Documents Required to Establish a Limited Company in Germany

Many Turkish entrepreneurs wishing to establish a limited (GmbH) in Germany get stuck on the question, “What exactly documents do I need to prepare and at what stage will they be required?” An incorrect or missing document can extend the process by weeks; this risk increases especially when setting up from outside Germany.

Below, you will find the documents required to establish a GmbH or mini-GmbH (UG) in Germany as of 2026, positioned step by step in the process with practical explanations. At the end of the article, I will also summarize how you can manage this complex structure more controlled and quickly with Corpenza.

Basic Features of a Limited Company (GmbH) in Germany

The equivalent of a “Limited Company” in Turkey is Gesellschaft mit beschränkter Haftung (GmbH) in Germany. It is the most common model for small and medium-sized enterprises and offers the following advantages:

• Limited liability: Partners generally only bear risk up to the amount of capital they contribute.
• Minimum capital: A minimum €25,000 equity is required for GmbH; at least €12,500 must be deposited in a bank account during registration.
• Mini-GmbH (UG) option: You can establish a UG (haftungsbeschränkt) with just €1 capital; however, you cannot distribute profits until you allocate 25% of the annual profit to legal reserves until you reach €25,000.
• Possibility of foreign partners: Foreign individuals and legal entities can be 100% partners without the requirement of residing in Germany.

This framework also determines which documents you need to prepare. Below, we will list the necessary documents at each step as the process progresses chronologically.

Step by Step: GmbH Establishment Process and Required Documents in Germany

1. Structure Selection and Company Name Check

In the first stage, you decide whether to establish a classic GmbH or a UG (mini-GmbH). Your capital structure and growth plan are decisive here.

Then, you need to clarify your company name (Firma) and business activity (Unternehmensgegenstand).

Important documents at this stage:

• Identification documents of the founding partners (passport or ID card)
• Address declaration of the partners (residence/address confirmation)
• Preliminary draft business plan (especially for bank meetings or visa processes)

Checking the name availability with the relevant IHK (Chamber of Industry and Commerce) reduces the risk of registration rejection and opens up your way in the branding process.

2. Draft of the Articles of Association (Gesellschaftsvertrag)

The legal foundation of the GmbH is formed by the Articles of Association (Gesellschaftsvertrag). It must be prepared in German and signed in the presence of a notary.

Basic documents required at this stage:

• Draft of the Articles of Association (Gesellschaftsvertrag)
  • Company name and headquarters
  • Business activity (Zweck)
  • Amount of capital and share distribution
  • Management structure (Geschäftsführer) and representation authorities
  • Profit distribution and share transfer provisions
• List of Partners (Gesellschafterliste)
  • Name, address, number of shares, and nominal value of each partner

If there are at most 3 partners and 1 manager, you can reduce costs by using the commonly used standard model contract (Musterprotokoll) in Germany. However, if you have international partnership structures and plan to attract investors in the future, a specially prepared contract is generally healthier.

3. Notary Procedures: Declaration of Establishment and Appointment of Manager

All founders sign the establishment documents in the presence of a German notary (Notar). For founders living outside Germany, digital notary processes are also possible at German consulates or via eID.

Main documents prepared/signed at the notary:

• Gründungserklärung (Declaration of Establishment)
  • Declaration by the partners that they will contribute the specified capital
• Gesellschaftsvertrag (Articles of Association) – final and in German
• Geschäftsführer Bestellung (Manager appointment decision)
  • Appointment of one or more managers by the general assembly decision
• Geschäftsführer-Erklärung (Manager declaration)
  • Declaration by the manager that there are no obstacles such as bankruptcy prohibition or professional disqualification
• Identification documents of the founders and managers
• Power of attorney (Vollmacht) – if the transaction is conducted through a representative

At this stage, all documents are prepared in German; sworn translation and often Apostille are required for every document coming from a foreign language.

4. Opening a Bank Account and Capital Blocking

With the notary contract, you open a corporate bank account in the name of the company. At least €12,500 of the capital (for GmbH) or the entire amount for UG is deposited into this account.

Documents required at this stage:

• Notary certified Articles of Association (Gesellschaftsvertrag)
• Manager appointment decision and the manager’s identity
• Identifications of the partners (according to the bank procedure)
• Address declaration (for bank KYC processes)

After the capital is deposited, the bank issues a capital investment confirmation letter (Proof of Share Capital Deposit) with a title such as Einlagebestätigung. This document is mandatory for the trade registry application.

5. Trade Registry (Handelsregister) Registration

To gain legal personality, the GmbH must be registered with the Handelsregister. You do not apply directly; the notary electronically submits the documents to the relevant Amtsgericht.

Main documents required for the trade registry application:

• Notary approved Articles of Association (Gesellschaftsvertrag)
• Gründungserklärung (Declaration of Establishment)
• List of Partners (Gesellschafterliste)
• Manager Appointment and manager declaration
• Bank capital investment confirmation (Proof of Share Capital Deposit)
• Registereintragung application form (prepared and signed by the notary)
• Address document related to the company headquarters (Mietvertrag – lease agreement, etc.)

If part of the capital is contributed in kind instead of cash as contributed capital (equipment, vehicles, machinery, etc.), additionally:

• Valuation report (detailed report showing the market value of the assets)

After court approval, the GmbH is published in the Unternehmensregister and Handelsregister and is considered legally established.

6. Gewerbeanmeldung (Business/Trade Registration)

Once the trade registry registration is completed, you must register your business with the relevant municipality’s Gewerbeamt before starting operations.

Typical documents for Gewerbeanmeldung:

• Gewerbeanmeldung form (from the local municipality or online portal)
• Trade registry registration certificate or temporary document regarding the registration application
• Copy of the Articles of Association
• ID of the Geschäftsführer
• Lease agreement or usage permit related to the company address

Additional licenses and compliance documents may also be required in certain sectors (finance, health, logistics, etc.).

7. Tax and Social Security Registrations

After the GmbH is established, you must complete tax and social security registrations. This step is critical for obtaining a tax number and initiating payroll processes if you will employ staff.

Documents for Finanzamt (Tax Office):

• Fragebogen zur steuerlichen Erfassung (Tax registration questionnaire)
• Trade registry registration example
• Copy of the Articles of Association
• Identification and address information of the partners and manager
• Bank account information

Through this form, the tax office assigns you a Steuernummer (tax number) and, if necessary, a Umsatzsteuer-ID (VAT number). If your annual turnover exceeds €22,000, your VAT liability comes into effect.

For social security and payroll:

• Notification to the local social security institution (Krankenkassen/Sozialversicherung)
• Preparation of employee contracts and payroll information

If you do not want to establish a company in Germany immediately but wish to employ staff or send personnel through the posted worker model, you can proceed by transferring local employer obligations with Corpenza’s EOR (Employer of Record) and payroll solutions.

8. Transparency Register (Transparenzregister) and UBO Notification

In Germany, it is mandatory to report the ultimate beneficial owners (UBO) to the Transparenzregister. This issue is strictly monitored, especially in companies with foreign partners.

Information required for UBO notification:

• Name and surname of the ultimate beneficial owner
• Date and place of birth
• Residence address
• Citizenship(s)
• Share ratio and control method in the company

Failure to make this declaration within the time frame may lead to fines.

Summary of Documents Required to Establish a Limited Company in Germany

The following list summarizes the core document set you will encounter in almost every state when establishing a GmbH or UG:

• Articles of Association (Gesellschaftsvertrag) – in German, notarized
• Declaration of Establishment (Gründungserklärung)
• List of Partners (Gesellschafterliste)
• Manager Appointment Decision (Geschäftsführer Bestellung) and manager declaration
• Identification Documents – passport/ID + address proof for all partners and manager(s)
• Bank Capital Confirmation – Einlagebestätigung (at least €12,500 cash capital / full amount for UG)
• Documents Related to the Company Address – lease agreement (Mietvertrag) or usage permit
• Trade Registry Application Documents – forms prepared and electronically sent by the notary
• Gewerbeanmeldung Form – for trade registration
• Tax Registration Form (Fragebogen zur steuerlichen Erfassung)
• UBO Notification – for Transparenzregister
• If applicable, valuation report for contributed capital
• If applicable, power of attorney (Vollmacht) – if a representative is used

Costs, Duration, and Special Considerations for Foreign Founders

Establishment Costs (Average Ranges)

• Name review and reservation: 100 – 300 €
• Notary and legal consultancy: 1,000 – 3,000 € (depending on the complexity of the process and capital)
• Handelsregister fees: 150 – 400 €
• Bank opening and transfer fees: 0 – 100 €
• Annual accounting and maintenance: 2,000 – 5,000 € (varies according to company size)
• Minimum capital: 25,000 € (GmbH), 1 € (UG; practically higher is recommended)

These figures may vary depending on the state, bank, notary fee schedule, and the structure of your company.

Establishment Duration

• Notary preparation and signature: generally 1 week
• Opening a bank account and capital deposit: 3–10 days
• Handelsregister registration: 2–3 weeks (may extend to several months depending on workload and missing documents)
• Completion of the entire process: average 2–4 weeks, but cases extending up to 3 months are also possible.

Additional Documents for Foreign (Especially Turkish) Founders

You will encounter additional checks and sometimes additional document requirements for founders from outside the EU:

• Passport and residence permit (if any) – long validity periods are important
• Apostille and sworn German translation for documents obtained from Turkey
• Planning for residence/work permits for the manager who will actually manage the company in Germany
• Additional financial background/income source documents for bank KYC processes

At this point, a business plan, financial projections, and diagrams clearly explaining the group structure provide significant advantages in dealings with both the bank and immigration authorities.

Strategically Establishing Your Company and Personnel Structure in Germany with Corpenza

Establishing a GmbH in Germany is not just about gathering a series of documents and going to the notary. The company:

• Which country it will be considered “managed” for tax purposes,
• How compatible the inter-partner agreements are with future investment and exit scenarios,
• How the payroll, social security, and tax obligations of the personnel you will employ in Germany will be optimized

are issues that determine your long-term cost and risk profile.

Corpenza provides integrated services in:

• Coordination of company establishment and residence/work permit processes,
• International accounting and tax structuring,
• Payroll (bordro) and Employer of Record (EOR) solutions,
• Tax and social security optimization when sending personnel abroad through the posted worker model,
• Investment-related residence and citizenship programs

With this, you can plan not only the “today’s establishment” but also your 3–5 year growth and international expansion strategy simultaneously when establishing a GmbH in Germany. Especially when it comes to transporting personnel to Germany, employing remote workers from different countries, or group company structures, obtaining professional support at the beginning of the process becomes critical in terms of time, cost, and compliance.

Conclusion: The Right Documents, the Right Order, the Right Strategy

The documents required to establish a limited (GmbH) company in Germany consist of a well-structured set, from identification and address proofs to the Articles of Association, from bank capital confirmation to UBO notification. Preparing the documents in the correct format, correct language, and correct order determines whether the process will be completed in 2–4 weeks or months later.

If you see your entry into the German market as part of your global growth plan; you need to address company establishment, tax, payroll, residence, and personnel mobility as a whole. Corpenza helps you manage the process at both operational and strategic levels with this holistic view.

Disclaimer: The information contained in this text is for general informational purposes; it does not constitute legal, financial, or tax advice. Laws and practices in Germany may change over time; you should check current official sources (for example, relevant Amtsgericht, tax office, and trade office announcements) in each specific case and seek professional support from a qualified lawyer, sworn financial advisor, or expert consultant. No responsibility is accepted for the consequences of decisions made based on the information here.