How to file beneficial ownership information
Filing beneficial ownership information has been a legal requirement for South African companies since May 2023. Whether you’re incorporating a new company or maintaining an existing one, it’s essential to understand how and when to submit this information to the Companies and Intellectual Property Commission (CIPC). In this article, we’ll walk you through what’s required and how to file correctly and on time.
Estimated Reading Time: 3 minutes 30 seconds
A beneficial owner is someone who owns or controls 5% or more of a company. This can be directly or indirectly, such as through another company or a trust. They may also benefit from the company’s assets or have significant control over its decisions.
After identifying who the beneficial owners are, you need to record them in a register of beneficial owners. This register is simply a document that captures the details of everyone who ultimately owns or controls part of the company.
In accordance with the Companies Act, 2008 (Act 71 of 2008), as amended by the General Laws (Anti-Money Laundering and Combating Terrorism Financing) Amendment Act, 2022 (Act 22 of 2022), and as set out in CIPC Guidance Note 2 of 2023, South African companies (excluding listed entities) are required to:
Identify all beneficial owners: Natural persons who directly or indirectly own or control 5% or more of the company’s shares or voting rights.
Maintain a register of beneficial owners: This register must be kept at the company’s registered office and updated within 5 business days of any changes, in line with Section 50(3A) of the Companies Act.
Submit beneficial ownership information to the CIPC:
Companies incorporated on or after 24 May 2023 must file this information within 10 business days of incorporation.
Any changes to beneficial ownership must be filed with the CIPC within 10 business days of the change.
Companies with no change in beneficial ownership must still file annually, together with their annual return.
For more information on beneficial ownership filing requirements please refer to our article on Everything you need to know about beneficial ownership.
Step 1: Make sure your register is up to date with accurate details of all natural persons who own or control 5% or more of the company.
Step 2: Visit eservices.cipc.co.za and log in using your CIPC customer code, password, and security code. Make sure you have a registered CIPC customer to submit beneficial ownership information. If not please refer to this article on How to create a CIPC account (with customer code)
Step 3: Upload your mandate to file on behalf of the company. This must be on the company’s letterhead, signed by at least 50% + 1 of the directors, and include your full name, ID number, and a certified ID copy.
Step 4: Choose the company category. You have the option to select one of the following:
Non-affected company with beneficial ownership.
Non-affected company with no beneficial ownership
Affected company
Step 5: Proceed to capture the details of each beneficial owner and any juristic entities involved in the company structure. You can select whether the beneficial owner is natural or juristic, and then choose the applicable type of control or ownership from the dropdown options provided on the system.
Step 6: Upload the required documents based on the entity type and category selected. This may include a mandate to file, certified ID copy of the filer and each natural beneficial owners, securities or members register, beneficial interest register and in some cases a disclosure document.
Step 7: Review your submission and click Submit. You’ll receive OTPs via email and SMS to confirm. Once validated, your filing is complete and a confirmation will be sent to you.
Step 8: Maintain compliance by filing annually with your company’s annual return if no changes have occurred, or within 10 business days if there are changes in beneficial ownership.
Filing through the CIPC platform can be time-consuming and technical. InfoDocs simplifies the process by helping you identify beneficial owners automatically, upload the correct supporting documents, and file directly to the CIPC.
Get started with InfoDocs today.
Estimated Reading Time: 3 minutes 30 seconds
What Is Beneficial Ownership?
A beneficial owner is someone who owns or controls 5% or more of a company. This can be directly or indirectly, such as through another company or a trust. They may also benefit from the company’s assets or have significant control over its decisions.
What Is a Register of Beneficial Owners?
After identifying who the beneficial owners are, you need to record them in a register of beneficial owners. This register is simply a document that captures the details of everyone who ultimately owns or controls part of the company.
Legal Requirements
In accordance with the Companies Act, 2008 (Act 71 of 2008), as amended by the General Laws (Anti-Money Laundering and Combating Terrorism Financing) Amendment Act, 2022 (Act 22 of 2022), and as set out in CIPC Guidance Note 2 of 2023, South African companies (excluding listed entities) are required to:
Identify all beneficial owners: Natural persons who directly or indirectly own or control 5% or more of the company’s shares or voting rights.
Maintain a register of beneficial owners: This register must be kept at the company’s registered office and updated within 5 business days of any changes, in line with Section 50(3A) of the Companies Act.
Submit beneficial ownership information to the CIPC:
Companies incorporated on or after 24 May 2023 must file this information within 10 business days of incorporation.
Any changes to beneficial ownership must be filed with the CIPC within 10 business days of the change.
Companies with no change in beneficial ownership must still file annually, together with their annual return.
For more information on beneficial ownership filing requirements please refer to our article on Everything you need to know about beneficial ownership.
Tips on How to File Beneficial Ownership Information
Step 1: Make sure your register is up to date with accurate details of all natural persons who own or control 5% or more of the company.
Step 2: Visit eservices.cipc.co.za and log in using your CIPC customer code, password, and security code. Make sure you have a registered CIPC customer to submit beneficial ownership information. If not please refer to this article on How to create a CIPC account (with customer code)
Step 3: Upload your mandate to file on behalf of the company. This must be on the company’s letterhead, signed by at least 50% + 1 of the directors, and include your full name, ID number, and a certified ID copy.
Step 4: Choose the company category. You have the option to select one of the following:
Non-affected company with beneficial ownership.
Non-affected company with no beneficial ownership
Affected company
Step 5: Proceed to capture the details of each beneficial owner and any juristic entities involved in the company structure. You can select whether the beneficial owner is natural or juristic, and then choose the applicable type of control or ownership from the dropdown options provided on the system.
Step 6: Upload the required documents based on the entity type and category selected. This may include a mandate to file, certified ID copy of the filer and each natural beneficial owners, securities or members register, beneficial interest register and in some cases a disclosure document.
Step 7: Review your submission and click Submit. You’ll receive OTPs via email and SMS to confirm. Once validated, your filing is complete and a confirmation will be sent to you.
Step 8: Maintain compliance by filing annually with your company’s annual return if no changes have occurred, or within 10 business days if there are changes in beneficial ownership.
How InfoDocs helps
Filing through the CIPC platform can be time-consuming and technical. InfoDocs simplifies the process by helping you identify beneficial owners automatically, upload the correct supporting documents, and file directly to the CIPC.
Get started with InfoDocs today.
Updated on: 17/05/2025
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