Certified ID for Malta Company Formation: Same-Day UK Solicitor Service

People who form a company in Malta often need certified identity documents.

For example, the Malta Business Registry may need certified identification for a beneficial owner. In addition, a Maltese company service provider may request documents for its KYC checks.

The usual documents include a passport, national identity card and proof of residential address.

A certified ID for Malta company formation confirms that a copy matches the original document. Where the document contains a photograph, the certification may also confirm that the photograph matches the holder.

Ginkgo Advisory provides a same-day express remote solicitor certification service for suitable applicants. Our UK solicitor can inspect your original ID during a live video call. We can then prepare a certified copy for your Maltese lawyer, accountant, formation agent or company service provider.

However, the receiving organisation controls acceptance. Therefore, you should send us its written instructions before the solicitor certifies your documents.

Quick answer: Do I need certified ID to form a business in Malta?

You may need certified ID when you form or register a company in Malta.

In particular, the Malta Business Registry has stated that a certified true copy of the official identification document must accompany beneficial-owner declarations. The requirement applies to every beneficial owner named in the relevant declaration.

Your Maltese company service provider may also ask for certified documents from:

• Proposed directors
• Shareholders
• Beneficial owners
• Senior managing officials
• Authorised signatories
• Company representatives

The exact list depends on your company structure and the recipient’s risk assessment.

What is the Malta Business Registry?

The Malta Business Registry, commonly called the MBR, acts as Malta’s central authority for commercial entities.

The MBR registers new companies and other legal entities. It also maintains Malta’s central Register of Beneficial Owners.

Its digital platform, BAROS, supports company incorporations, statutory filings and other registry services.

A standard Malta company formation process may include:

1. Choosing the business structure
2. Reserving the company name
3. Preparing the memorandum and articles
4. Arranging the share capital
5. Filing the incorporation documents with the MBR
6. Providing beneficial-owner information
7. Completing tax and VAT registration
8. Meeting ongoing filing duties

The MBR lists a private limited company as the most common company type in Malta.

MBR registration and KYC are different processes

Applicants often receive document requests from several organisations. Therefore, it helps to identify who has requested the certified copy.

Malta Business Registry requirements

The MBR reviews documents filed for the company and its beneficial owners.

For example, the MBR may need identification details and supporting documents. Its powers include obtaining certified true copies of passports, identity cards, residence cards and other identification documents.

Company service provider requirements

A Maltese company service provider may help you form and manage the company.

However, the provider must also complete its own customer checks. These checks may cover directors, shareholders, beneficial owners and anyone who controls the proposed business.

As a result, the provider may request more documents than the MBR filing itself requires.

Bank and payment-provider requirements

A bank or payment provider may conduct another KYC review before opening the company account.

Therefore, a certified passport that satisfies your formation agent may not automatically satisfy the bank. Each organisation can set separate wording, format and date rules.

Who is a beneficial owner of a Malta company?

A beneficial owner is the natural person who ultimately owns or controls the company.

For many company structures, the beneficial-owner test includes a person who:

• Directly or indirectly owns more than 25% of the shares
• Controls more than 25% of the voting rights
• Exercises control through another method

Where the company cannot identify such a person after completing the required checks, it may need to report its senior managing officials instead. The current MBR beneficial-owner forms request details such as the person’s name, date of birth, nationality, country of residence, official identification number, document type and country of issue.

Importantly, Malta changed its beneficial-owner forms again in July 2026. The updated forms now include the beneficial owner’s place of birth and residential address.

The MBR states that companies must use the new forms immediately. Older versions no longer meet the filing requirement.

Which people may need certified identification?

The exact requirement depends on the proposed company.

Beneficial owners

MBR guidance expressly addresses certified identification for beneficial owners.

Therefore, each beneficial owner should prepare a suitable passport or other official identity document when the filing requires it.

Directors

Your Maltese formation agent will normally identify and verify each proposed director.

Where a director lives outside Malta, the agent may ask for a certified passport and proof of address.

Individual shareholders

An individual shareholder may also need to provide certified identification.

This request can apply even when that person holds 25% or less and does not meet the beneficial-owner threshold.

Senior managing officials

Sometimes, a company cannot identify a natural person who meets the standard ownership or control test.

In that situation, the company may need to report one or more senior managing officials. The Maltese adviser may then request certified identification for those people.

Authorised signatories and representatives

The company service provider or bank may also check anyone who will operate an account, submit documents or represent the company.

Consequently, these people may receive separate KYC requests.

Which identity documents can a UK solicitor certify?

Malta’s FIAU guidance lists several forms of government-issued photographic identification.

These include:

• A valid passport
• A valid national identity card
• A valid government-issued identity card
• A valid residence card
• A valid driving licence

Use a current and unexpired document. In addition, make sure that every detail remains clear and readable.

For a passport, the receiving organisation will usually need the photograph page. However, it may also request:

• The signature page
• Visa or residence pages
• Pages that contain relevant endorsements
• A complete copy of the passport

Therefore, check the recipient’s instructions before the solicitor prepares the certified copy.

Can a UK solicitor certify a foreign passport?

Yes, a UK solicitor can often certify a copy of a foreign passport.

The solicitor must inspect the original document. They must also complete enough checks to feel satisfied that the copy matches that original.

However, the Maltese recipient must accept a legal professional from the United Kingdom as the certifier.

Malta’s current FIAU guidance identifies legal professionals as people who may certify identification documents for customer-checking purposes. It also allows another person who holds the legal power to certify documents within the customer’s jurisdiction.

GOV.UK also lists solicitors and notaries among the professionals who may certify a true copy.

Does the solicitor need to see the original ID?

Yes. A true-copy certification requires an inspection of the original document.

An ordinary passport scan does not prove that the sender holds the original. Therefore, the solicitor must complete a suitable original-document check before signing.

For a remote case, the client may need to:

• Show the original passport during a live video call
• Hold the passport beside their face
• Move or tilt the document to show its security features
• Show every edge of the identity page
• Confirm personal information
• Provide a clear colour scan
• Complete any additional identity checks

The solicitor will not certify a passport from an email attachment alone.

What wording should appear on a Malta KYC certified copy?

Malta’s FIAU guidance explains what a certified identity document should confirm.

The wording should state that:

• The document is a true copy of the original
• The certifier saw and verified the original
• The photograph is a true likeness of the customer, where relevant

The certifier must also sign and date the copy. In addition, the document should show the certifier’s name, address, contact details and professional role.

A suitable statement may read:

I certify that this is a true copy of the original passport seen and verified by me. I further certify that the photograph is a true likeness of the passport holder, whom I saw by live video call on the date stated below.

The solicitor can then add:

• Their signature
• The certification date
• Their full professional title
• Their professional address
• Their telephone number
• Their email address
• Their SRA details
• A professional stamp, where suitable

However, this wording is an example rather than a universal MBR form.

Your Maltese lawyer, accountant or company service provider may supply different wording. In that case, we review its wording before certification.

Why should the certification include true-likeness wording?

A basic true-copy statement only confirms that the copy matches the document shown to the solicitor.

By contrast, a true-likeness statement confirms that the photograph resembles the person whom the solicitor saw.

Malta’s FIAU guidance expects certified photographic ID to address both points. It says the certifier should confirm the original document and the holder’s likeness.

Therefore, passport certification for Malta company formation often needs more detail than a basic UK certified-copy statement.

Why do the solicitor’s professional details matter?

The Maltese recipient may check that the certifier exists and holds the stated professional status.

FIAU guidance tells subject persons to check the certifier through independent sources. For example, they may search an official professional register.

For this reason, a complete certification should identify the solicitor clearly.

Ginkgo Advisory can include:

• KH LAM
• Solicitor, England and Wales
• Professional contact details
• Professional address
• SRA registration details
• Signature and certification date

These details allow the receiving organisation to conduct its own check.

Can you certify proof of address for Malta company formation?

Yes. We can certify suitable proof-of-address documents alongside your passport or identity card.

The document should show your full name and current residential address.

Common examples include:

• A bank statement
• A bank reference letter
• A utility bill
• Government correspondence
• A government-issued document
• A current lease agreement
• A council or local-authority document
• A mortgage statement

Malta’s FIAU guidance generally expects address documents to be no more than six months old. A current lease can fall outside that six-month rule if the Maltese recipient confirms that the lease remains valid.

Can I use a utility bill?

A utility bill may support your residential address.

However, the bill should relate to a service connected to the property. Examples may include electricity, gas, water or a fixed-line telephone service.

Malta’s FIAU guidance explains that a mobile-phone bill does not normally provide the same link to a fixed residential property.

Therefore, use a stronger address document where possible.

Can I use an online bank statement?

A downloaded bank statement may work if the recipient accepts electronic statements.

The file should show:

• Your full name
• Your current residential address
• The bank’s name or logo
• The statement date
• Relevant account details
• Every page of the statement

Download the original PDF from your bank. Do not submit a cropped screenshot or an edited file.

For remote certification, we may ask you to show the statement within your online banking account. We may also request supporting evidence about its source.

Can a UK solicitor certify ID remotely for Malta?

Remote certification may work in suitable cases. However, two separate processes require attention.

The solicitor’s remote certification process

The UK solicitor must feel satisfied that:

• The client has shown the original document
• The scan matches the original
• The document appears complete
• The photograph matches the client
• The certification statement remains accurate

A live video appointment can support these checks.

The Maltese recipient’s remote KYC process

Malta’s FIAU guidance also allows a Maltese subject person to verify identity remotely through video conferencing.

The guidance expects clear visual and verbal contact. It also requires enough image quality to inspect the face, document contents and security features.

Where the Maltese subject person conducts its own video check, it must retain suitable records. These may include a recording and screenshots that show the customer, date, time and identification document.

However, FIAU guidance does not force every recipient to accept a certified copy prepared remotely by an outside solicitor. Therefore, your Maltese company service provider must confirm acceptance.

Same-day express remote solicitor certification

Ginkgo Advisory offers a same-day express remote solicitor certification service for suitable Malta company-formation documents.

Same-day completion may cover:

• Passport certification
• National identity card certification
• Residence card certification
• Driving licence certification
• Proof-of-address certification
• True-copy wording
• True-likeness wording
• Digital certified copies
• Wet-ink certified copies

We can usually complete a straightforward case on the same UK business day when:

• The recipient accepts remote solicitor certification
• You provide clear instructions
• The documents meet the requirements
• You complete the video appointment
• The solicitor completes all necessary checks
• We receive payment before the applicable cut-off time

Same-day completion applies to our certification service. It does not mean that the MBR will register the company on the same day.

How our same-day remote service works

1. Send the Malta document request

First, send the email, checklist or form from your Maltese company service provider.

This step allows us to check:

• Who must certify the document
• Whether true-likeness wording is necessary
• Whether the recipient accepts a remote appointment
• Whether it needs a digital or wet-ink copy
• Whether it asks for a notary or apostille

2. Send clear document scans

Next, send a colour scan of your passport or identity card.

Please include every edge. In addition, avoid glare, shadows, fingers and blurred text.

Where the recipient requests proof of address, send the complete statement, bill or government letter.

3. Complete the solicitor’s review

The solicitor reviews the documents before the appointment.

We may identify problems such as:

• An expired passport
• An unclear machine-readable zone
• Missing pages
• An old address document
• A name mismatch
• An edited PDF
• Incomplete recipient instructions

Correcting these points early can prevent a failed certification.

4. Attend the live video call

During the call, show your face and original identity document clearly.

The solicitor may ask you to:

• Hold the document beside your face
• Move it closer to the camera
• Tilt it under the light
• Show the front and back
• Confirm selected details
• Display the proof-of-address source

The video quality must allow a reliable check.

5. Receive the certified copy

After completing the checks, the solicitor prepares the certification.

Where the recipient accepts a scan, we can send the certified PDF by email.

Alternatively, we can prepare a wet-ink hard copy and arrange tracked post or international courier delivery.

Can we send the certified copy directly to Malta?

Yes. We can send the completed document to:

• Your Maltese lawyer
• Your accountant
• Your company formation agent
• Your company service provider
• Another authorised recipient

Direct delivery may provide a clearer document trail.

However, we need the recipient’s correct contact details and your permission before sending personal information.

Does the Malta Business Registry accept electronic documents?

The MBR operates a digital filing system. It has also confirmed that users can submit company-law documents electronically through approved filing methods.

However, the Registry keeps the right to check the validity of electronic submissions. It may treat an invalid submission as if the filer never submitted it.

Therefore, you should ask the filing professional whether it wants:

• A scanned wet-ink certified copy
• A paper original
• An electronically signed PDF
• A qualified electronic signature
• A document uploaded through BAROS

Our same-day service can prepare the certification format that the recipient has approved.

Is a digital certified copy enough?

A digital copy may be enough when the receiving organisation accepts an emailed PDF or portal upload.

However, another recipient may insist on the original wet-ink certification.

For example, the Maltese CSP may accept a PDF for its first review but later request the hard copy for its records.

Therefore, ask whether it needs:

• Digital delivery only
• Wet-ink delivery only
• Both digital and wet-ink copies

We can send a same-day scan first and arrange hard-copy delivery afterward.

Do I need notarisation?

Not necessarily.

A UK solicitor-certified copy and a notarised copy do not perform exactly the same function.

Service	Main purpose
Solicitor-certified copy	Confirms that the copy matches the original seen by the solicitor
True-likeness certification	Confirms that the photograph matches the person seen
Notarised copy	A notary completes a notarial act or certificate
Apostille	The UK Legalisation Office authenticates a UK public signature, seal or stamp
Embassy legalisation	An embassy or consulate completes an additional country-specific step

Malta’s FIAU guidance includes legal professionals among the people who may certify documents. Therefore, a UK solicitor may meet a request for certification by a legal professional.

However, use a notary where the instructions expressly ask for:

• A notary public
• A notarised copy
• A notarial certificate
• A notarial act

Do not assume that solicitor certification and notarisation are interchangeable.

Does the certified ID need an apostille?

Not every Malta company formation needs an apostille on the certified passport.

Many CSPs only ask for certification by a lawyer, solicitor, notary, accountant or another approved professional.

However, some recipients set a stricter rule. For example, they may request:

• Solicitor certification
• Notarisation
• An FCDO apostille
• Apostille and notarisation
• An original hard copy

Therefore, check the instructions before ordering legalisation.

An apostille does not confirm the passport holder’s identity by itself. Instead, it authenticates the relevant UK signature, seal or stamp for overseas use.

Can one certification cover several documents?

The recipient may expect separate certification for each document.

For example, the passport and bank statement serve different purposes. Therefore, the solicitor will usually certify them separately.

Likewise, a passport and national identity card should not rely on one general statement unless the receiving organisation clearly permits that format.

Separate certification also helps the recipient identify:

• Which original the solicitor inspected
• Which copy the statement covers
• When the solicitor completed each check
• Whether true-likeness wording applies

Do all pages need certification?

The recipient decides the page requirement.

A passport certification may only cover the photograph page. In contrast, a multi-page bank statement may need certification on every page or a statement that clearly covers the full document.

Therefore, send every page before the solicitor begins.

Do not remove:

• Blank pages that form part of an official statement
• Terms pages
• Grading or explanation pages
• Reverse sides
• Page numbers
• Security codes
• Issuer details

The solicitor can then prepare a complete and clearly linked document set.

Common Malta company-formation certification mistakes

Small errors can delay the company-formation process.

Common problems include:

• Sending only a passport scan
• Failing to show the original document
• Using a certification that lacks true-likeness wording
• Omitting the certifier’s contact details
• Leaving out the professional title
• Providing an expired passport
• Cropping the passport page
• Hiding the machine-readable zone
• Sending a blurred or dark image
• Using proof of address that is more than six months old
• Providing a mobile-phone bill
• Using a bank screenshot instead of the full statement
• Failing to explain different names
• Using old MBR beneficial-owner forms
• Assuming every Maltese recipient follows the same rules
• Ordering an apostille without checking the requirement
• Using a solicitor when the recipient asks for a notary
• Assuming remote certification guarantees acceptance
• Assuming same-day certification means same-day incorporation

A document review before the video call can prevent many of these issues.

Frequently asked questions

Does the MBR require a certified passport copy?

The MBR has stated that companies must submit a certified true copy of the official identification document for every beneficial owner when they file the relevant beneficial-owner declaration.

However, the exact requirement depends on the filing and company structure.

Can a UK solicitor certify my passport for Malta company formation?

Yes, where the Maltese recipient accepts certification by a UK legal professional.

Malta’s FIAU guidance includes legal professionals among suitable certifiers for customer-checking purposes.

Can KH LAM certify my documents remotely?

Remote certification may be available after a live video check and supporting identity review.

However, your Maltese recipient must accept the remote process and final document format.

How long does remote solicitor certification take?

A straightforward case may finish on the same UK business day.

The service depends on document quality, appointment availability, payment and completion of all checks.

Can you certify a non-UK passport?

Yes, in suitable cases.

The passport should remain valid, complete and clear. The Maltese recipient must also accept a UK solicitor as the certifier.

Do directors need certified passports?

A Maltese CSP may ask every director for certified ID as part of its KYC process.

However, the MBR beneficial-owner requirement and the CSP’s director checks remain separate matters.

Do shareholders need certified identification?

A formation agent may request ID from every individual shareholder.

A shareholder may need to provide ID even when they do not qualify as a beneficial owner.

What if a company owns the shares?

The Maltese adviser may ask for documents concerning the corporate shareholder.

These may include:

• Certificate of incorporation
• Certificate of good standing
• Registry extract
• Memorandum and articles
• Register of directors
• Ownership chart
• Documents identifying the ultimate beneficial owners

Separate certification or legalisation rules may apply to those company documents.

How old can my proof of address be?

Malta’s FIAU guidance generally sets a six-month limit for the listed address documents.

However, your Maltese recipient can apply a shorter period. Some providers ask for a document from the previous three months.

Can you certify a digital bank statement?

Yes, in a suitable case.

We may ask you to show the source of the PDF. In addition, the receiving organisation must accept an electronic statement.

Is a mobile-phone bill suitable proof of address?

Malta’s FIAU guidance distinguishes fixed-property services from mobile-phone services.

Therefore, a mobile bill may not provide suitable evidence of a residential property.

Must the certification include the solicitor’s SRA number?

FIAU guidance does not prescribe an SRA number as a separate universal field.

However, including professional registration details can help the recipient verify the certifier.

Does the certification need a solicitor’s stamp?

A stamp may help, but it does not replace the main certification details.

The copy should still contain the statement, signature, date, professional role, address and contact information.

Can I use a scanned signature?

The recipient controls this point.

Some recipients accept an electronically signed document. Others require an original wet-ink signature.

Is remote certification automatically accepted by the MBR?

No universal rule guarantees acceptance of every remotely prepared certified copy.

Therefore, obtain confirmation from the Maltese filing professional before arranging the service.

Does Ginkgo Advisory form the Malta company?

No. Ginkgo Advisory provides UK solicitor certification and related document support.

A Maltese lawyer, accountant or authorised company service provider should advise on the incorporation, company structure and local filing duties.

Arrange same-day certified ID for Malta company formation

Ginkgo Advisory provides same-day express remote solicitor certification for suitable documents intended for Malta company formation and KYC.

Our service may include:

• Passport certification
• National identity card certification
• Residence card certification
• Driving licence certification
• Proof-of-address certification
• True-copy wording
• True-likeness wording
• Live remote document inspection
• Same-day certified PDF
• Wet-ink hard copies
• Direct delivery to a Maltese adviser
• UK apostille support where required
• International courier delivery

KH LAM completes the certification as a practising Solicitor, England and Wales. The certification can include full professional and SRA details for independent checking.

Ginkgo Advisory does not act for the Malta Business Registry or the Malta Financial Intelligence Analysis Unit. We also have no affiliation with a Maltese company service provider unless expressly stated.

The Maltese recipient makes the final decision on acceptance. Therefore, clients should send its latest written instructions before the solicitor prepares the certified copy.