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VAT registration document requirements

As part of the VAT registration process you will need to provide Avalara with company documents and other information.

This page provides information regarding the required document formats and how you can get the documents you need.

Please note that this page is referencing the first round of document that are required, once we know all the countries you will be registering in additional documents may be required.

For companies based outside of the United States

Passport

Please send a clear 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. 

Extract from Trade Register

Please provide a clear scanned 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 provide a clear scanned 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 (if applicable)

Please provide a scanned copy of the company VAT Certificate (if applicable), dated in the last 6 months 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 United States

Passport  

Please send a clear 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. 

Form 6166 

Please send a clear scanned 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 

Please send a clear scanned copy of the company's certificate of incorporation. 

If you do not currently have a copy, you may request one from the registrar of companies in your state. 

Recent document from US trade register 

Please provide a clear scanned copy of a letter from a US trade register. If you are unsure how to obtain this document, you will need to contact the government body in your state that is responsible for company incorporation. 

Statutes or articles of association 

Please provide a clear scanned copy of the statutes or articles of association. Depending on your state this document may vary between names. If you do not currently have a copy of this document, you will need to request one by contacting the government body in your state that is responsible for company incorporation. 

Additional requirements and important notes 

This section will explain in more detail the requirements for different document types. 

During the registration process our team will help you understand what documents and information we need from you in order to complete your registrations.  

We will confirm the required format and any other details for each document we request. 

The information below will help you understand the different document requirements. 

Clear scanned copies 

Many documents we request will need to be clear scanned copies; this means an electronic copy of the document in which all the information is clearly visible. 

Ideally these documents would be in PDF format, however the only key requirement is that the scanned document is clearly readable. 

Original/Hard Copies 

For some documents we will need originals or hard copies, this means we required a physical copy of the document. Either the original document, or a printed copy. 

Some of the Countries require you to provide originals hard copies, this means we required you to send us a physical document. Original can be a document, completed, printed and signed by the company legal representative (wet signature) or can be a document issued by Local Authorities. If the document you download from the Local Authorities’ website that not always be recognised as an Original Hard copy, therefore, it might have to be Notarized.

Standard Translation 

We will require some documents to be translated before they are sent to us for processing. When a document is marked as requiring standard translation this means the document needs to be translated, without the use of a certified, registered translator.

Sworn Translation 

A sworn translator is someone who has the authority to provide sworn translations of important legal documents that have been provided in a language that is not the official language of that country.

Not every country has a system of sworn translators and sworn translations. It is quite common in Europe, so if you want to get a legal document translated from English to French, Spanish or Italian, for example, you would have to use a sworn translator based in France, Spain or Italy respectively. Many countries do not use sworn translators, such as the U.S.A., Australia and the U.K. They use other ways to authenticate translations.

Notarization

A notarized document is a document carrying authenticated signature(s) of the person(s) authorized or required to sign it, and the signature of a notary public witnessing the signature(s), accompanied by an impression of his or her official notary seal. A notarized document is not necessarily a certified document.

Apostille

The Apostille is an official government-issued certificate added to documents so they will be recognised when presented in another country.

Typically the Apostille certificate is issued by the state from which the document originates although in some cases another state can issue the Apostille. Once a document has had an Apostille certificate attached to it confirming the authenticity of signatures and seals it can be presented to any country which recognises the Apostille. The authority receiving the document should then accept the seals or signatures as true and valid without requesting further evidence or proof.

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