List of Basic Documents for Annual Examination of Dubai Company

In Dubai, the integrity and standardization of the basic documents directly determine the efficiency of the audit and even affect the smooth passage of the annual audit. There are common basic requirements and differentiated supplementary clauses in the annual review documents of different types of companies. Whether it is a new enterprise that handles the annual examination for the first time or an old enterprise that operates all the year round, accurately mastering the types, specifications and verification standards of the required basic documents is the core prerequisite for avoiding the risk of material rejection and completing the annual examination efficiently.

1. Core Legal Documents: Proving Corporate Legal Identity and Governance Structure

1, the company registration certificate and business license.

Registration certificate: the latest version is required to display the company name, registration number, date of establishment and other basic information.

Business license: ensure that the license is valid and shows the latest business scope. If the company is involved in business expansion or address change, the license information needs to be updated synchronously.

2. Articles of Association and Shareholders' Agreement

articles of Association: Key provisions such as shareholder structure, appointment of directors and profit distribution should be included. In the event of a change in shareholding or a change of directors during the year, the revised articles of association and the resolution of the shareholders' meeting shall be submitted.

Shareholder agreements: If the company has special equity arrangements (e. g. preferred shares, voting rights agreements), a copy of the agreement is required to verify compliance with the governance structure.

2. Finance and Audit Documents: Ensuring Transparency and Compliance

1. Annual financial statements

report type: A balance sheet, profit statement, and cash flow statement are required to be submitted to reflect the company's financial position during the fiscal year. Statements should be prepared in accordance with International Financial Reporting Standards (IFRS) or UAE Accounting Standards to ensure that the data are true and accurate.

Special Requirements: In 2025, DMCC, Kezad and other free zones will add ESG (Environmental and Social Governance) disclosure, and the audit report will include special instructions such as environmental protection input and social responsibility performance.

2. Audit report

qualification of audit institution: It must be issued by a certified public accounting firm recognized in Dubai.

Report content: The audit report must contain an unqualified or qualified statement and be accompanied by the auditor's assessment of the authenticity of the financial statements. If the company is in a zero-revenue dormant state, a simplified "dormant audit report" may be submitted, but it still needs to be issued by a certified auditor.

3, bank statements and transaction records.

Statement requirements: A complete bank account of the company's main account is required to cover the full cycle of the fiscal year. Bank statements need to correspond exactly to the accounting books and any discrepancies may raise an audit challenge.

Transaction records: If the company is involved in large financial transactions or related transactions, additional supporting documents such as contracts and invoices are required.

3. governance and operational documentation: validating the company's ongoing operational capabilities

1. Information of shareholders and directors

proof of identity: Copies of passports of shareholders and directors, proof of residence address (e. g. utility bills, bank statements) are required. If the director is a non-UAE resident, local guarantor information is required.

Change record: if there is a change of shareholders or directors during the year, the equity transfer agreement, the resolution of the board of directors and the change filing certificate of DED or the free zone authority shall be submitted.

2. Proof of office address

actual office space: a copy of the lease contract and real estate certificate shall be provided, and the contract period shall cover the annual review cycle. For example, the JAFZA FTZ requires businesses to submit notarized lease agreements.

Virtual office: If you use virtual office services, you need to provide service agreements, conference room use records and local phone call records. For example, the DMCC FTZ requires virtual office businesses to use conference rooms at least 2 days a week and keep call records for future reference.

3, Employee and Tax Documents

employee list: the name, position, salary and social security payment of the employee shall be listed. If the company employs local employees, it is required to submit an employment permit approved by the Labor Department.

Tax returns: Value added tax (VAT) and corporate income tax returns are required.

4. Special Scenario Files: Responding to Differentiated Regulatory Requirements

1, economic substance declaration (for specific business)

if the company is engaged in regulated business such as banking, insurance, fund management, etc., it is required to submit an economic substance declaration to prove that it carries out core income activities (CIAs) in the UAE. The filing deadline is 6 months after the end of the fiscal year.

2. Free Zone Exclusive Documents

DMCC FTZ: An electronic application must be submitted through the "Smart Annual Review" system and an ESG special audit report must be uploaded.

IFZA Free Zone: Enterprises are allowed to choose "simplified declaration channel for small and micro enterprises" and exempt from submitting some documents, subject to conditions such as annual income of less than 1 million dirhams.

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