian Civil Code) through the Comunicazione unica. The majorities are those in the articles or, failing them, art. 2479-bis.

Decision to move the registered office within the same municipality for an S.r.l. (Italy)

Why it matches: The office lease is ending and the company is moving to another street in the same town.

For the sole director or board of an Italian S.r.l. whose articles name only the municipality (Comune) as its seat: the decision in Italian moving the registered office to a new address in the same Comune, without a notary (art. 111-ter of the implementing provisions of the Italian Civil Code), with the effective date and the instruction to file the statement with the Companies Register through the digitally signed Comunicazione unica. If the articles give the full address, or the office moves to another Comune, the articles must be amended before a notary, which this document does not cover.

Minutes approving the annual accounts and allocating the result (France)

Why it matches: The financial year of your company in France has ended and its accounts must now be approved.

For the annual ordinary general meeting of a French SAS or SARL, or the sole member's decision in an SASU or EURL: approval of the year's accounts, allocation of the profit or loss with the legal reserve, statement of the dividends of the three previous years, related-party agreements where there are any, powers to file. To be held within six months of the year end. The accounts are then filed online on the one-stop business formalities portal within a month of approval. In French.

Management board resolution changing a company's address (Poland)

Why it matches: The lease on your company's office has ended and it is moving to another street without changing town.

A resolution of the management board of a Polish limited company (sp. z o.o.) moving its address within the town of its registered seat: the resolution number, company name and KRS number, the new address, the effective date, the vote and the board members' signatures. The articles name only the town, so no shareholders' meeting or notary is needed — but the change must be filed with the KRS within 7 days, and only electronically.

Flat handover record — move-out (Poland)

Why it matches: Your tenancy in Poland is ending and you want to agree on the state of the flat when you hand back the keys.

The record made when a rented flat in Poland is returned at the end of the tenancy: the state of the flat and furnishings compared with the move-in record, meter readings, keys returned, damage found and the deposit settlement — how much is deducted, for what, and to which account the rest goes back. Settling it on the spot is the simplest way to keep the deposit out of court.

Minutes of a registered office move for an SAS or SARL (France)

For recording the move of the registered office of a French SAS, SASU, SARL or EURL, by decision of the sole member, the members' meeting or a deed signed by all, or for ratifying a move decided by the manager. The minutes give the old and new address, the date it takes effect and the new wording of the article of the articles of association. The change is then declared online on the one-stop business formalities portal, with the legal notice and proof of the new premises. Does not cover a move abroad, or a decision of an SAS president whom the articles empower to move the office. In French.

Minutes appointing or removing the president of an SAS or the manager of an SARL (France)

For recording the appointment of a new president of a French SAS or SASU, or manager of an SARL or EURL, the end of the previous one's office (removal, resignation or end of term), or both, by decision of the sole member, the meeting or a deed signed by all. It gives the effective date, term and pay, and the person appointed signs to accept. The change is then declared online on the one-stop business formalities portal, with the legal notice and the new officer's declaration of no conviction. In French.

Minutes of early dissolution and appointment of a liquidator (France)

For deciding the early dissolution of a French SAS, SASU, SARL or EURL and its voluntary winding-up: date of dissolution, appointment of the liquidator, their powers and pay, the address of the liquidation. The decision is taken by the sole member, the meeting or a deed signed by all, and is then declared online on the one-stop business formalities portal, with the legal notice. The winding-up ends with a second set of minutes, sold separately. Does not cover a universal transfer of assets of a company owned by another company, or insolvency proceedings. In French.

Move-out record on returning a rented home (Greece)

The record a landlord and tenant in Greece sign when the lease ends and the home is handed back: its condition, damage beyond ordinary wear, meter readings, keys, and the settlement of the deposit — how much is kept, why, and when the rest is returned. The landlord's claims for damage lapse six months after taking the home back (Article 602 of the Greek Civil Code), so the record's date and contents carry real weight.

Handover record for a sold vehicle (Greece)

The record of the moment the buyer took the car: date and hour, odometer reading, fuel, keys, documents, accessories and condition. In Greece it matters more than elsewhere: handover can come days before the digital transfer on gov.gr, the transfer records no handover at all, and until it is done the seller remains the registered owner — and the one fines are sent to. The record proves who had the vehicle, and from when fines and damage are the buyer's — and handover starts the 30 days after which the seller's insurance ends.

IKE partners' resolution to dissolve and liquidate the company (Greece)

The minutes by which the partners of a Greek private company (IKE) dissolve it, put it into liquidation and appoint a liquidator: the liquidator's details with father's name and AFM, pay, the work from the opening balance sheet to the distribution, the signature accepting the role and authority to file with GEMI. Dissolution needs 2/3 of all the shares, at a meeting called on 8 days' notice or in minutes signed by every partner, and takes effect from its announcement in GEMI. The liquidation ends with a second resolution, approving the closing balance sheet.

Minutes of an S.L. general meeting dissolving the company and appointing a liquidator (Spain)

For the members of a Spanish limited company who decide to close it: Spanish minutes of the general meeting that resolves the voluntary dissolution (art. 368 of the Spanish Companies Act), opens the liquidation and appoints a liquidator, with a certificate of the minutes and the liquidator's acceptance. It is the private part of the closure: the resolution is put into a public deed before a notary and entered in the Registro Mercantil, and the liquidation ends with another deed, of extinction. In Spanish.

Record of the return of keys and state of a rented home (Spain)

For the tenant and the landlord of a home in Spain when the lease ends: the record both sign when the keys are handed back, with the date of return, the meter readings, the keys returned, the state of each room, the damage the landlord points out and the tenant's comments, the deposit paid, what they agree about it and the account for its return. That date starts the month after which an unreturned deposit bears interest (article 36.4 of the Spanish Urban Leases Act). Signed in two copies, in person. In Spanish.

Spouses' statement of property (Cyprus)

A joint statement in which two spouses or civil partners in Cyprus record what belongs to each, when and how it was acquired — before the marriage, by gift, by inheritance — what is shared and who contributed to what. Under Law 232/1991, if the marriage ends, a spouse who contributed to the increase in the other's property can claim a share of it, and the contribution is presumed to be one third unless shown otherwise. A statement signed in calmer times is evidence of exactly that. It waives no rights and transfers no property.

Resolution appointing an SRL's administrator (Romania)

The resolution of the sole member or the general meeting by which a Romanian SRL appoints its administrator: who, for how long, with what powers and pay, and, where there is one, whose mandate ends. It calls for the appointee's declaration of acceptance and eligibility, and empowers someone to file with the trade register, from which point the appointment binds third parties.