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A Statement of Information Form helps Belgian businesses stay compliant with anti-money laundering laws by documenting key details about their company and its ultimate beneficial owners. This mandatory filing, known in Belgium as the UBO register declaration, captures essential information about who really controls or benefits from the business.

Companies must submit this form to the Belgian Treasury within 30 days of any ownership changes, listing anyone holding more than 25% of shares or voting rights. The form plays a crucial role in maintaining transparency and preventing financial crimes, with steep fines for non-compliance under Belgian AML regulations.

File a Statement of Information Form whenever your Belgian company experiences significant changes in ownership or control. This includes selling shares that shift control above 25%, adding new beneficial owners, or updating incorrect information in the UBO register. The most common trigger is when bringing in new investors or shareholders.

Time-sensitive situations require immediate filing - like mergers, acquisitions, or when responding to Treasury inquiries about ownership structure. Belgian law mandates submission within 30 days of any ownership changes. Companies also need to verify and confirm their UBO information annually, even if nothing has changed.

• Basic UBO Declaration: Standard form listing all beneficial owners with 25%+ ownership, including personal details and control percentages
• Consolidated Group Filing: Adapted version for corporate groups showing interconnected ownership structures across multiple Belgian entities
• Trust/Legal Arrangement Form: Specialized variant detailing trustees, settlors, and beneficiaries for complex legal structures
• Simplified SME Version: Streamlined format for small businesses with straightforward ownership structures
• Foreign Entity Declaration: Modified template for international companies registering Belgian subsidiaries or branches

• Company Directors: Legally responsible for ensuring accurate and timely filing of Statement of Information Forms, with personal liability for incorrect declarations
• Beneficial Owners: Must provide personal details and documentation proving their ownership or control rights above 25%
• Compliance Officers: Gather information, prepare forms, and maintain UBO register updates for their organizations
• Legal Counsel: Review declarations for accuracy and advise on complex ownership structures or regulatory requirements
• Treasury Officials: Monitor submissions, verify information, and enforce compliance with Belgian AML regulations

• Ownership Documentation: Gather shareholder registers, share certificates, and voting rights agreements showing exact ownership percentages
• Personal Information: Collect full legal names, birthdates, nationalities, and addresses of all beneficial owners exceeding 25% ownership
• Control Structure: Map out direct and indirect control relationships, including any trusts or holding companies
• Historical Records: Review previous UBO declarations to track changes and ensure consistency in reporting
• Supporting Evidence: Prepare identification documents, proof of address, and corporate documentation that validates ownership claims

• Company Details: Full legal name, registration number, registered address, and primary business activities
• Ownership Structure: Detailed breakdown of shareholding percentages, voting rights, and control mechanisms
• UBO Information: Complete identification data for all beneficial owners, including nature and extent of control
• Declaration Statement: Formal attestation of information accuracy, signed by authorized representatives
• Control Chain: Visual representation or description of ownership layers from UBOs to the company
• Supporting Documents: List of attached evidence proving ownership claims and identities

The Statement of Information Form is often confused with the Declaration Form, but they serve distinct purposes in Belgian business compliance. While both involve formal declarations to authorities, their scope and requirements differ significantly.

• Purpose and Scope: Statement of Information Forms specifically track beneficial ownership for anti-money laundering compliance, while Declaration Forms cover broader business matters like tax status or regulatory compliance
• Filing Requirements: UBO declarations must be updated within 30 days of ownership changes and verified annually, whereas Declaration Forms follow different timelines based on their specific purpose
• Information Detail: Statement of Information Forms require extensive ownership documentation and control structure details, while Declaration Forms typically need less detailed supporting evidence
• Legal Implications: UBO reporting carries specific AML penalties for non-compliance, unlike general Declaration Forms which may have varying consequences depending on their context