One or more associates are registered, although their file has been deleted from the RCS

Explanation

One or more associates are registered for your entity, even though their own file has been deleted from the RCS. These legal persons may therefore no longer be registered in this capacity in the entity’s file. You must update the information relating to your associates in order to correct this situation.

How can the information relating to the entity’s associates be corrected (following the deletion of their file from the RCS)?

To update this information, you must submit a modification filing with the RCS. This involves checking, among your corporate associates, which entity has been deleted from the RCS, and then removing it from your list of associates. Where necessary, you must also register the legal persons that now have the required capacity to hold this status for your entity.

The information presented is standard and provided for guidance purposes only. Depending on the legal form of your entity, the documents to be provided or the steps to be followed may differ.

After selecting the Modification service, you will be taken to the page where you have to select the language of the form.
Before continuing, ensure you have all the necessary information and documents required to make the modification.

Once you have selected your language, click Next. You will then be automatically redirected to the data entry form to complete the modification.

In the part Saisie des données, select the section Associés to access the information to be updated.

You must check, among your corporate associates, which one has been struck off the RCS by searching for its file directly in the RCS.

Once identified, you must remove it from your list of associates.

Where applicable, you must then add the legal persons that have the required capacity to hold this status within your entity by clicking on the Ajouter un associé option.

To search for a file in the RCS, go to the Consult section and click on the File of a company or association tile.

In the search engine displayed, enter the RCS number of the legal person registered as an associate of your entity.

After consulting the various RCS files of your corporate associates, you will be able to identify the associate whose file has been deleted. This is the associate that you must remove from the list of associates registered in your RCS file.

Once the corporate associate whose RCS file was deleted has been identified, you must remove it from your list of associates by simply clicking on the Rayer option.

Where necessary, you must then add the legal persons that now have the required capacity to hold this status for your entity.

To add an associate, click on the Ajouter un associé option, choose the Type de personne, then complete the required information.

Please note that this information must be included in the document that you will attach for publication.

Once the information has been amended, click on the Compléter la publication button to proceed to the next step.

Form: Additional information
Upload of the required documents

Publication

Section of the request where you have to add the document intended for publication in the RESA. This document does not need to follow any specific format, but it must be drafted in the form of a declaration by the competent bodies. This means that it must include only the information that has been amended, as provided for by law, without reproducing the act or the original document in its entirety.

The document has to be a PDF in PDF/A text format. To add it, click on Ajouter la pièce jointe in the field Document(s) destiné(s) à la publication. Uploading may take a little time, as each file is automatically checked to ensure that it complies with the PDF/A standard. Once this step is complete, click on the Récapitulatif section to proceed to the next step.

Récapitulatif

Section of the request where you can check the summary of your request before sending it to the cart. To do this, click on Visualiser le récapitulatif de ma demande en français to open the PDF document. If you spot an error, you can go back using the previous step button to the section where the information has to be corrected.

If all the information is correct, check the box J’ai contrôlé mon document récapitulatif. You can also add a personal reference in the field Ma référence de dépôt to better organise your requests. Once you have finished verifying, click on Ajouter la demande au panier to confirm your procedure.

Documents to be submitted: Things to know (PDF/A format required)

General rules

The requirements differ slightly depending on whether or not the document is intended for official publication in the RESA.

1. Documents not intended for publication have to be submitted in PDF/A format. These documents also have to:

  • Be submitted in A4 format.
  • Have a white horizontal area of at least 35 millimetres at the top of the first page to allow LBR to affix a virtual label representing the electronic filing receipt.
  • Be saved in PDF/A-1a or PDF/A-1b format: when saving the file, select the PDF/A-1a or PDF/A-1b option provided by your software (Word, LibreOffice, Adobe, etc.).

2. Documents intended for publication in the RESA have to be submitted in PDF/A Text format. These documents also have to:

  • Be submitted in A4 format.
  • Have a white horizontal area of at least 35 millimetres at the top of the first page to allow LBR to affix a virtual label representing the electronic filing receipt.
  • Be saved in PDF/A-1a or PDF/A-1b format: when saving the file, select the PDF/A-1a or PDF/A-1b option provided by your software (Word, LibreOffice, Adobe, etc.).
  • Not contain images.
  • Not have been digitised.
  • Be written in fonts commonly used in office automation: Arial, Calibri, New Courier, Times New Roman, Helvetica, Source Sans Pro.
    In order to guarantee the acceptance of predefined bullet points, and only for this purpose, Wingdings and Symbol fonts are also accepted.
  • Be written in black font on a white background.

Regarding the header of the documents you are required to submit, place the information below the horizontal white area of 35 mm at the top of the page. The following information must be indicated:

  • Trade name (e.g.: Name of your company or your ASBL)
  • Legal form (e.g. Société à responsabilité limité; Association sans but lucratif)
  • Address of the ASBL (e.g. 1, rue de Luxembourg, L-0000 Luxembourg)
  • RCS Number of the company or ASBL (e.g.: B123456; F1234)

Document templates

  • Header templates
    This document sets out the rules to be followed when formatting the header of documents intended for the RCS. It helps you check that your header complies with the requirements before submitting your filing.