The life of a company generates numerous legal and administrative formalities, which are often time-consuming. At Ease Advisory, we take charge of this follow-up so that you can stay focused on your business, while ensuring scrupulous compliance with your obligations towards the Trade and Companies Register.
Legal secretarial services
Without replacing your lawyer, we assist you with the routine legal acts of your company's life:
- Preparation and drafting of ordinary general meetings
- Minutes of board or management meetings
- Keeping the statutory registers
- Monitoring corporate mandates
Formalities and publications
We handle for you the filings with the Trade and Companies Register and the publications in the Electronic Register of Companies and Associations (RESA):
- Filing of annual accounts
- Changes of managers or directors
- Transfers of registered office
- Amendments to the articles and other mandatory registrations
Domiciliation and registered office
We guide you on the obligations relating to the registered office and the substance of your company in Luxembourg, and coordinate the steps needed for your structure to comply with the applicable legal framework.
Ongoing administrative follow-up
Beyond the major deadlines, we handle the regular administrative follow-up of your company:
- Management of official correspondence
- Compliance with statutory deadlines
- Anticipation of recurring obligations, to avoid any delay or penalty
Your annual compliance calendar
Every financial year follows a precise rhythm. We handle the full sequence, from convening the general meeting through to the publication of the accounts, so that no deadline is discovered too late.
| Stage | Deadline | What we handle |
|---|---|---|
| Approval of the annual accounts | Ordinary general meeting, within six months of the financial year end | Convening notice, agenda, resolutions and minutes |
| Filing with the Trade and Companies Register | Within one month of approval, and no later than seven months after the year end | Assembling the file, electronic filing and confirmation that it has been recorded |
| Publication in the RESA | Following the filing | Checking the published entry and archiving the supporting document |
| Update of the register of beneficial owners | On each change, within one month | Collecting the documents, filing the declaration and follow-up |
| Renewal of corporate mandates | At the term set by the articles of association | Advance reminder, drafting of resolutions and registration with the RCS |
The register of beneficial owners
Every entity registered in Luxembourg must identify the individuals who ultimately control it and keep that information up to date. We take charge of:
- Collecting the supporting documents;
- The declaration to the register;
- Monitoring the events that require an update: transfer of shares, arrival of a new shareholder, change of address or renewal of an identity document.
Amendments to the articles and capital transactions
Every corporate transaction involves a precise formal process and a timeline to respect:
- Change of company name
- Transfer of registered office
- Capital increase or reduction
- Amendment of the corporate purpose
- Conversion or dissolution
We prepare the draft resolutions, coordinate the notarial deed where required, then handle the resulting registrations and publications.
The records we keep up to date
- The register of shareholders or of registered shares
- The register of general meeting minutes
- The register of decisions of the management body
- The tracking of mandates: appointments, resignations and renewals
- The permanent file: consolidated articles, RCS extracts and directors’ documents
Working alongside your other advisers
Company secretarial work sits at the crossroads of several professions. We work directly with:
- Your notary, for notarial deeds;
- Your lawyer, for litigation matters or complex structures;
- Your bank, for the supporting documents it requires.
You keep a single point of contact and we take care of the exchanges.
How we take over your file
- A review of your RCS file and your registers, to identify any backlog
- Bringing any missing filings and registrations up to date
- Setting up a shared deadline calendar
- Day-to-day follow-up, with a reminder before each deadline
- An annual review of governance and of the mandates in force
Why entrust this follow-up to a firm
A late filing with the Trade and Companies Register attracts increased fees and leaves a publicly visible trace, and your counterparties often review your file before entering into a relationship. Delegating this follow-up ensures that deadlines are met and that the picture your company presents remains beyond reproach.
Who is it for?
We support the managers of SMEs, holding companies and group subsidiaries that wish to delegate the management of their legal and administrative formalities to a reliable and responsive point of contact.
Frequently asked questions
When must the annual accounts be filed with the Trade and Companies Register?
The annual accounts are approved by the ordinary general meeting within six months of the financial year end, then filed with the RCS within one month of that approval and no later than seven months after the year end. A late filing attracts increased filing fees.
Does legal secretarial work replace a lawyer or a notary?
No. We handle the routine acts of corporate life: ordinary general meetings, minutes, keeping the statutory registers, formalities and publications. Notarial deeds are the notary’s remit, and litigation or complex structuring is the lawyer’s, and we work directly with both.
What is the register of beneficial owners and who must be listed in it?
Every entity registered in Luxembourg must declare the individuals who ultimately control it and keep that information up to date. Each change must be declared within the following month.
What happens if formalities were missed in previous years?
We start with a review of your file at the RCS, then bring the missing filings and registrations up to date before setting up a follow-up calendar. Regularisation is almost always possible.
Is a notarial deed required for every change?
No. Amendments to the articles of association require a notarial deed, but many decisions are dealt with by a simple corporate decision followed by a filing with the RCS: appointing or removing a manager, renewing a mandate, or transferring the registered office where the articles allow it.
How long does it take to set up the follow-up?
The initial review usually takes one to two weeks from receipt of your documents. Any regularisation then depends on the number of financial years involved, and we give you the timetable once the review is complete.
Get a tailored proposal
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