How to Use This Guide

Additional documentation required during the process:

• Copy of the ID or passport of the legal representative.
• Trade Register extract issued within the last 2 months.

Signing instructions:

1. Company - BE - Mandate: Sign page 2 with a wet-ink handwritten signature in the field indicated below:            

The following document “Company - BE - OneGate PoA” is only required in case of Intrastat fillings obligation. In case you only need to submit VAT returns in Belgium, this document will not be within the documentation shared for signing.

If you have received this document, please follow the instructions:

2. Company - BE - OneGate PoA: This document must be signed with a wet-ink handwritten signature in the field indicated below:

The following document “Company - CZ - PoA Intrastat” is only required in case of Intrastat fillings obligation. In case you only need to submit VAT returns in Czech Republic, this document will not be within the documentation shared for signing. If you have received this document, please follow the instructions below:

1. Doc 1 – Company name - DE - PoA for onboarding: This document must be signed with a wet-ink handwritten signature in the field indicated below:

2. Doc 2 – Company - DE - PoA for communications: This document must be signed with a wet-ink handwritten signature in the field indicated below:
   

3. Doc 3 – Company - DE - Consent: This document must be signed with a wet-ink handwritten signature in the field indicated below:

4. Doc 4 - Company name - DE - Consent for the federal tax office: This document must be signed with a wet-ink handwritten signature in the field indicated below:

1. Company - DK - PoA for signature: This document must be signed with a wet-ink handwritten signature in the field indicated below:
   

Additional documentation required during the process

• Copy of ID or passport of the legal representative
• Notarized and apostilled Company Trade Register extract (issued within the last 1 month)
• Sworn Spanish translation of:
• The notarized & apostilled Trade Registry extract
• The notarized & apostilled PoA (unless you notarize a Spanish version directly)

Notarization and apostille requirement

For Spain, as you have already noticed from the information above the tax authorities require to provide them with the notarized and apostilled documentation. Additionally, if the documentation provided is not in Spanish, a sworn translation will be required as well.

From Marosa we want to help you with the transition process, making it as easy as possible. For such purpose to meet with the requirement for notarization and apostille, you may use the digital service of notarity (optional):Online Notartermine – notarity

notarity offers service that allows you to handle your notarial affairs online. Thanks to their digital platform, you no longer have to go to the notary in person to certify the documentation that is required for the onboarding process: How it works – notarity

Together with the notarity team we have prepared a special process for you to follow:

👉 https://app.notarity.com/#/book/marosa/

Please make sure you use the above link for booking the services, this is specifically designed option for the Spanish onboarding process with Marosa.

The service with notarity includes the notarization and apostille of the PoA together with obtaining the register extract (notarisation including apostille). The notary has access to all EU companies register and they are available to provide us with that document as well. Such solutions allow you to avoid obtaining the notarized and apostilled register extract separately.

If you have followed the link there are 3 options available. For the Spanish onboarding and the notarization and the apostille of the PoA and obtaining the trade register extract please choose:

Once notarized and apostilled, the notary will ship the documentation directly to Marosa. You do not need to worry about this step.

The advantage is that by using notarity, you can directly notarize and apostille the Spanish version of the PoA so there is no need to provide us with the sworn translation. Note that register extract, still will need to be sworn translated.

Note that this is an optional to use the service of notarity. This is a separate service where Marosa is not a part of. From Marosa we only want to help you making the process easy and recommend the service, but Marosa is not part of the agreement between notarity and your company. Of course, if you prefer you can proceed with your own notary or any other service provider.

Translation requirement

As you could already noticed, in case the documentation provided to the Spanish tax office is provided in any other language than Spanish, it will require sworn translation to Spanish.

For PoA, in case you are using services of notarity, you can directly submit the PoA in Spanish language for the notarization and apostille so there would be no need for further translations.

For company trade register extract, a sworn translation needs to be provided to the tax office together with the original documentation.

In this reference Marosa can assist you with translations, our fee is 60EUR per page to be translated. If you prefer you can provide us with the translations and ship them to our office together with the originals of the documentation. If translation is not received with the originals, we will contact you regarding the translation process.

Signing instructions

The PoA received by email is exclusively for legal entities, in case you are a sole trader, please contact us responding to this email and requesting to provide you with form updated for a sole trader.

Note that Spanish Power of Attorney requires the additional information we do not have in our records. We have filled out the document for you with all the data received, but there are still some pieces of information that need to be added before signing the document. These are:

For legal representative:

• Nacionalidad = Nationality = Staatsangehörigkei
• Fecha de nacimiento = Date of birth = Geburtsdatum
• Lugar de nacimiento = Place of birth = GeburtsorNúmero de DNI/ pasaporte = ID/Passport number = Personalausweis-/PassnummerEmitido por = Issued by = Ausgestellt von
• Valido hasta = Valid until = Gültig bis

For the company:

• Fecha de establecimiento = Date of establishment = Gründungsdatum
• Nombre del Registro Mercantil = Trade Register name = Handelsregistername

Important! Make sure to add the above details before signing.

Company - ES - PoA NIF: This document must be signed as indicated below, Notarized and Apostilled:

*In case of proceeding with notarization and apostille with notarity, do not sign the document before submitting on the notarity portal.

1. Doc 1 - Company - FR - Mandat: This document must be signed with a wet-ink handwritten signature in the field indicated below:

2. Doc 2 - Company - FR - PoA for compliance: This document must be signed on the second page with a wet-ink handwritten signature in the field indicated below:

3. Doc 3 - Company - FR - EE2-EE4 form: This document must be signed on the second with a wet-ink handwritten signature in the field indicated below:

The EE2-EE4 form received by email is automatically setup for legal entities, in case you are a sole trader, please contact us responding to this email and requesting to provide you with form updated for a sole trader.

Company - IT - POA: This document must be signed with a wet-ink handwritten signature in the field indicated below:

Company - LU - PoA Marosa: This document must be signed with a wet-ink handwritten signature in the field indicated below:

Company - NL - PoA Marosa: This document must be signed with a wet-ink handwritten signature in the field indicated below:

Forms received by email are exclusively for legal entities, in case you are a sole trader, please contact us responding to this email and requesting to provide you with form updated for a sole trader.

1. Doc 1 - Company - PL - UPL-1 form: This document must be signed with a wet-ink handwritten signature on page 2 in box 46 as shown below:

2. Doc 2 - Company - PL - OPL-1 form: This document must be signed with a wet-ink handwritten signature on page 2 in box 47 as shown below:

3. Doc 3 - Company - PL - NIP-2 form: This document must be signed with a wet-ink handwritten signature on page 4 in box 126 as shown below:
   
   

Additional documentation required during the process:

• Copy of the ID/ passport of the legal representative.
• Copy of the Trade Register extract issued within the last 2 months.

Signing instructions:

Company - SE onb - change of address for notifications: This document must be signed on the second page with a wet-ink handwritten signature in the field indicated below: