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Archive for August, 2007

Registered office and company records

All New Zealand domiciled companies must have a registered office, as well as an address for service, where legal documents can be delivered to the company.  Both addresses must be notified to the Registrar on application for incorporation.

The registered office must be a physical New Zealand address, not a postal box or accommodation address.  Normally it is the company’s business address or the company’s accountant. 

If a company wants to change its registered office or the address for service, the change and the date upon which it is to take effect must be notified to the Registrar.  This date must be at least five working days after the notice is registered.

At the registered office, a company must keep the following documents:

*  The company’s Constitution 

Minutes and resolutions of shareholders’ and directors’ meetings

*  Share register and register of Director’s interests

Certificates given by directors

*  Full names and addresses of current directors

*  Copies of written communications to shareholders including annual reports

*  Copies of financial statements and group financial statements

Accounting records for the current accounting period and for the previous 7 completed accounting periods

You may keep these records at any other location in New Zealand provided that their location is notified to the Registrar within 10 working days of the change.  The share register, if not separated, is the company’s principal register and must be kept at its registered office.  If separated, the registers may be kept elsewhere.

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