How to check whether a company exists in state registers?
Checking whether a foreign company physically exists requires obtaining an official extract from the commercial register of the country where the entity is registered. Every reliable register of foreign companies provides basic information on legal status, date of establishment, capital structure and the bodies representing the company. Independently verifying a counterparty by name or tax number makes it possible to eliminate entities in liquidation or bankruptcy, as well as shell companies.
To see how complex international audits work in practice, it is worth examining the Amberlan case study describing the verification of business structures in eastern markets.
Overview of state registers and company verification tools
Using official administrative portals is a fundamental requirement for a safe legal and financial audit of a foreign partner. The table below contains direct links to state databases and international sanctions screening systems, organised by jurisdiction and scope of searches.
| Country / Region | Database / Register | Identifier | Scope of information |
|---|---|---|---|
| Poland | KRS search engine CEIDG VAT White List | NIP / REGON / KRS | Legal status, representation, bank accounts |
| European Union | VIES system e-Justice portal | VAT-UE | EU tax activity, registers of member states |
| Kazakhstan | eGov.kz register KGD search engine | BIN / IIN | Company status, tax arrears, licences |
| International | EU Sanctions Map OFAC search engine | Name / UBO | Checks against EU and US sanctions lists |
Systematic use of the portals above allows immediate confirmation of a business entity's registered identity. The entries obtained provide a starting point for further verification procedures at the level of commercial documentation.
How does counterparty verification by NIP, name and documents work?
The process of examining a counterparty by tax number or name involves comparing register entries with the corporate documentation provided. Checking a company by NIP or its eastern equivalent (e.g. Kazakhstan's BIN) allows verification of the taxpayer's activity at the local tax office. The next step is to verify the documents of the foreign company, including financial statements, articles of association, certificates confirming no tax arrears and powers of attorney of its representatives.
Which methods of verifying a foreign counterparty protect against sanctions?
Effective methods of verifying a foreign counterparty for sanctions compliance require identification of the entire ownership structure, all the way to the ultimate beneficial owner (UBO). Checking a foreign company from a legal perspective involves checking capital links in the official sanctions registers of the European Union and the US OFAC office. Failure to take this step exposes the enterprise to confiscation of goods by customs authorities, blocked bank payments and criminal liability.
Entities seeking professional support in legal and customs audits can make direct contact with Amberlan experts, who carry out comprehensive verification procedures in eastern markets.
Safe trade with the East
Safe execution of international contracts requires multi-stage oversight, due diligence in collecting evidence and the use of financial safeguards. Properly conducted counterparty verification protects the enterprise's budget against fraud and prevents breaches of customs and sanctions regulations. Combining independent checks in state databases with an infrastructure audit at the place of business ensures the highest level of transaction protection.
We invite you to explore the full range of advisory and operational support services at https://www.amberlan.com/ - Your trusted partner in eastern markets and the European Union.