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How do I complete my legal documents in Eastern Europe?

Updated

This article details, country by country, the legal documents to complete to invoice on Malt in Eastern Europe.

In summary:
  • Complete your personal and business information in the "Legal documents" tab.
  • Required documents vary by country and legal form.
  • Upload the requested supporting documents to activate payment for your projects.
ROMANIA 🇷🇴

Complete your legal information

  1. Enter your commonly used name (the one on your identity document)
    These details will automatically appear on all your invoices.
     
  2. Registration Number
    Every business entity in Romania (including sole traders, companies, and organizations) receives a Codul Unic de Înregistrare (CUI).
    • This number is mandatory and serves as your official business identifier.
    • You can verify your registration number through the National Trade Register Office ONRC.
     
  3. VAT Number
    The VAT number is similar to the registration number but is preceded by “RO” 
    Example: RO1234567890
    If your activity is not subject to VAT, you do not need to provide a VAT number.
     
  4. Indicate your VAT rate
    In the case of collaboration with a foreign client, if both parties have completed their legal information, the platform will automatically pre-fill the corresponding VAT rate but you will be able to modify it.
     
  5. The next step is to indicate your company name (raison sociale) if you are a self-employed worker, this corresponds to your full name(s) and family name(s)) or the name of your company 
    If you have a company, this is the full name of your company as it appears in your legal documents.
     
  6. Also enter your billing address: if it does not appear in the automatic suggestions, you can enter it manually by clicking on the link “I can't find my company's address.”

Finally, select your legal form from the drop-down menu.

Depending on the legal form you select, you will be able to enter the corresponding information below.

Soletrader 

You must download:

  1. Your ID proof
    We accept passports, national ID cards, driver's licenses (issued in 1994 or later), or residence permits.
    The information you have provided in your profile must match the information on your ID.
     

  2. Extract from the Oficiul National Al Registrului Comertului
    Registration Proof : the document is the extract from the Oficiul National Al Registrului Comertului (National Trade Register Office), dated of less than 3 months and with the information regarding the legal representative(s)/associate indidivuals as well as the Trade register number or Tax identification number/code (“CIF/CUI”).

    The document named « Certifact de Inregistrare » is not accepted.

    All documents must be translated in English or French by a sworn translator, and sent with the original documents.

Your document must be dated within the last three months prior to submission on Malt

Business

 

 
 
ESTONIA 🇪🇪

Complete your legal information

  1. Enter your commonly used name (the one on your identity document)
    These details will automatically appear on all your invoices.
     
  2. Registration Number
    Every business entity in Estonia (including sole traders, companies, and organizations) receives a registration code (registrikood).
    • This number is mandatory and serves as your official business identifier.
    • You can verify your registration number through the Estonian e-Business Register portal.
     
  3. VAT Number
    The VAT number is similar to the registration number but is preceded by 'EE'
    Example:  EE123456789
    If your activity is not subject to VAT, you do not need to provide a VAT number.
     
  4. Indicate your VAT rate
    In the case of collaboration with a foreign client, if both parties have completed their legal information, the platform will automatically pre-fill the corresponding VAT rate but you will be able to modify it.
     
  5. The next step is to indicate your company name (raison sociale) if you are a self-employed worker, this corresponds to your full name(s) and family name(s)) or the name of your company 
    If you have a company, this is the full name of your company as it appears in your legal documents.
     
  6. Also enter your billing address: if it does not appear in the automatic suggestions, you can enter it manually by clicking on the link “I can't find my company's address.”

Finally, select your legal form from the drop-down menu.

Depending on the legal form you select, you will be able to enter the corresponding information below.

Soletrader

You must download:

  1. Your ID proof
    We accept passports, national ID cards, driver's licenses (issued in 1994 or later), or residence permits.
    The information you have provided in your profile must match the information on your ID.
     

  2. Extract from the business register
    Extract from the business register, with the name of the Legal Representative on it, as well as the Registrikood (company number) and be dated of less than 3 months.

    All documents must be translated in English or French by a sworn translator, and sent with the original documents.

Your document must be dated within the last three months prior to submission on Malt

Business 

You must download:

  1. Your ID proof
    We accept passports, national ID cards, driver's licenses (issued in 1994 or later), or residence permits.
    The information you have provided in your profile must match the information on your ID. 
     

  2. Extract from the business register
    Extract from the business register, with the name of the Legal Representative on it, as well as the Registrikood (company number) and be dated of less than 3 months.

    All documents must be translated in English or French by a sworn translator, and sent with the original documents.
     

  3. Põhikiri
    You must send us the latest complete and signed articles of association of your company. 
    It must be signed and with a sworn translation. Sometimes, it can also be called the otsus luua ettevõte (decision to set up a company).
    - You must download the complete document (all pages), dated and signed.
    - This document must contain your details (full name) confirming that you are the majority shareholder or legal representative of the company.
     
  4. Information related to your company's beneficiaries

Your proof of registration document must be dated within the last three months prior to submission on Malt

 
 
 
POLAND 🇵🇱

Complete your legal information

  1. Enter your commonly used name (the one on your identity document)
    These details will automatically appear on all your invoices.
     
  2. Registration Number
    Every business entity in Poland (including sole traders, companies, and organizations) receives a KRS (Krajowy Rejestr Sądowy)
    • This number is mandatory and serves as your official business identifier.
    • You can verify your registration number through KRS (Krajowy Rejestr Sądowy)
     
  3. VAT Number
    The VAT number is similar to the registration number but is preceded by “PL”.
    Example: PL1234567890
    If your activity is not subject to VAT, you do not need to provide a VAT number.
     
  4. Indicate your VAT rate
    In the case of collaboration with a foreign client, if both parties have completed their legal information, the platform will automatically pre-fill the corresponding VAT rate but you will be able to modify it.
     
  5. The next step is to indicate your company name (raison sociale) if you are a self-employed worker, this corresponds to your full name(s) and family name(s)) or the name of your company 
    If you have a company, this is the full name of your company as it appears in your legal documents.
     
  6. Also enter your billing address: if it does not appear in the automatic suggestions, you can enter it manually by clicking on the link “I can't find my company's address.”

Finally, select your legal form from the drop-down menu.

Depending on the legal form you select, you will be able to enter the corresponding information below.

Soletrader 

You must download:

  1. Your ID proof
    We accept passports, national ID cards, driver's licenses (issued in 1994 or later), or residence permits.
    The information you have provided in your profile must match the information on your ID.
     

  2. Centralna Ewidencja i Informacja or Działalności or Krajowy Rejestr Sadowy
    Extract from the Centralna Ewidencja i Informacja o Działalności or Krajowy Rejestr Sadowy (extract from the court register), dated of less than 3 months, with the REGON/NIP number and the name of the legal representative indicated

    All documents must be translated in English or French by a sworn translator, and sent with the original documents.

Your document must be dated within the last three months prior to submission on Malt

 

Business

You must download:

  1. Your ID proof
    We accept passports, national ID cards, driver's licenses (issued in 1994 or later), or residence permits.
    The information you have provided in your profile must match the information on your ID. 
     

  2. Centralna Ewidencja i Informacja or Działalności or Krajowy Rejestr Sadowy
    Extract from the Centralna Ewidencja i Informacja o Działalności or Krajowy Rejestr Sadowy (extract from the court register), dated of less than 3 months, with the REGON/NIP number and the name of the legal representative indicated

    All documents must be translated in English or French by a sworn translator, and sent with the original documents.
     

  3.  Umowa spółki or umowa Partnerska (Partnership Agreement)
    You must send us the latest complete and signed articles of association of your company. 
    - You must download the complete document (all pages), dated and signed.
    - This document must contain your details (full name) confirming that you are the majority shareholder or legal representative of the company.
     
  4. Information related to your company's beneficiaries

Your proof of registration document must be dated within the last three months prior to submission on Malt

 

 

 
 
BULGARIA 🇧🇬

Complete your legal information

  1. Enter your commonly used name (the one on your identity document)
    These details will automatically appear on all your invoices.
     
  2. Registration Number
    Every business entity in Bulgaria (including sole traders, companies, and organizations) receives a Unified Identification Code (UIC), also known as the BULSTAT Code.
    • This number is mandatory and serves as your official business identifier.
    • You can verify your registration number through the BULSTAT Register, which is maintained by the Bulgarian Registry Agency. 
    Public searches can be performed free of charge based on company name or UIC.
     
  3. VAT Number
    The VAT number is similar to the registration number but is preceded by 'BG' 
    Example: BG123456789
    If your activity is not subject to VAT, you do not need to provide a VAT number.
     
  4. Indicate your VAT rate
    In the case of collaboration with a foreign client, if both parties have completed their legal information, the platform will automatically pre-fill the corresponding VAT rate but you will be able to modify it.
     
  5. The next step is to indicate your company name (raison sociale) if you are a self-employed worker, this corresponds to your full name(s) and family name(s)) or the name of your company 
    If you have a company, this is the full name of your company as it appears in your legal documents.
     
  6. Also enter your billing address: if it does not appear in the automatic suggestions, you can enter it manually by clicking on the link “I can't find my company's address.”

Finally, select your legal form from the drop-down menu.

Depending on the legal form you select, you will be able to enter the corresponding information below.

Soletrader

You must download:

  1. Your ID proof
    We accept passports, national ID cards, driver's licenses (issued in 1994 or later), or residence permits.
    The information you have provided in your profile must match the information on your ID.
     
  2. Extract from the business register (извлечение от фирмения регистъ)
    Extract from the business register (извлечение от фирмения регистъ) with the name of the Legal Representative on it, and dated of less than 3 months. 
    It is usually delivered by the Ministry Of Justice Registry Agency. 
    All documents must be translated in English or French by a sworn translator, and sent with the original documents.

Your document must be dated within the last three months prior to submission on Malt

Business

You must download:

  1. Your ID proof
    We accept passports, national ID cards, driver's licenses (issued in 1994 or later), or residence permits.
    The information you have provided in your profile must match the information on your ID. 
     
  2. Extract from the business register (извлечение от фирмения регистъ)
    Extract from the business register (извлечение от фирмения регистъ) with the name of the Legal Representative on it, and dated of less than 3 months. 
    It is usually delivered by the Ministry Of Justice Registry Agency. 
    All documents must be translated in English or French by a sworn translator, and sent with the original documents.
     
  3. Articles of Association (Устав на сдружението) or Incorporation Act (Закон за учредяване)
    You must send us the latest complete and signed articles of association of your company. 
    - You must download the complete document (all pages), dated and signed.
    - This document must contain your details (full name) confirming that you are the majority shareholder or legal representative of the company.
     
  4. Information related to your company's beneficiaries

Your proof of registration document must be dated within the last three months prior to submission on Malt

 

 

 
 

 

 
 
 
 
 

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