Who It’s For
- Companies that want clean registers, minutes, and filings
- Groups with regular director/share changes and bank/auditor requests
- Owners who want fast retrieval of older records when needed
Acting as company secretary for 700+ Cyprus entities. CySEC ASP License 135/196. Response within four business hours.
What You Get
- Up-to-date registers and minute books (digital index + physical set where required)
- Annual filings calendar and reminders
- Standard templates for resolutions and powers of attorney
- Certificate set kept current (incorporation, directors/secretary, shareholders, registered office)
- Registrar/bank/auditor letters organised and archived
- Quarterly status note with open items and upcoming deadlines
Process & Typical Timeline
Registers We Maintain
- Directors & secretary
- Members/shareholders
- Charges/encumbrances
- Transfers & allotments
- UBO/Beneficial Ownership (where applicable)
- Minute books (board/shareholder)
Core Filings & Typical Timing
| Activity | Typical Timing | Who Signs | Notes |
|---|---|---|---|
| Annual return | Planned annually | Director/secretary | We coordinate timing with accounts and auditors |
| Director/secretary change | 2–5 business days | Director/secretary | Resolutions + Registrar filing; banks updated if needed |
| Registered office change | 2–5 business days | Director/secretary | Certificate set updated after acceptance |
| Share allotment/transfer | 1–2 weeks | Board & relevant parties | Resolutions, supporting documents, register updates, certificates |
| UBO/BoR update | 2–5 business days | Authorised officer | Aligned to Registrar portal requirements |
| Charge registration | As per deal timetable | Authorised officer | Strict time windows may apply |
| Name/constitution change | 1–3 weeks | Board/shareholders | Update mandates/stationery where relevant |
| Certified copies/apostilles | 1–3 business days | — | Timing depends on authorities and courier choice |
Timings are typical. Registrar and third-party processing can affect completion time.
Share Changes – Typical Steps
- Intake: change summary, parties, approvals, any SPA/SSA terms.
- Drafting: resolutions and Registrar forms.
- Approvals: signatures (meeting or written resolutions).
- Filing: submit to the Registrar; track acceptance.
- Update records: registers and share certificates.
- Notify third parties: provide updated pack to banks/auditors if needed.
Case Study
Fast Retrieval of Historic Records for a Dispute (Anonymised)
Client: Long-standing trading company (anonymised)
The client faced a partnership dispute and needed older company records quickly (minutes, resolutions, share documents, registers, and past filings).
Because MegaServe kept a structured and indexed record set, the documents were retrieved and issued quickly.
Result: the complete record set was retrieved and delivered to the client's legal counsel within two business days, enabling them to respond to the dispute within the court-imposed deadline and avoid a default judgment.
Requirements
- Certificate set, Memorandum & Articles, and latest annual return
- Current registers and a snapshot of minute books
- Directors’ and UBO IDs/POAs + proof of address
- Any recent Registrar filings or pending changes
- Auditor and bank details (and any format requirements)
Risk & Notes
- Registrar queues: processing time can vary. We file clean packs and track acceptance.
- Document standards: certified copies and apostilles depend on authorities; we provide options and tracking.
- Older gaps: if records are incomplete, we reconstruct from Registrar extracts and historical evidence.
- Time-sensitive filings: some filings (like charges) can have strict deadlines; we manage timing closely.
FAQs
Do you act as company secretary?
Yes. We can act as company secretary, maintain registers, prepare filings, and keep minutes/resolutions up to date.
Our registers are incomplete—can you rebuild them?
Yes. We rebuild from Registrar records, historical minutes, and share documents, then regularise the position.
How fast can you obtain certificates and apostilles?
Usually 1–3 business days, depending on authority queues and courier choice.
Do you handle UBO/BoR updates?
Yes. We prepare and submit updates and align supporting documents to portal requirements.
Can you coordinate with our auditors and lawyers?
Yes. We coordinate documents and timing so third parties receive what they need.
Is a company secretary required in Cyprus?
Yes. Every Cyprus company must appoint a company secretary under the Companies Law, Cap. 113. The secretary is responsible for maintaining statutory registers, filing annual returns, and ensuring the company meets its obligations to the Registrar. We can act as your company secretary or support your in-house appointee.
What does a corporate secretarial service include?
A corporate secretarial service covers the statutory record-keeping and filing obligations of a Cyprus company: maintaining registers of directors, shareholders, and charges, preparing and filing annual returns, drafting board and shareholder resolutions, updating the beneficial ownership register, coordinating with the Registrar and auditors, and keeping the certificate set current. MegaServe provides this as an ongoing service with a calendar, reminders, and quarterly status updates.
If you have unusual constraints (pending disputes, lender rules, complex ownership), email a short background and we’ll plan around it.
See also
Directorship & Management · Registered Address · Administrative Services · Banking Administration
Other Jurisdictions (on request)
Where required, we coordinate corporate secretarial work through vetted associates in selected jurisdictions.