Which documents you need for a registered office in 2026

When you set up a company or move its registered office, the Trade Register asks for only one thing about the address: proof that you have the right to use the space. Below you'll find which documents you need, what is no longer required and what to watch for once the office is registered.

Proof that you can use the space

ONRC, the Romanian Trade Register, accepts any document showing the right of use: a lease, a sublease or a loan-for-use agreement (comodat), a usufruct deed, a land register extract if the space belongs to the company or a shareholder, or another legal document, such as a registered office hosting contract. You file it as an original, a copy certified by the party or a notarised copy.

The owner's title deed is not required as a rule. The registrar may, however, ask for additional documents and give you up to 15 days to complete the file.

With a sublease, the type of space matters. A space that is not a home can be sublet unless the main lease forbids it. For a home, you need the owner's written consent. With a comodat, you need the consent of whoever lent you the space.

What is no longer required

• You no longer have to register the contract with ANAF, the tax authority, before filing it with the Trade Register. That requirement was repealed in July 2021. A landlord who is a private individual still has a separate tax obligation to register the lease with ANAF within 30 days.
• There is no longer a limit on how many companies can have their registered office at the same address.
• The approval of the owners' association and the neighbours is no longer needed if the directors declare that no activity takes place at the registered office. This statement is part of the standard declaration filed with the Trade Register. If you actually work from a flat in an apartment block, the association's approval and that of the neighbours directly affected are still required.

Changing the registered office, step by step

1. The shareholders decide to move the registered office.
2. You prepare the file: the application, the standard declaration, the shareholders' decision, proof of the right of use and the updated articles of association. If you move to another county, you also check that the company name is available.
3. You file within 15 days of the decision: at the counter, by post or online through the ONRC portal, with a qualified electronic signature.
4. The registrar usually decides within one working day.

Registration with ONRC is free. You pay for publication in the Official Gazette, Part IV: RON 152 per page in 2026, only after the application is approved.

Registered office, secondary office, work point

The registered office is the company's official address. If you actually work somewhere else, such as an office, a shop or a warehouse, that place is a secondary office. You register it with the Trade Register and declare it to ANAF within 30 days. Employees working from home under a telework arrangement don't count.

A sole trader (PFA) also needs a professional address, proven in the same way, with a document showing the right of use.

After registration: what has to work

• Mail. ANAF sends documents by registered post to the tax domicile. Courts send summons to the registered office. If nobody receives them, ANAF can serve notice by publication, and the deadlines run anyway.
• Company documents. Invoices, offers and correspondence must show the company name, legal form, registered office, trade register number, tax code (CUI) and share capital.
• A valid registered office. If ANAF finds that the company doesn't operate at its declared tax domicile, or that the right of use has expired, it can declare the company inactive. A company that isn't reactivated within a year is dissolved.
• Accounting records. You can keep them at the registered office, the tax domicile, a secondary office or with a licensed archiving company.

How it works at Hublou

We host the registered office of existing companies and of companies being set up. We sign the registered office hosting contract with you, for at least 12 months, paid monthly. The directors or shareholders file the documents with the Trade Register, and our contract is the proof of the right of use.

We receive your mail, let you know when it arrives and, with your consent, scan it and send it to you by email or WhatsApp. As a member, you meet your clients in the meeting room at the same address: 6 seats, a connected smart TV, video conferencing, high-speed fibre-optic internet, water, tea and coffee, at RON 99 per hour.

The virtual office costs RON 499 per month, VAT 0%. If you sign up by 31 October 2026, you get 10% off for the whole term of the contract: RON 449 per month.

Frequently asked questions

Do I need to register the hosting contract with ANAF before the Trade Register?

No. That requirement was repealed in 2021.

Can my registered office be in a flat in an apartment block?

Yes. If the directors declare that no activity takes place there, you don't need the owners' association approval.

How long does a change of registered office take?

The registrar usually decides within one working day of a complete file. Allow time for signatures and publication as well.

What happens if my registered office contract expires?

The company risks being declared inactive by ANAF. Extend the contract or move the registered office before it expires.

This article is for information only and does not replace advice from a lawyer or your accountant. Before you file, check the current list of documents on onrc.ro.

Sources: ONRC, changing the registered office in the same county · ONRC, changing the registered office to another county · ONRC, documents for the registered office · Law 31/1990 · Law 265/2022 · Law 206/2021 · Civil Code · Fiscal Procedure Code · Fiscal Code · Official Gazette fees 2026

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