For many business owners in Kenya, especially those seeking to apply for government tenders, keeping company details up to date is crucial. One such important document is the CR12, an official confirmation from the Registrar of Companies that outlines the shareholders and directors of a company. Obtaining an up-to-date CR12 on short notice has become easier through the eCitizen platform, which allows businesses to be linked to their online system for seamless access to crucial documents.
This guide will walk you through the step-by-step process of linking your business to the eCitizen portal. This service is particularly useful for business owners who registered their companies before 2017, as manual records can now be captured online for better efficiency.
Why Link Your Business on eCitizen?
Linking your business on the eCitizen platform allows you to:
- Access crucial documents like the CR12 instantly.
- Keep your business records updated and accessible.
- Apply for tenders with all necessary documents ready to go.
- Ensure compliance with Business Registration Services (BRS) regulations.
What is a CR12?
A CR12 is a document issued by the Registrar of Companies that confirms the directors and shareholders of a company. It’s an essential requirement for businesses bidding for tenders, especially with government or large private sector organizations.
How to Link a Business to eCitizen – Step-by-Step Process
1. Login to Your eCitizen Account
- Start by visiting the eCitizen portal.
- Enter your credentials (username and password) as a director, director-shareholder, or an appointed company secretary. If you don’t have an eCitizen account, you’ll need to create one first.
2. Select Business Registration Service (BRS)
- Once logged in, navigate to the “Business Registration Service (BRS)” section.
- Click on the option labeled “Link Business.”
3. Search for Your Business
- You will be prompted to enter either the name or registration number of your business.
- After entering this information, click “Search.” The system will display a list of results based on your search query.
4. Select Your Business
- From the search results, locate your business and select it.
- Click on the next drop-down menu to continue with the process.
5. Edit Business Details
- You will now be required to enter detailed information about your business. This includes:
- Business Name
- Registration Number
- Registration Type (e.g., limited company, sole proprietorship, etc.)
- Registration Date
- Ensure that all information entered matches your official registration documents.
6. Enter Business Capacity and Address Details
- In this section, you will be asked to specify the nature of your business and its capacity (i.e., whether it’s a small, medium, or large enterprise).
- Additionally, fill in the registered office addresses, including physical address, postal address, and any other required contact information.
7. Provide Share Information
- This step involves entering details about the share capital of the business:
- The number of shares issued by the company.
- The value of each share.
8. Enter Director and Shareholder Information
- You will now input the personal details of all directors and shareholders, including:
- Full names
- Identification numbers (ID or passport)
- Residential addresses
- Shareholding percentage and beneficial ownership details
- This information is critical as it will reflect in the CR12 and other business records.
9. Review and Save
- After filling in all the required details, review the information to ensure accuracy.
- Once satisfied, click “Save.” The system will auto-generate a beneficial ownership form based on the details you’ve entered. Download this form for your records.
10. Verify the Information
- It is essential to go through the downloaded form and verify that all the information is factual and correct.
- If there are any errors, you can go back and make corrections before finalizing the process.
Benefits of Linking Your Business to eCitizen
By following the steps above, your business will be successfully linked to the eCitizen platform. This means your company’s details will be readily accessible online, allowing you to obtain crucial documents such as the CR12 without delay. Once your business information is up-to-date and verified on the portal, you’ll be in a prime position to apply for tenders and compete effectively with other bidders.
The Business Registration Service (BRS) encourages business owners to make use of the eCitizen portal for seamless access to important documents and to ensure that their company records are current. By linking your business to eCitizen, you save time, avoid bureaucratic delays, and stay competitive in the fast-moving business environment.
With the increasing digitalization of government services in Kenya, embracing platforms like eCitizen is a step toward streamlining business processes and ensuring your enterprise remains compliant and ready for growth.
