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NPOs face the challenge of publishing in the Belgian Official Gazette
For Non-Profit Organization, June is traditionally the month of publications in the Belgian Official Gazette, and as we all know, publications mean complications.
The publication of changes to the board of directors (appointment, resignation, renewal of directors' terms of office, etc.) is an obligatory step in the life of a NPO, which, if neglected, can have multiple consequences, including the impossibility of committing your association to third parties, to name but one.
The agonies of a visit to the clerk's office of the Brussels Business Court
The procedure involves multiple requirements from the Brussels clerk office, numerous forms to complete, and supporting documents to gather. It may be challenging for individuals unfamiliar with administrative processes.
Take, for example, the appointment or resignation of a board member. These can result in repeated visits to the clerk’s office. Not only does the outcome depend on the mood of the person reviewing your file, but every document must be flawlessly accurate. Appointing a foreign company as a board member, for instance, requires the company’s trade register, the ID of its permanent representative, and — if the latter is not Belgian — proof of residence and a sworn statement. On top of this, several official forms must be completed, some in multiple copies and all signed according to strict formalities.
Refusals to publish are legion
Once everything is prepared, payment must be made to the last cent — the fee (€ 162,99) is updated each year in March— or the file will be rejected. Your submission must also include a certificate of deposit and a copy of the filer’s ID, two elements often forgotten and used as grounds for rejection.
And then comes another challenge: locating the registry. As of early 2025, the Brussels Court Registry of Legal Entities (both French- and Dutch-speaking) has moved, after 30 years, without clear public communication. You can now find them at Avenue du Pont de Luttre 74, 1190 Forest.
Towards electronic filing?
While postal submission remains an option, it has many drawbacks. Without direct interaction, understanding why a file was rejected can be difficult. Resubmitting the file becomes a frustrating and time-consuming process. Furthermore, the government has announced its intention to allow electronic filing of Official Belgian Gazette publications via this platform: https://egrf.prod.pub.techasadav.be/app/
However, it is not yet functional and will not reduce the documentary burden. The same supporting documents will be required, and digital filing alone does not guarantee faster or smoother processing.
The expert's eye
And remember, submitting your publication is only the first step. You must then verify that the Crossroads Bank for Enterprises (BCE) has been updated correctly — and request corrections if necessary. Once that’s done, the UBO register must also be updated... and so on.
If need some help navigating this bureaucratic maze, our experienced team is here to take the pressure off your shoulders and handle your publications with efficiency and care.