What is a Commercial Register extract?
An extract from the Trade Register is an official document containing the main details of your company as registered with the Chamber of Commerce. The document is a snapshot and shows the situation on the day of issue. You use it to prove that your company exists and is correctly registered. The extract has no fixed expiry date, but loses its practical value as soon as data changes. This is why a recent extract is often requested.
What information is contained in a CoC extract?
A CoC extract shows the key details of your business. These are:
- company name
- Chamber of Commerce number
- legal form
- business address
- owner or director
- authorised signatories
- any branch offices
Sensitive private information will be shielded. The document is intended to provide business clarity, not to share personal information.
Why is a CoC extract needed?
A CoC extract is used to provide assurance about your business. Banks ask for it when opening a business account or for financing. Government agencies may require it for subsidies or permits. Clients also use it to check whether they are doing business with an existing and authorised entrepreneur. Without an extract, an application or agreement may be delayed or refused.
Types of extracts
The Chamber of Commerce offers different types of extracts. Not every extract is suitable for official use. The difference lies mainly in the degree of authentication and the way in which the document may be used. It is therefore important to determine in advance what you need it for.
View online
You only use this variant to view data. The document is not authenticated and not suitable as official proof.
Digitally authenticated
This is an official PDF document with digital authentication. You may share it digitally, but printing invalidates it.
Paper authenticated
This is a physical document on official paper. It is often requested when a paper proof is needed.
English extract
This version is partly translated into English. Not every foreign authority will accept it without additional steps.
What can you do with a CoC extract?
A CoC extract shows that your company is officially registered. The document is used to establish your business identity and to check who is authorised to act. Many organisations ask for this by default in formal processes.
You use a CoC extract for, among other things:
- opening a business bank account
- applying for grants or funding
- concluding contracts with clients
- registration with platforms or suppliers
- control of authority to sign
How long is a CoC extract valid?
Formally, a CoC extract has no expiry date. In practice, organisations almost always ask for a recent document. Often, the extract should not be older than one month. This is because company details can change. As soon as something changes in your registration, an earlier extract is no longer current. For official applications, a new extract is therefore wise.
Apply for a CoC extract
You can request a CoC extract online via the website of the Chamber of Commerce. There you choose the type of extract and pay directly. You will usually receive a digital extract by e-mail within minutes. A paper version is sent by post. In some cases you can also collect the extract by appointment from a CoC office. Applying online is usually quickest.
Cost of an extract from the Trade Register
The Chamber of Commerce charges fixed rates for extracts. Online inspection is the cheapest. Digital and paper authenticated are more expensive because they are officially usable. The rates are exempt from VAT. The Chamber of Commerce uses this income to manage the Trade Register.
Free CoC extract
Through your CoC account you can access data online for free several times a year. This is not an official extract.
Chamber of Commerce excerpt VAT
You do not pay VAT on a CoC extract. The service is exempt from sales tax.
