The commercial register extract: what it contains

The commercial register extract is the public “identity card” of a Swiss company. Banks, notaries, clients, suppliers and counterparties request it to verify who the company is, who represents it and with what powers. Knowing how to read it and which version to request avoids misunderstandings and delays. Let’s look at what it contains, what types exist and what value it has.

What it is for

The commercial register is public: anyone can consult it. The extract officially certifies the company’s essential data and makes the registered information enforceable against third parties. It is typically required to:

• open a bank account and for KYC checks;
• sign significant contracts and verify powers of representation;
• notarial operations, tenders, financing and dealings with the authorities.

What the extract contains

An extract sets out the company’s identifying and organisational information. In general you will find:

• company name (business name) and legal form (AG, GmbH, sole proprietorship, etc.);
• business identification number (UID) and registration number;
• registered office and legal address, with any “c/o” domicile;
• corporate purpose and date of incorporation;
• share capital and its paying-up;
• bodies and persons: board members, managing officers, directors, with their respective signatory powers (individual, joint by two);
• any auditor or mention of the opting-out;
• references to publications in the Swiss Official Gazette of Commerce (SOGC/SHAB).

The signatory powers are often the most consulted item: they state who can validly bind the company and how.

Current extract and chronological extract

There are two main versions:

• current extract: it captures the situation in force today, with the valid entries. This is the one required in most cases;
• chronological extract: it also shows the entries that have been deleted and amended over time, reconstructing the company’s history (changes of office, of bodies, of capital). Useful in due diligence, litigation or in-depth checks.

Legal value and public faith

The data entered in the register enjoy public faith: those dealing with the company can rely on what is registered and published. An entry produces effects towards third parties once it is published; those acting in good faith are protected. For this reason, keeping the register up to date (new board members, changes of signatory power, new registered office) is not a formal requirement but a concrete safeguard.

Simple extract and certified copy

From the official portal you can obtain an electronic extract that can be consulted and printed, sufficient for many uses. When full evidentiary value is required, for example abroad or for certain operations, you request a certified copy issued by the cantonal register office, often accompanied by an apostille for international use. Always check which version the counterparty requires, so as not to redo the procedure.

How to obtain it

The extract is obtained:

• from the cantonal portals and the central online company register, often with a free version for consultation and a paid certified version;
• at the commercial register office of the canton of registered office for certified copies and official paper documents.

Mistakes to avoid

• Submitting an outdated extract: many counterparties want a recent one (often no older than a few months).
• Confusing current and chronological when the full history is needed.
• Providing a simple extract where a certified copy (or the apostille for abroad) is required.
• Neglecting to update the register after changes of bodies or signatory powers.

In summary

The commercial register extract officially tells who the company is, who represents it and with what powers. Knowing whether you need the current or chronological version, the simple or certified one, and keeping it up to date, makes the difference between a smooth procedure and a snag.

Do you need to update the entries or manage dealings with the register? The corporate division of SIH ONE handles company procedures and dealings with the commercial register.