CLIENT SERVICE CHARTERREGISTRAR-GENERAL’S DEPARTMENT (RGD)

RGD- Client Service Charter. Page 1

CHARTER OF THE REGISTRAR-GENERAL’S DEPARTMENT
PREAMBLE
Service delivery in the various Ministries, Departments and Agencies (MDA’s) over the years
have been characterized by delays, poor quality service, lack of concern to the genuine needs ofthe customer and dominated by cumbersome procedures which do not enhance transparency,
openness and fair play.
This has led to numerous complaints from the public and the resultant lack of trust and confidencein public service delivery.
In an attempt to address these problems, the Office of the Head of Civil Service has facilitated the
rejuvenation of Client Service initiatives in Sector Ministries as part of efforts to enhance thequality of service delivery in the Civil Service. The objective is to ensure a customer friendly,
client sensitive, transparent and a customer-oriented Service delivery across all Civil Service
Departments who are given the mandate to deliver Services to the general public
PURPOSEThis document provides specific information on the vision, mission, values and core mandate of
the Department, requirements, procedures and fees involved in the Registration of Businesses,
Marriages, Payment of Death Gratuity, Administration of Estates, Industrial Property Rights andOfficial Liquidation.
It is intended to serve as a practical guide to customers and officials to ensure timely and efficientdelivery of services.
It is also aimed at providing information about the remedial actions open to clients if they are
dissatisfied with the services of the Department.
VISION STATEMENTThe RGD seeks to become a highly Progressive Department that efficiently serves its customers
thereby becoming a strategic Partner to Businesses and stakeholders
MISSION STATEMENTTo ensure efficient and effective administration of statutes relating to inter alia, the registration ofBusinesses, Industrial Property Rights, Marriages, Administration of Estates, Public Trusts and toprovide customer friendly services and accurate data for national planning and economic
development for MDA’s and the General Public.

RGD- Client Service Charter. Page 2

CORE VALUES






Respect
Integrity
Excellence
Efficiency
Service

CORE MANDATE OF THE DEPARTMENT
The Department oversees the efficient administration of a number of statutes and legislation underlisted;Companies Act, 1963(Act 179) together with its amendments, Companies Amendment
Act, 2012, (Act 835) and the Companies (Amendment) Act, 2016, (Act 920).



Bodies Corporate Official (Liquidations) Act, 1963 (Act 180)



Incorporated Private Partnerships Act, 1962, (Act 152)

Registration of Business Names Act, 1962, (Act 151)

Registration of Trademarks Act, 2004 (Act 664)

Registration of Textile Designs under Industrial Designs Act, 2003, (Act 660)



Registration of Patents Act, 2003 (Act 657)

Administration of Estates Act, 1961 (Act 63)

Marriages Act , 1884-1985 Cap 127

Professional of Bodies Registration Act, 1973, NRCD 143

RGD- Client Service Charter. Page 3

WHAT WE DO
The Registrar – General’s Department carries out the following services:

Registration of Limited Liability Companies.

Registration of External Companies.

Registration of Companies Limited by Guarantee.

Registration of Beneficial Owners of Companies

Official Liquidations.



Incorporation of Partnerships.

Registration of Business Names / Subsidiary Business Names

Registration of Civil Marriages by a Special License under the Ordinance, Cap 127.

Administration of Estates / Payment of commuted pension

Inspection of Companies with regard to statutory complianceRegistration of Industrial Property Rights, including Trademarks, Patents, Industrial
Designs, Geographical Indications.

Registration of Professional Bodies.

Registration of Adopted Children.

RGD- Client Service Charter. Page 4

THE E-REGISTRAR APPLICATION SYSTEM
The eRegistrar Application system is an Integrated Web Based Application System thatinterfaces with Ghana Revenue Authority’s system dubbed TRIPS for data harmonization. The
application has three modules namely Business Registration, Marriage Registration and Estate
Administration. The system was an artifact from the Gegov Project, a Public Private Partnershipwith Government of Ghana representing RGD as the Public Partner and GCNET as the Private
Partner.
This application has enhanced the Registrar-General’s Department’s (RGD) service delivery,
improved revenue generation and reduced turnaround time for Business Registration and provides
client friendly services.
The online aspect of eRegistrar Application System enables clients transact business online andoffers the following benefits:•

Saves time and cost•

Ease of access to information•

Convenience

The online portal can be accessed via the following URL: www.rgdeservices.com or
www.rgd.gov.gh + click on online services. All the necessary Forms for registration can be
downloaded from the portal.
An Account has to be created by the individual to become a Portal User which gives access to all
the 3 modules of the system, and the requirements for the account creation are:

Tax Identification Number (TIN)
Valid ID
Valid and accessible Email Address

Being a Portal User, one can Register Businesses /Marriages and can make Estate Bookings online
by logging in with the TIN and the Password generated after the account has been created.

NB: The Portal Account is created once and is used by the account holder for a lifetime. The publicmust therefore take responsibility for the creation of the portal account. If the account is createdby a third party the owner of the company will not have direct access to the account and will haveto forever go through the third party to conduct any online business transaction. The owner of thecompany would be required to be merely associated to his/her own account to have access to
his/her own Business.

RGD- Client Service Charter. Page 5

TYPES OF ENTITIESSole Proprietor: This is known as a one-man business; all decisions are taken by theowner. Its liability is unlimited



Subsidiary Business Name (SBN): Is an entity registered under a company, which iscalled the Parent company. The subsidiary assumes the status of a Business Name and its
liability is unlimited.



Limited Liability Company(Private): Is one whose regulations sets the following
restrictions and prohibitions:(i)

It restricts the right to transfer its shares, if any.

(ii)

It limits the total number of its members and debenture holders to between
two and fifty people with a set of objectives for either profit or non-profit
basis.

(iii)

It prohibits the company from making any invitation to the public to acquire
any of the company’s shares and debentures.

(iv)

It prohibits the company from making any invitation to the public to deposit
money for fixed periods or payable at call, whether bearing interest or not.

The Owners are the shareholders of the company and the directors, secretary and auditors are the
Officers of the company. Its liability is limited.


Limited Liability Company (Public): It is any other Company other than a Private
Company which is determined by its Regulations which specifies it as Private or Public.

Unlimited Liability Company: Has the same composition as a Limited Liability company
except that the liabilities of its owners are unlimited. It is usually registered by Professional
Bodies such as Law Firms, Auditing and Architectural Firms.



Limited by Guarantee: Companies Limited by Guarantee are companies registered not
for profit but for charitable purposes, such as Clubs, Associations or Foundations. Its
liability is limited.

RGD- Client Service Charter. Page 6External Company: It is branch of an existing company usually registered by a Local
Manger on behalf of the company registered outside the jurisdiction of Ghana, who wantto own a Branch or place of business in Ghana.

Note that the Local Manager must at all times be resident in Ghana and all supporting
documents of the External Company have to be translated into the English Language(if it
is not) and notarized by a Notary Public in the Country of Incorporation or Ghana Mission
in that jurisdiction .
Partnership: Involves two or twenty persons engaged in a business. Their relationship isdefined by an Agreement / Deed which is stamped at the Lands Valuation Board before
acceptance at the RGD.



Professional Bodies: Involves organizations whose members are individual Professionals.
This usually depends on whether or not the profession requires the Professional to have a'license to practice', or to be on a Professional register,

RGD- Client Service Charter. Page 7

FEES

1. BUSINESS NAME/ SOLE PROPRIETORSHIP

GHC
a. Registration of a Business Name

50.00

CTC

10.00

TOTAL (GH₵)

GH₵60.00

b. Filing of Form D

GH₵25.00

c. Annual renewal

GH₵25.00

2. PARTNERSHIP

a.Registration of a Partnership

150.00CTC

10.00

GH₵160.00

b. Change of nameGH₵100.00

c. Filing of Form B

GH₵50.00

d. Filing of Memorandum ofSatisfaction for Registration

GH₵60.00

3. COMPANY LIMITED BY SHARES

a.Incorporation of a Company 200.00
200.00CTC
30.00

GH₵23030.00

b. Filing of Form 3&4

GH₵100.00

c. Stamp duty (0.5% on Stated
Capital)(0.5% on Stated Capital)

RGD- Client Service Charter. Page 8

d.
Filing of Annual Returns
yearlyGH₵50.00

e. Change of Name by Special 100.00
Resolution
CTC

10.00

f. Filing of Form 17

50.00

CTC

10.00

g. Filing of Form 15

50.00

CTC

10.00

h. Filing of Form 9

50.00

CTC

10.00

i.Filing of Form 13

50.00

CTC

10.00

j. Filling of Special Resolution

50.00

CTC

10.00

k. Deed of Transfer

50.00

CTC

10.00

l. Filing of Form 6

50.00

CTC

10.00

m. Filing of Form 7

50.00

CTC

10.00

n. Filing of Form 8

50.00

CTC

10.00

GH₵110,00

GH₵60.00

GH₵60.00

GH₵60.00

GH₵60.00

GH₵60.00

GH₵60.00

GH₵60.00

GH₵60.00

GH₵60.00

o. Name ReservationGH₵50.00

p. Search in the RegisterGH₵25.00

RGD- Client Service Charter. Page 9

q. On any other conversation from
Private to PublicGH₵250.00

Public to Private, Limited to
Unlimited, Unlimited to Limitedr. For registration of any statement 700.00
in lieu of Prospectus under section
274 of the Act
CTC

10.00

Filing50.00

s. To obtain the consent of theRegistrar to make the invitation to
the Public for deposits pursuant tosection 289 of Act 179 including theregistration of any advertisement or
circular in connection with it.

GH₵760.00

GH₵1,200.00

4. COMPANY LIMITED BY GUARANTEE

a.Incorporation of a company

200

CTC

20

Filing of Form 3

50

b. Annual Returns

GH₵50.00

c. Change of Name by Special 100.00
Resolution
CTC
d. On conversion of a company
limited by Shares to company
limited by Guarantee

RGD- Client Service Charter. Page 10

GH₵270.00

GH₵110.00

10.00

GH₵250.00

5. SUBSIDIARY BUSINESS NAME

a.Registration of Subsidiary B. N.

50.00

CTC

10.00

GH₵60.00

c. Filing of Form D

GH₵25.00

d. Annual Renewal

GH₵25.00

6. EXTERNAL COMPANY ( US$ )a.Registration
CompanyofExternal

US$1,200.00

b. Registration of Group Accountsof an External Company

US$600.00

c.Filing ofDocument

US$250.00

External

Company

7. PROFESSIONAL BODIES
a. Registration of Professional
BodiesGH₵1,200.00

b. Annual Returns

GH₵500.00

8. MARRIAGE
a. Special
LicenseMarriage CeremonywithGH₵400.00

b. Special License without
Marriage CeremonyGH₵50.00

c. Marriage with Registrar
Certificate

GH₵70.00

d. On
issuesofeachcertificate, a certified true
copy of eachGH₵10.00

e. Filing of CaveatGH₵20.00

RGD- Client Service Charter. Page 11

9. TRADE MARK
a. Trade
SearchUS$ or CEDI EQUIVALENTMark

USD$110.00

b. TradeMark
Application

USD$ 200.00

c. TradeMark
Certificate

USD$200.00

d. Annual Renewal

USD$390.00

e. Cancellation

USD$ 110.00

f. Penalty

USD$ 170.00

g. Opposition

USD$ 180.00

h. Hearing

USD$ 180.00

i. Certified Copy of
Certificate

USD$ 110.00

j. Changeofname/address

USD$ 110.00

k. Assignment ofbrand ownership(not exceeding
2mths)

USD$ 110.00

l. Assignment ofbrand ownership(not exceeding
4mths)

USD$ 140.00

m. Assignment ofbrand ownership(not exceeding
6mths)

USD $ 180.00

RGD- Client Service Charter. Page 1210. PATENT(GH₵)
a. Patent ApplicationGH₵100.00

b. Amendment of ApplicationGH₵75.00

c. Filing of correctionGH₵50.00

d. International type searchGH₵50.00

e. On grant of patentGH₵150.00

f. On request for grant of autility certificate

GH₵75.00

g. Examination as to substanceGH₵75.00

h. Certificate of grant of patent

No feei. Certificate of grant of patent

No feej. Annual Fee for patent(Individual)

RGD- Client Service Charter. Page 13

1st AnniversaryGH₵25.00

2nd AnniversaryGH₵50.00

3rd AnniversaryGH₵75.00

4th AnniversaryGH₵100.00

5th AnniversaryGH₵125.00

6th AnniversaryGH₵150.00

7th AnniversaryGH₵175.00

8th AnniversaryGH₵200.00

9th AnniversaryGH₵225.00

10th AnniversaryGH₵250.00

k. Annual Fee for patent(Corporate)

11th AnniversaryGH₵375.00

12th AnniversaryGH₵625.00

1st AnniversaryGH₵50.00

2ndAnniversaryGH₵100.00

3rd AnniversaryGH₵150.00

4th AnniversaryGH₵200.00

5th AnniversaryGH₵250.00

6th AnniversaryGH₵300.00

7th AnniversaryGH₵350.00

8th AnniversaryGH₵400.00

9th AnniversaryGH₵450.00

10th AnniversaryGH₵500.00

11th AnniversaryGH₵750.00

12th AnniversaryGH₵1,250.00

11. INDUSTRIAL DESIGN (TEXTILE)

Application Fee

GH₵15

Application To Registrar To State
His Ground Of Decision

GH₵12
GH₵15

Certificate Fee
Renewal Of Certificate

RGD- Client Service Charter. Page 14

First 5years

GH₵30

Subsequent PeriodGH₵30

Notice Of Opposition, Hearing
And
Certified Copy

GH₵12

Cancellation Of Textile

GH₵10

Correction Of Errors

GH₵10

Changed Of Name Or Nationality

GH₵5

Respect One DesignFor
Each
DesignChange Of Address

Late Extension Of Design

RGD- Client Service Charter. Page 15

Addition GH₵10

Respect One DesignFor
Each
Design

GH₵12

GH₵12

Addition GH₵10GH₵30

PROCEDURE FOR A WALK-IN BUSINESS REGISTRATION
Step 1
Applicants walk into the reception to conduct enquire/ Search on the Name of a Business at theHelp Desk for Business Registration
Step 2
Applicant buys the specific Form for the specific type of registration. Fill and attach necessary
documents
Step 3
Applicant must proceed to the Electronic Queue Management Machine to pick a ticket dependingon the service required
Step 4
Applicant must wait for ticket number to be called at the counter to be served
Step 5An officer with an RGD Identification Card would review/ validate completed Form and sign the
document as having been verified and validated
Step 6
The Ticket would then be transferred to a data officer for capturing
Step 7After the capturing of the data by the Data Entry Clerk, Applicant submits the document to the
SSNIT cubicle at the front office for the capturing of the initial SSNIT information.
Step 8Ticket is transferred to the in-house Bank for payment to be made

RGD- Client Service Charter. Page 16

Step 9Documents are left at the Bank after payment is made by clients and a chit is issued for collectionof completed Registration Documents within time specified on the chit.
NB: SMS will be sent to applicant for collection of Registration Certificate(s) and Certified True
copies of Document after 5 working days for Companies and after 3 working days for Businesses.

REQUIRED FORMS FOR REGISTRATION OF A SOLE PROPRIETORSHIP
Sole Proprietorships which covers registration of Schools, Clinics, Hospitals, Money Lending
Susu Services require Authorized Letters from the Appropriate sectors.

Applicant may purchase the Sole Proprietorship Form A at the in-house bank. The details required
from the Proprietor to fill the Form includes;
Form A

Name of BusinessPrincipal Activity of the Business

Individual TIN of Sole Proprietor

Postal Address, House Number /Digital Address of Business

Residential /Digital Address of Sole Proprietor

Nationality

Occupation



Marital Status



Contact Number/s/ Email of Proprietor

Date of Birth

Signature

RGD- Client Service Charter. Page 17

REQUIRED FORMS FOR REGISTRATION OF A LIMITED LIABILITY COMPANY
Applicant may purchase a set of Limited Liability Forms from the in-house bank. They include;
Regulations:
The Regulations should contain the following information:Name of Company

Objects for the formation of the Company

Name of First Directors



Full Name/s of Shareholders



SignaturesPostal Addresses

Nationality

OccupationDate of Birth

Authorised SharesIssued Shares and Consideration of Shareholders

Form 3
Residential addresses of Directors and SecretaryName and postal address of AuditorsStated Capital

Authorised SharesIssued SharesConsideration in Cash/Otherwise than in cashPostal Address, House Number/Digital Address of Registered officePrincipal Place of BusinessOffice Where Register of Members is kept

Telephone numbers, fax and emailTo be signed by any two Directors and Secretary

RGD- Client Service Charter. Page 18



All Shareholders, Directors, Secretary, Auditors MUST have a Unique Tax
Identification Number (TIN) issued by the Ghana Revenue Authority(GRA) who are
onsite at the Front Office or in all the Large and Medium Tax offices of the GRA.

Form 4 (Declaration)

To be signed by all Directors and SecretaryShould be stamped by a Commissioner For Oaths if the Application is handed in, but thisrequirement is done away with for online registration and sworn to by Directors andSecretary on their own oath for ease of doing business

NB: Consent letter from qualified Auditor or Auditing firm to be attached to application
REQUIRED FORMS FOR REGISTRATION OF A COMPANY LIMITED BY
GUARANTEE
Applicant may purchase a set of prescribed Forms from the in-house bank. They include;
Regulations


Name of Company



Aims and Objectives



Full Names of the First Members of the Executive Council (Directors)

Amount Guaranteed to be paid by Subscribers upon liquidation



Full Names of Subscribers



SignaturesPostal Addresses

Nationality

OccupationDate of BirthForm 3
Residential /Digital addresses of Directors and SecretaryName and postal addresses of Auditors

Postal Address, House Number/Digital Address of Registered office

RGD- Client Service Charter. Page 19Principal Place of BusinessTelephone numbers, fax and email of Company



To be signed by any two Directors and Secretary

NB: Consent letter from qualified Auditor or Auditing Firm to be attached to application
REQUIRED FORMS FOR REGISTRATION OF EXTERNAL COMPANIESApplicant may purchase a set of prescribed Forms from the in-house bank. They include;
Form 20


Exact Name of Company incorporated outside this jurisdictionAddress of Company in the Country of Incorporation with Zip Code

Registered Address and Principal Place of Business in Ghana



Details of the Authorized Capital, Nominal Capital, Issued Shares, Consideration in Cashand Consideration otherwise in Cash in currency of Country of Incorporation for theCompany registered outside this jurisdictionName of Local Manager with his TIN

Residential and Registered/Digital Address of Local Manager

Name and TIN of Process Agent(if any)Residential and Registered/Digital Address of Process Agent (if any) and if different fromthe Local Manager

Form 21
List of all Charges the External Company would have incurred on any of its Assets locatedin Ghana
Form 22, 23These are used to file alterations or amendments for External Companies in Country ofIncorporation already registered in Ghana.

Form 24, 25
These are used to file the dissolution or cessation of operations of an External Company in
the Country of Incorporation or only in Ghana.

RGD- Client Service Charter. Page 20

Transfer of Shares: Applicant would have to prepare a Share Transfer Instrument and stamp it
under the Stamp Duty Act at the Land Valuation Board, file it in the Registered Office of theCompany, Have a Share Certificate Issued to New Shareholders, Have new Shareholders nameand particulars entered into the Register of Members of the Company before filing it at RGD withcopies of all these attachments..
NB: All Amendment Forms should be signed by an Existing “Director / Secretary”.
REQUIRED FORMS FOR REGISTRATION OF PROFESSIONAL BODIES
Applicants must purchase Form A, Professional Bodies Registration Decree 1973 (NRCD) which
requires the following information;Name of Professional Body

Type of ProfessionDate of the establishment of the Professional Body in GhanaIs there any other Professional body in respect of Profession? If so give nameHouse No. and Post Office Box No. of Head OfficeTotal Number of persons in Ghana Trained and qualified in the Profession (attach
documentary evidence if any)Total number of members of the Professional Body (attach a list of members of the Body
as at the date of application together with their qualifications and addresses)

Name and Address of Auditors

Applicants need to enclose the following documents;a. A copy of the constitution
b. A list of members (see paragraph 7 above)
c. A statement of the activities of the body for the period of twelve months immediately
preceding the date of application or if the body has been in existence for less that twelve
months a statement of its activities for the period during which it has been in existence.
d. A list of members of the officers of the Professional Body.
e. Signature of the person authorized to sign on behalf of the Professional Body under theircommon Seal.
RGD- Client Service Charter. Page 21

FORMS FOR CHANGESForm 17:Particulars of change in director(s) / secretary/signature.
Applicant should add Appointment letter signed by an existing Director and a signed
Acceptance letter from the appointee.

Resignation / Removal of Director (s) or Secretary.
Applicant should add Resignation letter / Resolution removing Officer under S.185 ofCompanies Act 1963 (Act 179)

Change of Director (s) or Secretary’s Name and Signature should be supported with anaffidavit before processing

Form 15:


Change of Auditors

Acceptance letter from new Auditors/Resignation letter from old Auditors (sometimes)

Form 13:
Change of Address, office location, contact numbers and email addresses, digital address

Form 7&8
These are the Forms used to reflect an increment/decrease in the stated capital,
0.5% of the stamp duty is applicable on the difference between the old and new stated capital if
it’s an increase

Form 6
It is used to capture the Increase of Equity in kind otherwise than in cash in the form ofimported machinery equipment and goods, raw materials, etc. This Form should bestamped at the Land Valuation Board before being filed at RGD together with any Way
Bills if goods are being imported into the country from a different country.

RGD- Client Service Charter. Page 22

Form 9A


Filing of Charges on the assets of Limited/Unlimited Companies and Partnerships. They
could also be Churches, Clubs, Organizations and Foundations. Upon liquidation, if theCharge / Mortgage/ Debenture is registered with the Department that company would be asecured creditor who must be settled first. Failure to file a Charge Instrument on the
Assets of a Company would be fatal to the Creditor upon liquidation of that Company since
the Creditor would be an unsecured Creditor and fall in the pool of unsecured Creditors.
The unsecured Creditor would have to wait for any dividend that would be declared by the
Official Liquidator which would most probably be far below the value of the credit
advanced to the Company.

Form 10

To complete a satisfaction of Charge Instrument (Discharge), this should be stamped at theLand Valuation Board before being filed at the RGDForm D:
Amendments to a Sole proprietorship:


Change of Name of the Business

Personal Name, Nature of Business

Postal address, place of Business, Digital AddressChange of Name and Signature should be supported by an AffidavitTransfer of a Business Name to another Proprietor. Transfer should be supported by a
Statutory Declaration from the Sole Proprietor to the new Proprietor

Cancellation of a Business Name upon death of a Sole Proprietor for same name to beregistered under a new proprietor.

Form B

Any Change in PartnershipFiling of Additional Partners



Change of Name of the PartnershipAll these should be supported by a Supplementary Deed and stamped at the Land Valuation
Board

RGD- Client Service Charter. Page 23

SPECIAL RESOLUTION FORM
It is used to amend the Company’s Name, Regulations, Objectives, Increase in Authorized shares,
increase/ decrease in stated capital or issued shares through transfer from income surplus or towind up a Company.
CONVERSIONSCHANGING FROM SOLE PROPRIETORSHIP TO PARTNERSHIPa) Renew your Certificate of Registration to dateb) Attach letter of cancellation signed by the registered ownerc) Attach Certificate of Registration and Form A for cancellationd) The first object should capture information of the Business Name being acquired and takenover by the new Partnership.
e) Attach a filled Partnership Agreement stamped at the Land Valuation Board which should
confirm if the same name would be used or a different name. The Partnership would
necessarily have two Partners including Sole Proprietor
CHANGING FROM SOLE PROPRIETORSHIP TO LIMITED LIABILITY COMPANYa) Renew your Certificate of Registration to dateb) Attach letter of cancellation signed by the Sole Proprietor.
c) Attach Certificate of Registration and Form A for cancellationd) Attach a filled out set of Company Registration Documents, which should include a set ofRegulations, Form 3 and Form 4. The first object should capture information of Business
Name being acquired and taken over by the new Company.
CHANGING

FROM

SOLE

PROPRIETORSHIPTOUNLIMITEDLIABILITYCOMPANYa) Renew your Certificate of Registration to dateb) Attach letter of cancellation signed by the Sole Proprietorc) Attach the Certificate of Registration and Form A for cancellationd) Attach a filled-out set of Company Registration Documents which should include a set ofRegulations, Form 3 and Form 4. The first object should capture information of theBusiness Name being acquired and taken over by the new Company.
RGD- Client Service Charter. Page 24

CHANGING FROM PARTNERSHIP TO LIMITED LIABILITY COMPANIESa) Renew your Certificate of Incorporation to dateb) Attach letter of cancellation signed by the registered Partnersc) Attach Certificate of Incorporation and Form B for cancellation together with thePartnership Agreementd) Attach a filled out set of Company Registration Document. The first object should capture
information of the Partnership being acquired and taken over by the new Company.

CHANGING FROM PARTNERSHIP TO UNLIMITED LIABILITY COMPANIESa) Renew your Certificate of Incorporation to dateb) Attach letter of cancellation signed by the registered Partnersc) Attach Certificate of Incorporation and Form B for cancellation together with thePartnership Agreementd) Attach a filled out set of Company Registration Document. The first object should capture
information of the Partnership being acquired and taken over by the new Company.

CHANGING FROM UNLIMITED TO LIMITED LIABILITY COMPANIESa) File Annual Returns together with Audited Accounts to dateb) Attach a Special Resolution from the shareholders of the Company to change the Company
from an Unlimited Liability Company to a Limited Liability Company.
c) Attach the Certificate of Incorporation and Commencement together with the Regulations,
Form 3 and Form 4 for cancellation.
d) Attach a filled out set of Company Registration Documents for Limited Liability Company,
together with a Form 3 and 4.
e) The name of the Company should now have “LIMITED” at the end of the Company name.

RGD- Client Service Charter. Page 25

FILING OF ANNUAL RETURNSAll Companies must file their Annual Returns 18 months after incorporation and each year
thereafter, whether they are operational or non-operational with Audited or Nil Returns. Failure to
file Annual Returns would attract a penalty.

FILING OF GROUP ACCOUNTS FOR EXTERNAL COMPANIESAll External Companies must file the Group Accounts of their Parent company yearly. Failure to
do this attracts a penalty in addition to a yearly filing fee.

RENEWAL OF BUSINESS NAMESAll Business Names / Sole proprietorships /Subsidiary Business Names must renew theirregistrations annually whether they are operational or non – operational.

RENEWAL OF PARTNERSHIPS
All partnership must renew their partnership registration annually whether they are operational ornot. Failure to do so will attract a penalty.

RGD- Client Service Charter. Page 26

PROCEDURE FOR OFFICIAL LIQUIDATION
Liquidation is the process of closing down, winding up or dissolving a company.
TYPES OF LIQUIDATION

Official Liquidation

Private Liquidation

Dissolution

OFFICIAL LIQUIDATION
It is a state when a company’s liabilities exceeds its assets or when a company is unable to pay its
debts as they fall due.
Modes of Liquidation
By a special resolution of the company through;(a) Petition addressed to the Registrar of Companies(b) Petition to the Court(c) By conversion from a Private Liquidation to Official Liquidation.
By a Court Order
By the Attorney-General
Process involved in executing an Official Liquidation(a) The Official Liquidator requires funds to execute the liquidation, so a minimum amount is
paid to open the Liquidation Fund of the Company to quick start the Liquidation.
(b) The Official Liquidator requests for the Statement of Affairs from all the Directors of theCompany(c) The Liquidation Order is published in the Gazette

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(d) A Notice is placed in a national daily newspaper calling on all creditors to file their proofof debt before a fixed date and a call is made on all debtors to pay up or make arrangements
before a fixed date to pay their debt.
(e) A Publication of the First Creditors Meeting is made by the Official Liquidator to bring to
the Creditors the state of the liquidation.
(f) Gathering of the Assets of the company by the Official Liquidator.
(g) Publication of the Second Creditors Meeting is then made.
(h) Selling/Auctioning of the assets of the company is made by the External Valuer (aConsultant to the Official Liquidator) to pay a declared dividend to the Creditors.
PRIVATE LIQUIDATION/ VOLUNTARY LIQUIDATION
Private liquidation is a process designed to allow an insolvent company to close voluntarily. The
decision is made by a Board Resolution but instigated by the directors. 75% of the Company’s
shareholders must agree to liquidate for liquidation proceedings to advance.
Stages in Private Liquidation
A. There should be passed an Affidavit of Solvency by the Directors of the Company.
B. Special Resolution for the winding up which includes the appointment of a liquidator. The
special resolution is passed by the members.
C. Directors of the Company are to file Annual Returns and Audited Accounts up to date
D. The Registrar of Companies may issue section 248 (3) of the Companies Act which is acover letter attached to the Special Resolution filed by the members of the company to begazetted in the Bulletin.
E. After the gazette of the special resolution in the Bulletin, the Registrar of Companies will
issue section 260 (1) of the Companies Act to strike the company name off the Company
Register.
F. The Registrar will proceed to cancel the Company’s name from the Company Register,
after the 260 (1) has been gazetted and a copy has been sent to the Registrar ofCompanies.
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DISSOLUTION WITHOUT FULL WINDING UP
Process;
1. The Annual Returns and Auditor’s Report should be filed.
2. A letter by an office member or creditor of the company addressed to theRegistrar of Companies stating that the company is not carrying on with businessor in operation should be provided.
3. The Registrar may write to confirm whether the company has indeed ceased tocommence business, or is indeed not in operation as stated in the initial letter.
4. The Registrar may issue section 261(3) of the Companies Act, 1963, (Act 179) for
publication in the Gazette indicating the intention to strike out the name of thecompany from the Company Register.
5. After presenting the intention to strike out Gazette to the Registrar of Companies,
the Registrar of Companies will issue section 261(5) indicating that the company
has been stricken out of the Company Register.

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PROCEDURE FOR TRUST ADMINISTRATION (ESTATE)
Step 1
Receiving and checking of clients Estate documents. Estate Administrator or Administratrix
receives and checks client’s documents to ensure they are accurate and relevant for the exercise.
These documents may include;a) Introductory Letterb) Letters of Administration or Probatec) Affidavitsd) Copy of Death Certificatee) Pay slip
Step 2
Clients are then interviewed by the legal officers. The inspected Estate documents are sent to thelegal officers for clients to be interviewed.
Step 3
Approval of Estate Documents: Estate documents are sent to the Registrar-General for approval.
Step 4
The Documents are sent to the Estate Accounts section to be vetted.
Step 5Endorsement of Estate Documents by clients: The approved documents are endorsed by thebeneficiaries at the Estate Accounts Office to process their cheques.
Step 6
Numbers are given and payment vouchers are typed and sent to internal audit for vetting.
Step 7After a successful vetting by the Internal Auditors, the cheques are written and signed by the
Accountant and Registrar-General.
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Step 8A Cheque list is made and sent to Bank of Ghana.
Step 9Payment is made to clients in the form of cheques.

PROCEDURE FOR MARRIAGE BY A SPECIAL LICENSE UNDER THE MARRIAGE
ORDINANCE, CAP 127
Marriage by a special license registration is the Marriage Registration done solely by the RegistrarGeneral’s Department. It is celebrated within 20 days after payment for the ceremony is made at
the on-site Bank.
Step 1.
Clients walk into the premises to the Marriage Desk to speak to a Marriage Officer.
Step 2
Clients are interviewed by a Marriage Officer to ensure that all the necessary requirements are met
It includes the following;i.

Inquire whether they have been married beforeii.

Whether they have been to Accra Metropolitan Assembly officeiii.

Find out what date and where they would like to sign the Marriage Certificate

iv.

Request for identification cards to be presented ( voters, passport, driving license)v.

Inquire about the Decree Nisi (Divorce Certificate and present documents if anyvi.

Ask if couple are resident in Ghanavii.

Ask if they need assistance to complete the requisite Forms presented to them after all
requirements are met.

Step 3
Couple swears in the presence of a Commissioner for Oaths
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Step 4Document is sent for minuting. This is done by Senior Marriage Officers only
Step 5Documents are sent to lawyers for vetting and approval
Step 6
Information is captured by a data entry officer
Step 7
A Payment is made by the couple to the onsite bank
Step 8
Upon presentation of a receipt, the Certificate is written and the Marriage celebrated with 2
witnesses for each marriage party.

PROCEDURE FOR MARRIAGE BY REGISTRAR’S CERTIFICATE
Marriage by a Registrar’s Certificate requires a Registrar’s Certificate from the MMDAs.
Applicants are given 21 days’ notice by MMDAs to receive the Registrar Certificate for thecelebration to be done at the place of their choice but it must be in a Registered /Gazetted premises
by a Registered /Gazette Marriage Officer. Those who choose to celebrate their marriage at
Registrar-General’s Department go through the following steps:
Step 1.
Request for a Registrar Certificate from Accra Metropolitan Assembly
Step 2
Request for the identification card of couple (voters, passport, driving license)
Step 3
Marriage Officers assist clients in booking a date
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Step 4The clients go for minuting of their documents. This is done by Senior Marriage Officers only
Step 5Documents are sent to lawyers for vetting and approval
Step 6
Information is captured by a data entry officer
Step 7
A Statutory Payment is made by the couple at the on-site bank
Step 8
Upon presentation of the receipt, a Certificate is written and the Marriage is celebrated on thebooked date with 2 witnesses for each marriage party

PROCEDURE FOR MARRIAGES CELEBRATED BY ONLY THE PRINCIPALREGISTRAR OF MARRIAGES UNDER A SPECIAL LICENCE IN UNLICENSEDPREMISES
Those who choose not to celebrate their marriage at Registrar-General’s Department (RGD) but
opt for a weekend celebration go through the following steps;
Step 1
Present identification card of couple (voters, passport, and driving license) to the marriage officials
at the RGD marriage office
Step 2Marriage Officers assist clients in booking a date
Step 3The clients go for minuting of their documents. This is done by Senior Marriage Officers only
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Step 4Documents are sent to lawyers for vetting and approval
Step 5
Information is captured by a data entry officer
Step 6
A Statutory Payment is made by the couple at the on-site bank
Step 7
Upon presentation of the receipt, a Certificate is written and the Marriage is scheduled to becelebrated on the booked date and at the venue chosen by the celebrant.
Step 8A little fee is taken for the inconvenience by the Principal Registrar who will be attending over the
weekend to celebrate the marriage.
Step 9The Principal Registrar of marriages takes the marriage booklet to the venue to celebrate themarriage with 2 witnesses for each marriage party.

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PROCEDURE FOR REGISTERING A TRADEMARK
1. Conducting of Trademark Search (optional)
2. Applicants must complete prescribed Trademark Form No. 2 with the following
require

Entity name or personal name

Address and Location of entity or residence

Tel no. and EmailClasses of goods and services



Signature of the applicant and entity stamp

3. Payment of trademark application is made in house
4. The registry have to receive the Trademark application with their stamp
5.

The applicant is issue with acknowledge letter which indicate the application
number, filing date and described brand name or logo.

6. The office must sure that the application meet requirement of the trademark act
664, 2004.
7. When the application is refuse, quire and approve, the office send notification letterto the entity or applicant.
8. Payment of the trademark certificate
9. The applicant can apply for change of name/address, assignment, opposition,
register user
10. Renewal of trademark for 10years
11. Certify copy of the certificate when the original certificate is lost

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PROCEDURE FOR REGISTERING A PATENT
1. Applicant pays for application according to Section 5(2) of Act 657 of Patent Act 2003
2. Application received at the main registry and stamped
3. Application acknowledged according to Section 9(1) and a filing date accorded
4. Application acknowledged according to Section 9(2) of Patent Act 2003 where theapplication did not at the time of receipt, fulfill the requirements referred to in Section 9(1)5. Formality examiner after according a filing date, shall examine whether the application
complied with the requirements of Sections 5(1), (2), (3) and (4)6. Formality examiner conducts a further formality examinationi)

Where there are no mistakes/omissions and applicationii)

Where there are mistakes/omissions, Form No. 5 is issued

iii)

Where the application fails Formality Examination, Form No. 6 is issued

iv)

Applicant may appeal against decision (Form No. 6)

7. Where the application fulfills formality requirements, a letter is issued and scanned
together with patent documents for Search and Substantive Examination Report
8. Patent registry receives Search and Substantive Examination Report
9. Formality Examiner conducts further examination to ensure that the application conforms
with the Ghana Patent Act, 2003 (ACT 657)
i)

Where substantive examination fails, Form No. 9 issued.

ii)

Applicant may appeal.

iii)

Where application passes substantive examination Form No. 10 is issued for grant.

10. Applicant makes payment for grant and publication within three months from the date of
notification
11. After payment for grant, Form No. 11/11a is prepared for publication
12. After publication, applicant files a copy of gazette through the main registry
13. Form No. 12 is prepared and sealed for the Registrar to certify
14. Applicant/Agent collect Certificate from the Patent Registry

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PROCEDURE FOR REGISTERING AN INDUSTRIAL DESIGN
1. Applicant must complete prescribed Industrial Design Aripo
Form 28 and Textile Design Form 2 and 2A with the following required:Entity name or personal name

Address, Residence, Email and Phone numberCreator nameGraphical reproduction of Design (3 copies)

Brief description of the design

2. Payment of the Industrial Design
3. The Registry receives the Industrial Design application with their stamp
4.

The applicant is issued with acknowledgement letter which indicates theapplication number, filing date and described design.

5. The office must ensure that the application meets requirement of the Industrial
Design Act 660, 2003
6. When the application is refuse, quire and approve, the office send notification letterto the entity or applicant
7. Payment for Industrial Design certificate
8. The applicant can apply for change of name/address, assignment, opposition,
register user
9. Renewal of Industrial Design for every 5years to 15years
10. Certify copy of the certificate when the original certificate is lost

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COMPLAINTS PROCEDUREOne has to make a verbal complaint to the Client Service Unit for the issue to be dealt withthere and then, (face to face.)

The individual has to write down his or her complaints or problems and drop it in thesuggestion box which will be addressed on later date

The complainant can call the office to make a complaint and make an appointment to visit
the office.



If in doubt about any procedure/issue on any service rendered, clients can walk to the help
desk at the Front Office.

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REGISTRAR-GENERAL’S DEPARTMENT OFFICE LOCATIONS AND CONTACTS
Accra Office:Opposite Ghana News Agency
P.O.Box118,Accra
Tel:0302-664691-3
www.rgd.gov.gh
Client Service Unit Ext 247
Fax(233)0302-666081
Sekondi/Takoradi Office:Ministries
P.O.Box 251 Sekondi
Tel:0312048528
Kumasi Office:Opposite Kumasi Catering Rest House
Behind the Kumasi High Court
Tel:0332042152
Fax:(233)-5183153
Tamale Office
Regional Office, Tamale
Tel: 0372023715
Ghana Industrial Property Office
In the Building with the Ministry of Business Development
P.O.Box118, Accra

For suggestion Please contact:
The Head of Public Relations or Client Service Unit on
Tel:0302-664691-93EXT 247 or 0302-666081
Fax: 0302-666081 or write to P.O.Box118 Ministries, Accra.

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