Documents a Foreign Parent Company Needs for Saudi Setup: Legalisation and Translation

Which parent company documents a Saudi setup usually needs, how to get them legalised or apostilled and translated, and the order that avoids redoing them.

A foreign parent setting up in Saudi Arabia typically needs its incorporation certificate, articles, shareholder register, a board resolution approving the investment, and a power of attorney for whoever will sign locally, all certified, legalised or apostilled, and translated into Arabic. Document preparation is where most setup time is lost, and nearly all of that loss is avoidable with one planned batch.

Before stage one

Before ordering any certified copy, get the exact list of documents the Saudi side will want for your chosen form and activity, including how recent each must be. Requirements differ between a branch, a subsidiary and a regulated activity, and ordering the wrong set is the most expensive way to start.

• A written document list from your adviser for the chosen form and activity.
• The maximum age each document may have at submission.
• The legalisation or apostille route accepted for documents from your country.
• Names of the translators whose certified translations the Saudi authorities accept.
• The exact names, passport details and titles of every signatory.

Stage 1: Draft the board resolution

Prepare one resolution that approves the Saudi investment, the legal form, the capital, the proposed trade name, the managers and the attorneys, so that a single document answers most questions.

• Deliverable: A signed board resolution covering every decision the Saudi filings need.
• Owner: Parent company secretary.
• Approval gate: The adviser has reviewed the draft before the board signs.

Stage 2: Prepare the power of attorney

Draft a power of attorney for the person or firm that will act in Saudi Arabia, listing the specific acts they may perform, such as signing articles, opening accounts and dealing with authorities.

• Deliverable: A signed power of attorney with a clear list of powers.
• Owner: Parent legal team.
• Approval gate: The powers match every step the attorney will perform.

Stage 3: Obtain certified copies

Order certified copies of the certificate of incorporation, articles and shareholder register from the registry or a notary in the home country.

• Deliverable: Certified copies dated within the accepted age.
• Owner: Parent company secretary.
• Approval gate: Dates checked against the maximum age rule.

Stage 4: Notarise and legalise or apostille

Have the documents notarised, then either apostilled or legalised through the chain your adviser confirms for your country, which may include the foreign ministry and the Saudi embassy or consulate.

• Deliverable: Documents carrying the accepted authentication.
• Owner: Parent legal team, often with a specialist agent.
• Approval gate: The adviser confirms the route before the first document is sent.

Stage 5: Translate into Arabic

Have every document translated by a certified translator whose translations are accepted by the Saudi authorities, keeping names consistent with the Arabic form chosen for the trade name.

• Deliverable: Certified Arabic translations matched to each original.
• Owner: Adviser.
• Approval gate: Names and numbers in translations checked against originals.

Stage 6: Assemble and index the file

Scan every original, authentication and translation, index them, and courier the originals only if the authority requires them.

• Deliverable: An indexed digital file and a register of originals.
• Owner: Adviser.
• Approval gate: Nothing is uploaded until the whole file is complete.

Stage 7: Plan for reuse

Order extra authenticated originals of the documents that banks and later filings will also ask for, so they are not ordered again in a few months.

• Deliverable: A spare set held by the Saudi manager.
• Owner: General manager.
• Approval gate: Spare set logged with expiry dates.

Handovers between stages

The expensive handover is between the parent legal team and the Saudi adviser. Head office often starts legalising documents before the adviser confirms the list and route, and then something has to be redone. Agree in writing that no document enters the authentication chain until the adviser signs off the list, the drafts and the route.

How you know it is finished

The document stage is done when every required document exists in an accepted authenticated form, is translated consistently, fits within the age limits at the date of submission, and a spare set is available for the bank. If any one of those is missing, the file is not ready, however much of it exists.

Domira works with foreign investors on the property side of entering Saudi Arabia: finding land or premises, due diligence, design, construction and asset management. For licensing, tax and legal steps, work with a licensed adviser; we coordinate with yours so the property decision fits the structure you choose.