This guide will provide more information on the different document types that may be required as part of your VAT registration process.
Please note the documents that are required may vary from country to country, and there may be additional document requirements beyond what is listed here.
We will let you know exactly what documents are needed in your registration tasks.
Please post (when instructed by the registration team) documents to this address:
Avalara Europe LTD
Direct VAT Registrations
For companies based outside of the US
Please upload a scanned copy of the passport of a legal representative for the company, most commonly this will be a company director or president. The scanned file must be less than 2mbs and the passport details and photo must be clearly visible. The passport must not be expired.
Extract from Trade Register
Please upload a copy of an extract from the trade register in your main country of operation.
The document must be dated in the last three months, and must clearly show the company name, business address and director(s) name.
You can alternatively provide a certificate of good standing.
Memorandum or Article of Association
Please upload an electronic copy of the memorandum or article of association, this document is created on incorporation and is provided alongside the certificates of incorporation. If you do not currently have a copy of these documents, you will need to request them from the appropriate registrar of companies.
VAT certificate (dated last 6 months)
Please upload a scanned copy of the company VAT Certificate for your country of incorporation, this document is provided by the tax authority upon registration for VAT.
If you do not currently have a copy of this document you will be able to request a copy by contacting your tax authority, your accountant may also have a copy they can send you.
For Companies based in the US
Please upload a scanned copy of the passport of a legal representative for the company, most commonly this will be a company director or president. The scanned file must be less than 2mbs and the passport details must be clearly visible.
Please upload an electronic copy of Form 6166. Form 6166 is a letter printed on U.S. Department of Treasury stationery certifying that the individuals or entities listed are residents of the United States for purposes of the income tax laws of the United States.
You can obtain this form from the IRS website, to obtain a form 6166 you must also complete Form 8802.
When you have completed Form 8802 please send a copy of the completed form and proof of payment, with this we can make a start on your registration without waiting for the Form 6166 to arrive.
Upon receipt of Form 6166 please send us a copy.
Certificate of Incorporation/Articles of association
Please upload an electronic copy of the companies certificate of incorporation/LLC.
If you do not currently have a copy, you may request one from the state where your company is established
The address on this certificate must match the address you have provided as your company's primary address. If you are incorporated in Delaware, please provide your business license/certificate of authority from your state in addition to your articles of incorporation.
Statutes / Articles of association
Please upload a clear scanned copy of the company articles of association or similar document.
Business entity records are the responsibility of State governments and detailed requirements and the title of the document will vary according to State law.Typical documents are Articles of incorporation or articles of organization or certificate of formation for LLCs.
Please send a copy clearly showing address, company name, and owner/directors’ names.
If you are incorporated in Delaware, please include both your DE articles of incorporation as well as the articles of incorporation/registration from the state where you are headquartered. Tax authorities will need to see an official document with an address that matches what is on your VAT Registration application.
Recent document from US state trade register/certificate of good standing
Your most recent business license or Certificate of Good Standing from the state where your company headquarters is located. It must be less than six months old or have an expiration date greater than six months from your request and it must state the names of the company, and company address.
If your company is incorporated in Delaware, please include your documents from Delaware and the Certificate of Good Standing from the state where your company headquarters is located. Tax authorities will require that the address on the Certificate of Good Standing matched what is on your VAT Registration.
If you do not have a copy, you can get one from your Secretary of State or State Department of Revenue:
Additional document requirements
Clear scanned copies
Document scans must be clear and easily readable. If a document is not clear or there are parts of the document that cannot be read, we will need to request another copy of the document.
Translation / Sworn translation
Some documents require a translation in order to be accepted, when this is the case we will inform you if a translation is needed.
If you need help with acquiring translated documents please speak to our team who can put you in touch with our translation partner.
Please note that some documents require a "sworn translation" this is a translated document with a sworn declaration that the translation is complete and has been completed by a translator with the capacity to swear documents. We will inform you when sworn translation is required.
Read more about sworn translation here.