Government document processing
Document notarization and license change
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2025-03-06
Author:Zhuo Xin 
Source:Zhuo Xin 
Current online readers: 115 The UAE, as a major commercial center in the Middle East, has strict requirements and supervision on imported goods. In order to ensure product quality and maintain market order, the UAE government requires that all documents related to imported goods must be legalized and certified. The specific processing procedures may vary depending on the type of document and the specific content, but usually emphasize the authenticity, integrity and legality of the document.
1. Commercial documents: Commercial invoices, packing lists, customs declarations, price lists, contracts, etc. These documents are necessary documents for the import and export of goods and must be legalized and certified.
2. Product documents: For specific products, such as medical devices, food, cosmetics, etc., it is also necessary to provide production licenses, quality inspection reports, free sales certificates and other documents, and they must be certified by the UAE Embassy.
3. Company documents: Articles of association, business licenses, authorization letters, etc., used to prove the company's legitimacy and business qualifications.
China Council for the Promotion of International Trade (CCPIT): First, you need to submit the documents that need to be certified to CCPIT for preliminary review and certification. CCPIT will issue a commercial certificate as proof of the authenticity of the document.
Ministry of Foreign Affairs or Foreign Affairs Office: Next, submit the commercial certificate issued by CCPIT to the Ministry of Foreign Affairs or Foreign Affairs Office for further certification. They will confirm the authenticity and legality of the document and stamp it with their seal.
UAE Embassy in China: As a last step, submit the documents certified by the Ministry of Foreign Affairs or Foreign Affairs Office to the UAE Embassy in China for final certification. The Embassy will confirm the authenticity and legality of the document and stamp it with the seal of the UAE Embassy.
The following is a common document certification process:
1. Company Document Preparation
Memorandum of Association (MOA): specifies the company structure, shareholder rights, etc.
Shareholder Agreement: specifies the rights and obligations between shareholders.
Board Resolution: records major company decisions.
Business License: issued by the free zone to prove that the company is legally registered.
2. Certification by the Free Zone Authority
The Free Zone Authority is responsible for preliminary certification to ensure that the documents comply with local regulations.
3. Certification by the UAE Ministry of Economy
Some documents need to be submitted to the Ministry of Economy for certification to ensure compliance with national laws.
4. Certification by the Ministry of Foreign Affairs
Certification by the Ministry of Foreign Affairs ensures that the documents are valid internationally.
5. Certification by the Embassy or Consulate in the UAE
If the document is used abroad, it must be certified by the embassy or consulate of the relevant country in the UAE.
6. Translation and Notarization
Non-Arabic documents must be translated into Arabic and notarized by a notary office.
How long does certification take?
The entire certification process usually takes about 12-15 working days, and the specific time may vary due to factors such as seasons and policy adjustments. Therefore, it is recommended that overseas companies plan ahead and arrange certification matters reasonably to ensure that there is enough time to complete the certification and avoid affecting product export plans.
The license change in the UAE covers many aspects, including:
1. Change of company name: The company can change its name one year after its establishment. The process includes approval of the new name, appointment submission to the Industrial and Commercial Bureau, submission of materials, and receipt of change notice.
2. Change of company address: The company must apply for change registration before moving to the new residence and submit materials such as proof of use of the new residence.
3. Change of legal representative: Change of legal representative must apply for change registration within 30 days after the change resolution is made.
4. Change of registered capital: The company must apply for change registration within 30 days after increasing or reducing the registered capital.
5. Change of business scope: A shareholders' meeting must be held to form a resolution, amend the company's articles of association, and apply for change registration of business scope.
6. Change of company type: It is necessary to apply for change registration to the company registration authority and submit relevant documents.
7. Change of company shareholders: A limited liability company must apply for change registration within 30 days from the date of change to change shareholders.
8. Change of company articles of association: The amended company articles of association or amendments must be submitted to the original company registration authority for filing.
9. Changes in company directors, supervisors, and managers: Changes in these personnel must be filed with the original company registration authority.
These changes ensure the company's flexibility and compliance in terms of law and operations.
Yes, after DIBI Company changes its business license, the following documents usually need to be updated:
1. Company Articles of Association: If the change involves the company name, business scope, or shareholder information, the Articles of Association must be updated and submitted for filing.
2. Bank account information: The bank must be notified to update the company information to ensure normal account usage.
3. Tax registration: Changes must be submitted to the UAE tax authorities to ensure accurate tax records.
The time required to change the business license of a Dubai company depends on the specific content of the changes and the efficiency of the relevant departments. Generally speaking, the following factors will affect the processing time:
1. Type of change: Changes such as company name, business scope, or shareholder information may require different amounts of time.
2. Document preparation: If the documents are complete and accurate, the review time will be shorter; otherwise, supplementary materials may be required, which could delay the process.
3. Department efficiency: The review speed of the Dubai Economic Development Department (DED) or other relevant agencies will also impact the overall processing time.
To process the notarization and authentication of DIBI company's business license, the following documents are usually required:
1. Copy of the business license: A copy of the latest version of the business license must be provided.
2. Company bylaws: Depending on the requirements of the target country, the company bylaws may need to be provided.
3. Proof of identity of the legal representative: Such as a scanned copy of a passport, etc.
5. Notes: Documents must be authentic and accurate, and translations must be issued by a professional institution.
The notarization and authentication of documents in Dubai typically includes the following steps:
1. Notarization: Submit the document to a local notary office in Dubai, where a notary public verifies the authenticity and legality of the document and stamps it with an official seal.
2. Ministry of Foreign Affairs authentication: After notarization, the document must be submitted to the UAE Ministry of Foreign Affairs or its designated authority for authentication to confirm the validity of the notary's signature and seal.
3. Embassy/Consulate authentication: If the document is to be used abroad, it must also be submitted to the embassy or consulate of the destination country (e.g., China) in the UAE for final authentication to ensure its legal validity in the target country.
Zhuoxin Consulting relies on its Chinese service network and Dubai executive team to provide professional one-stop business services without communication barriers for Chinese companies to enter the Middle East market. Its business covers company establishment and maintenance, accounting and taxation, bank account opening, PRO services and business services.
Zhuoxin Consulting has high-quality business resources and maintains close cooperation with many free zones, bankers and tax departments in the UAE to escort your expansion in the Middle East market.
