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Doc 1060/italian proof of reg #315

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da9536f
DOC-1060 Italian Proof of Registration
ntombing May 16, 2025
44999e8
fixup! DOC-1060 Italian Proof of Registration
ntombing May 27, 2025
692f991
DOC-1060/italian-proof-of-reg peer review
racene-swan Jun 9, 2025
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97 changes: 81 additions & 16 deletions docs/partnership/document-center/company-registration/italy.mdx
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Good job with this. Some things that need to be changed.

  1. Bullet points are inconsistent with the German version.
  2. Details column needs to be more consistent. Some say just the word "Dated" while others are a full sentence.
  3. Capitalisation between German and Italian is inconsistent e.g. Proof of Company Registration vs Proof of company registration.
  4. Proofs of address of UBOs should be Proof of address of UBOs - the details column has proof as singular.
  5. Consistency - the details column - for proof of address refers to the document - but it doesn't for the others. For example:
    Proof of address must be dated within the last 3 months vs Will be sent to the end user (based on communication preferences)
  6. Extra spacing in the columns in the accepted documents for associations table.
  7. Document request phrasing - standardize the wording for this. They should be consistent across all the different countries.

Questions

  1. Why is the structure around Swan retrieving documents different here than the German template? e.g. Having a details column?
  2. What is the purpose of having a repetitive sentence saying "The following table..."? Isn't the header enough?
  3. Why are the fields in the tables different? Isn't the purpose of this to align the pages?

Original file line number Diff line number Diff line change
Expand Up @@ -8,19 +8,84 @@ import DocumentsIntro from '../partials/_intro-registration.mdx';

<DocumentsIntro country="🇮🇹 Italy" />

| Legal entity | Proof of registration | Articles of association | UBO∗ declaration or sworn statement | Other documents |
| --- | --- | --- | --- | --- |
| Imprenditore individuale | Visura Camerale (from official Italian registry) | ☒ Not required | ☒ Not required | <ul><li>Legal representative's identity document, *and*</li><li>Legal representative's proof of address</li></ul>*If requested by Swan* |
| Libero professionista | Dichiarazione dei Redditi all'Agenzia delle Entrate | ☒ Not required | ☒ Not required | <ul><li>Legal representative's identity document, *and*</li><li>Legal representative's proof of address</li></ul>*If requested by Swan* |
| Società a responsabilità limitata | Visura Camerale (from official Italian registry) | ✓ **Required**<br />if requested by Swan | ✓ **Required**<br />if requested by Swan | At least one of the following:<br /><ul><li>Legal representative's identity document</li><li>UBO's identity document</li><li>UBO's proof of address</li></ul> |
| Associazione | Visura Camerale (from official Italian registry) | ✓ **Required**<br />if requested by Swan | ✓ **Required** | <ul><li>[Meeting minutes](./index.mdx#requirements-minutes), house rules, member list, voting records, or board member documents, *and*</li><li>Tax documents, *and*</li><li>At least one of the following:<ul><li>Legal representative's identity document</li><li>UBO's proof of address</li></ul></li></ul> |
| Fondazione | To be requested depending on the association's status | ✓ **Required**<br />if requested by Swan | ✓ **Required** | <ul><li>[Meeting minutes](./index.mdx#requirements-minutes), house rules, member list, voting records, or board member documents, *and*</li><li>Tax documents, *and*</li><li>At least one of the following:<ul><li>Legal representative's identity document</li><li>UBO's proof of address</li></ul></li></ul> |
| Associazione del proprietario dell'abitazione | To be requested depending on the association's status | ✓ **Required**<br />if requested by Swan | *Not applicable* | <ul><li>[Meeting minutes](./index.mdx#requirements-minutes), house rules, member list, voting records, or board member documents, *and*</li><li>Tax documents</li></ul> |

∗ A **UBO** is an Ultimate Beneficial Owner.

:::info Reasons for other documents
- For **Associazione** and **Fondazione**, other documents are required to demonstrate who is funding the association and to provide proof of the association's legal representative.
- For **Associazione**, they also explain the purpose of the association.
- For **Associazione del proprietario dell'abitazione**, other documents demonstrate who is in charge of the association, such as the Chairperson or President, as well as the association's treasury.
:::

## Companies {#companies}

### Legal forms {#company-types}

| Legal form (Italian) | Description |
|---|---|
| Società semplice | Simple partnership |
| Società in nome collettivo (s.n.c.) | General partnership |
| Società in accomandita semplice (s.a.s.) | Limited partnership |
| Società per azioni (s.p.a.) | Joint-stock company or public limited company |
| Società a responsabilità limitata (s.r.l.) | Limited liability company or private limited company |
| Società in accomandita per azioni (s.a.p.a.) | Limited partnership by shares |
| Società cooperative | Cooperative societies |
| Società di mutuo soccorso | Mutual aid societies |

### Accepted documents {#company-documents}

:::info Document request
*Documents marked with an asterisk are mandatory.
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This should be in all sections as it applies to all of them. If I view freelancers in isolation, I miss the message. Alternatively, we can add it as a second callout at the top of the page.

All other documents may be requested on a case-by-case basis.
:::

| Document type (Italian) | Description | Details |
|---|---|---|
| Visura camerale (Visura ordinaria della società di capitale) | Proof of company registration | <ul><li>Retrieved by Swan</li><li> An official document from the Chamber of Commerce, dated.</li></ul> |
| Statuto sociale or Atto costitutivo della società | Articles of Association | <ul><li>Retrieved by Swan</li><li>Must be stamped by the notary.</li></ul> |
| Documento d'identità del titolare effettivo | Identity documents of Ultimate Beneficial Owners (UBOs) | <ul><li>All valid identity (ID) documents are accepted.</li><li>If the ID does not include an Italian tax ID number, the Italian national health card (*Tessera Sanitaria*) will be requested.</li><li>Must be submitted in color, both sides (if applicable).</li></ul> |
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Proof of company registration
Articles of Association
Identity documents of Ultimate Beneficial Owners (UBOs)

These are all mandatory for companies*

| Prova dell'indirizzo personale | Proof of address of UBOs | <ul><li>Must be dated within the last 3 months.</li></ul> |
| Procura <br /> Documento d'identità del rappresentante legale | Power of Attorney and ID document of the legal representative | <ul><li>Must be dated within the last year and signed.</li><li>An ID document is required if the legal representative is not the account holder.</li></ul> |
| Modulo per le persone politicamente esposte | Politically Exposed Person (PEP) form | <ul><li>Will be sent to the end user (based on communication preferences).</li><li>Must be dated and signed.</li></ul> |
| Bilancio finanziario | Financial statements | <ul><li>Retrieved by Swan</li><li>Must be dated within the last 3 months.</li></ul> |
| Dichiarazione giurata degli azionari effettivi della società | Sworn statement | <ul><li>Must be signed and dated within the last 3 months.</li></ul> |
| Organigramma aziendale | Company structure chart | <ul><li>An internal company document showing the holding structure.</li></ul> |

## Self-employed individuals and freelancers {#self-employed}

### Legal forms {#self-employed-types}

| Legal form (Italian) | Description |
|---|---|
| Imprenditore individuale | Regulated liberal professions or self-employed |
| Libero professionista | Non-regulated liberal professions or freelancers |

### Accepted documents {#self-employed-documents}


| Document type (Italian) | Description | Details |
|---|---|---|
| Visura Camerale (Visura Ordinaria della società di Capitale) | Proof of registration* | <ul><li>Retrieved by Swan</li><li>Applies if the type of activity requires registration.</li><li>Must be issued by an official source and dated.</li></ul> |
| Dichiarazione delle imposte all'Agenzia delle Entrate | Individual tax return document | <ul><li>Retrieved by Swan if the VAT (Value-Added Tax) number is provided in the onboarding form.</li><li>If the VAT number is not provided, it will be requested directly from the end user.</li><li>Only the most recent tax return is accepted.</li></ul> |
| Prova dell'indirizzo | Proof of address | <ul><li>Must be dated within the last 3 months.</li></ul> |
| Modulo per le persone politicamente esposte | PEP form | <ul><li>This will be sent to the end user (based on your communication preferences).</li><li>Must be dated and signed.</li></ul> |
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I still think the full acronym should be added here. Politically Exposed Person (PEP) form because we don't have footnotes explaining these acronyms, and the tables can't be viewed in isolation. Here we're assuming that they will read about companies first, then self-employed. If companies don't apply to a certain partner, they'll miss the correct description.

| Bilancio finanziario | Financial statements | <ul><li>Requested if their activity isn't registered.</li><li>Must be dated within the last 3 months.</li></ul> |

## Associations {#associations}

### Legal forms {#association-types}

| Legal form (Italian) | Description |
|---|---|
| Organizzazioni non governative (ONG) | Non-governmental organizations (NGOs) |
| ETS non commerciali | Non-commercial third sector entities |
| Organizzazioni del commercio equo solidale, del microcredito, della finanza etica | Organizations of fair trade, microcredit, and ethical finance |
| Organizzazioni e associazioni di migranti | Organizations and associations of migrants |
| Imprese sociali, organizzazioni sindacali di lavoratori e imprenditori | Social enterprises, trade union organizations of workers, and entrepreneurs |
| Organizzazioni di volontariato | Volunteer organizations |
| Associazioni di promozione sociale che abbiano tra le finalità statutarie la cooperazione allo sviluppo | Social promotion associations whose statutory aims include development cooperation |
| Sindacato dell'abitazione | Homeowners' association |
| Fondazione | Foundation |

### Accepted documents {#association-documents}

| Document type (Italian) | Description | Details |
|---|---|---|
| Statuto sociale / Atto costitutivo della società | Articles of Association* | <ul><li>Must be dated and signed. </li></ul> |
| Verbali, regolamento interno, elenco dei membri, registri di voto o documenti dei membri del consiglio* | Meeting minutes, house rules, member lists, voting records, or board documents* | <ul><li>Must be the latest versions.</li></ul> |
| Visura ordinaria della società di capitale | UBO certificate (if applicable) | <ul><li>An internal company document.</li><li>Must be signed.</li></ul> |
| Documento d'identità dell'azionario effettivo | ID documents of UBOs | <ul><li>All valid ID documents (including passports) are accepted.</li><li>If the end user doesn't provide the new ID (which includes the tax ID), the Italian national health card (Tessera Sanitaria) will be requested to retrieve the tax ID.</li></ul> |
| Prova dell'indirizzo personale dell'azionario effettivo | Proof of address of UBOs | <ul><li>Must be dated within the last 3 months.</li></ul> |
| Dichiarazione dei redditi dell'impresa | Company income tax return | <ul><li>Must be the most recent tax return.</li></ul> |
5 changes: 2 additions & 3 deletions docs/partnership/document-center/partials/_intro-registration.mdx
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Original file line number Diff line number Diff line change
@@ -1,8 +1,7 @@
:::tip Document retrieval
Whenever possible, Swan retrieves required documents independently.
Whenever possible, Swan independently retrieves required documents. If retrieval isn't possible, Swan may request the documents listed on this page to open an account for your company registered in {props.country}.
:::

<span>
<p>If it's not possible for Swan to retrieve a document, the list of documents on this page can be requested to open an account for your company registered in {props.country}.</p>
<p>Documents must have been issued within the last **three months** and be written in the **Latin alphabet**. They must be comprehensive, accurate, and legally compliant.</p>
<p>Documents must be written in the **Latin alphabet**, and must be comprehensive, accurate, and compliant with legal requirements.</p>
</span>