Creating an Individual Profile on the Online Business Registration System

A profile/account is necessary for interacting with the OBRS. With a profile you can:
– register companies and business names
– file annual returns
– manage your business details

Go to the CIPA website www.cipa.co.bw and click on Create Account.

Step 1 of 4: Your Login in Details

• How will you be using the online services: select for my own businesses.
• Provide an email address and repeat the address.
• Provide a password and repeat the password.

Step 2 of 4: Your Name and Identity

• Select whether you are a citizen of Botswana or not

IF YOU ARE A CITIZEN

• Enter your full name as it is on your ID.
• Enter your ID number.
• Click on the Verify ID button. If Verification does not work, you will need to upload a copy of your omang.
• Enter your date of birth and gender.

IF YOU ARE NOT A CITIZEN

• Enter your full name as it is on your ID.
• Upload your ID document and translation if it is not in English.
• Enter your date of birth and gender.

Step 3 of 4: Your Contact Details

• Enter your phone numbers
• Enter your residential address
• Enter your postal address

Step 4 of 4: Review your details

• Review the details you have provided and make any amendments.

SAVE AND ENTER THE VERIFICATION CODE SENT TO YOUR PHONE AND EMAIL.

YOU CAN NOW GO TO YOUR DASHBOARD AND START REGISTERING COMPANIES AND BUSINESS NAMES.

Before you begin please ensure that you have:

• Proof of Botswana Citizenship – OMANG for all parties (the system will verify the Omang details, however if verification fails, you will have to upload a copy of the Omang).
• Proof of Non-Botswana Citizen – e.g. passport – a copy has to be uploaded.
• Completed Consent forms for Directors/Secretary/Shareholder/Member/Accounting Officer
• For Company Secretary – Copy of Practicing Certificate

Visit www.cipa.co.bw and click on Register a Private Company.

Step 1 of 8: General Details

• Enter the proposed name (please choose a unique name, not similar to existing entities). OR Choose a name that you have previously reserved.
• Is the name similar to an existing name or trademark? if it is select YES and upload permission to use it. If not, select NO.
• If you have a constitution select YES and upload it. If not, select NO.

Step 2 of 8: Address and Contact Details

• Enter the Registered office Address of the company.
• Enter the postal address of the company.
• Enter the Principal Place of Business of the company.
• Enter the phone number and email address of the company.

Step 3 of 8: Directors

• Provide the details of all the directors of the company, and upload their consent forms.

Step 4 of 8: Secretaries

• Provide the details of the secretary if you have one. You will need to upload their consent form and practicing certificate. If you do not have one at this stage, please click continue. You must however appoint a company secretary within 3 months.

Step 5 of 8: Shareholders

• Provide the details of all the shareholders of the company. Where shareholders are not the beneficial owners, a beneficial owner must be provided (refer to definition at cipa.co.bw). Upload a consent form for all the shareholders.

Step 6 of 8: Share Allocations

• Allocate shares to each shareholder.
• Provide the total amount of money for all the allocated shares.

Step 7 of 8: Tax Agent

• Provide the details of your tax agent if you have one, if not continue.

Step 8 of 8: Review your details

• Review all the details provided and edit any if you need to.
• Tick the box to confirm that all the details you provided are true, and that all parties have provided their consent.
• Click submit.

PAYMENT

Select whether you are paying by credit/debit card or deposit account.

• For a credit/debit: you can use any card issued by your bank as well as the VISA cards issued by Orange Money or Mascom My Zaka.
• For a deposit account: you will need to visit CIPA offices or First National Bank and deposit a sum into the deposit account.
• Please read the terms and conditions for making a payment and tick to agree.
• Click on Pay Now
• Enter your card details or select your deposit account and pay.

After paying, your application will be sent to CIPA for review. This will take 24 hours. Once the application is approved, you will get an sms notifying you of this, as well as an email with your certificate of incorporation attached. You can go to your dashboard at any time, click on the company on My Portfolio and request a PDF of the certificate. You do not need to certify the certificate as it is available online for anyone to view.

Before you begin please ensure that you have:

• Proof of Botswana Citizenship – OMANG for all parties (the system will verify the Omang details, however if verification fails, you will have to upload a copy of the Omang).
• Proof of Non-Botswana Citizen – e.g. passport – a copy has to be uploaded.
• Completed Consent forms for Directors/Secretary/Shareholder/Member/Accounting Officer
• For Company Secretary – Copy of Practicing Certificate

Visit www.cipa.co.bw and click on Register an External Company.

Step 1 of 9: General Details

• Enter the proposed name (please choose a unique name, not similar to existing entities). OR Choose a name that you have previously reserved.
• Is the name similar to an existing name or trademark? if it is select YES and upload permission to use it. If not, select NO.
• Enter the company’s country of origin.
• Enter the commencement date of the company in Botswana.
• Upload the certificate of incorporation, constitution and evidence of good standing from the home jurisdiction.
• If any of the documents are not in English, a translation should be uploaded.

Step 2 of 9: Address and Contact Details

• Enter the Registered office Address of the company.
• Enter the postal address of the company.
• Enter the Principal Place of Business of the company.
• Enter the phone number and email address of the company.

Step 3 of 9: Person Authorised to Accept Service

• Provide the details of the person authorised to accept service on behalf of this company.
• Tick to confirm that this person has been duly appointed by the company and that documentation to support this is held at the Registered Office.

Step 4 of 9: Directors

• Provide the details of the Directors of the company. You will need to upload their consent forms.

Step 5 of 9: Shareholders

• Provide the details of all the shareholders of the company. Where shareholders are not the beneficial owners, a beneficial owner must be provided (refer to definition at cipa.co.bw). Upload a consent form for all the shareholders.

Step 6 of 9: Share Allocations

• Allocate shares to each shareholder.

Step 7 of 9: Auditors

• Provide the details of your auditor if you have one, if not continue.

Step 8 of 9: Tax Agent

• Provide the details of your tax agent if you have one, if not continue.

Step 9 of 9: Review your details

• Review all the details provided and edit any if you need to.
• Tick the box to confirm that all the details you provided are true, and that all parties have provided their consent.
• Click submit.

PAYMENT

Select whether you are paying by credit/debit card or deposit account.

• For a credit/debit: you can use any card issued by your bank as well as the VISA cards issued by Orange Money or Mascom My Zaka.
• For a deposit account: you will need to visit CIPA offices or First National Bank and deposit a sum into the deposit account.
• Please read the terms and conditions for making a payment and tick to agree.
• Click on Pay Now
• Enter your card details or select your deposit account and pay.

After paying, your application will be sent to CIPA for review. This will take 24 hours. Once the application is approved, you will get an sms notifying you of this, as well as an email with your certificate of incorporation attached. You can go to your dashboard at any time, click on the company on My Portfolio and request a PDF of the certificate. You do not need to certify the certificate as it is available online for anyone to view.

A company secretary operating in Botswana must demonstrate through a practicing license to be one of the following:

• A legal practitioner
• A member of the Botswana Institute of Accountants
• A member of the Southern African Institute of Chartered Secretaries and Administrators
• A member of the Association of Business Consultants of Botswana
• A member of the Botswana Association of Company Secretaries

Every company is required to appoint a Company Secretary within three months of incorporation except for Close Companies which are required to appoint Accounting Officers. A Company Secretary has the responsibility of ensuring that the company fully complies with the provisions of the Companies Act. The secretary is obliged to submit changes of name, alterations of the constitution, ensure submission of notices, ensure compliance to annual returns; complete transfers of shares, issue share certificate and keep the share register. Other duties of a company secretary are to:

• Be responsible to the Board of the company for preparation of all post incorporation notices including annual returns and changes.
• Be responsible to the Board of the company for issuing all notices of meetings and respond to all enquiries in relation to notices of meetings.
• Maintain a register of shareholders, directors and secretaries.
• Ensure together with the directors, that the company keeps accounting records.
• Maintain an adequate system of record keeping.

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