Belgian Law on Company Domiciliation: What You Need to Know
CSA, 2018 legislation, KYC obligations, notary procedure: the complete legal guide to domiciling your company in Belgium.
Belgian Law on Company Domiciliation: A Legal Guide
CSA, 2018 legislation, provider obligations, setup procedure: the detailed legal framework for domiciling your company in full compliance.
Still deciding between simple domiciliation and a virtual office? Our comparison article helps you choose the right formula. This guide focuses on the legal side: what are your obligations and how to meet them in practice.
The registered office: what the law requires
Every company incorporated in Belgium must have a registered office (siège social). This is a requirement under the Belgian Code of Companies and Associations (CSA), which entered into force on 1 May 2019. This address is not a mere formality: it determines which court has jurisdiction over disputes, which tax office handles your filings, and where official government correspondence is sent.
The CSA requires every Belgian company (SRL/BV, SA/NV, SC/SNC or ASBL/VZW) to declare a registered office at incorporation. Three fundamental rules:
A real, physical location. PO boxes are not accepted. The address must correspond to an existing, accessible and compliant premises.
Inclusion in the articles of association. The registered office must appear in the articles filed with the clerk's office.
Official publication. Any change of address requires a formal amendment, published in the Moniteur belge and updated in the Crossroads Bank for Enterprises (BCE).
The Law of 29 March 2018: specific obligations for domiciliation centres
The CSA sets the general rules, but the Law of 29 March 2018 specifically governs domiciliation providers. This law distinguishes a professional centre from a mere convenience address. It imposes four concrete obligations:
1. Registration with the SPF Economy. Every domiciliation centre must be registered. Without this accreditation, the provider operates illegally and your company's registration could be challenged.
2. Identity verification (KYC). Before signing an agreement, the centre must verify the identity of the company's directors. This is an anti-money laundering (AML) obligation that applies to all providers without exception.
3. Maintaining a register. The centre must keep an up-to-date list of all companies domiciled on its premises, available for inspection by authorities.
4. Reporting suspicious activities. If in doubt, the provider must report any suspicious activity to the CTIF (Financial Intelligence Processing Unit).
These obligations protect both the provider and the entrepreneur. A centre that fails to comply puts the legal validity of your domiciliation at risk.
Step-by-step procedure: from signature to the Moniteur belge
Setting up domiciliation takes only a few days, provided you follow the right order:
Step 1: Choose a centre registered with the SPF Economy. Verify its accreditation number before signing anything.
Step 2: Sign a domiciliation agreement. This contract is legally mandatory. It specifies the rights and obligations of both parties (access to premises, mail handling, duration, termination).
Step 3: Register the address in the BCE. If you are incorporating a new company, your notary handles this. If you are transferring an existing registered office, a statutory amendment is required.
Step 4: Publish the address in the Moniteur belge. The publication formalises the change and makes it enforceable against third parties.
Step 5: Update all your documents: invoices, website, contracts, terms and conditions. The registered office address must be consistent everywhere.
How much does it cost?
The cost breaks down into two parts:
Domiciliation itself: at Office Factory, from €79/month. This includes the registered office address, mail reception and a professional address at 842 Chaussée d'Alsemberg in Uccle.
Notary fees (if transferring): expect between €1,200 and €2,000 for a statutory amendment, including drafting the deed and publication in the Moniteur belge. For new incorporations, these fees are included in the overall setup cost.
The five most common mistakes
1. No domiciliation agreement. Without a written contract, your domiciliation has no legal basis. If the SPF Economy audits your setup, you risk sanctions.
2. An unregistered provider. This is more common than you might think, especially with online providers or those based outside Belgium. Always ask for the SPF Economy accreditation number.
3. Forgetting to update the BCE. After a change of address, the BCE must be updated immediately. A discrepancy between your actual address and registered address can result in fines.
4. Not checking termination clauses. Some agreements require 3 to 6 months' notice. Read the contract before signing, particularly the exit conditions.
5. Confusing registered office and place of business. The registered office (legal address) and the place of business (where you work daily) can be different. Domiciliation covers the registered office only.
Why choose a centre in Uccle?
The location of your registered office sends a signal to clients, partners and institutions. Uccle is a district known for its SMEs, international organisations and professional services firms. It is a credible choice for a company that wants an established Brussels address without the cost of a city-centre lease.
Office Factory is registered with the SPF Economy and a member of the Belgian Workspace Association. All domiciliation agreements comply with the requirements of the Law of 29 March 2018.
Whether you are launching a new business or looking to transfer your registered office, our team can help you get set up in full compliance with the CSA and the 2018 legislation.