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- Economic Substance (ESR) & UBO — UAE Compliance & Filings
Economic Substance (ESR) & UBO — UAE Compliance & Filings
End-to-end compliance for ESR and UBO: scoping, filings, registers, and authority review support.
Economic Substance (ESR) & UBO — Filing, Registers, and Ongoing Compliance
We map your relevant activities and ownership, prepare ESR notifications/reports, build UBO registers, file on time, and maintain a tight audit trail.
Quick facts — ESR & UBO (UAE)
• Who files ESR? If you do a Relevant Activity, you file an ESR Notification. If you also earned Relevant Income, you file the ESR Report.
• Deadlines: Notification = within 6 months of year end; ESR Report = within 12 months.
• Relevant Activities (examples): Headquarter, Distribution & Service Centre, Holding Company, IP, Shipping, Lease-Finance, Banking, Insurance, Fund Management.
• ESR test (simple): (1) Directed & managed in the UAE, (2) perform CIGAs in the UAE, (3) adequate staff/spend/premises. Outsourcing in the UAE is OK if you supervise it.
• UBO rule: Keep a UBO Register and update within 15 days when ownership changes. File UBO details with the registrar as required.
ESR — Snapshot (UAE)
- Relevant Activities (examples): HQ business, Distribution & Service Centre, Holding Company, IP business, Shipping, Lease-Finance, Banking, Insurance, Investment Fund Management. (UAE Ministry of Finance)
- Who files: All Licensees (and Exempted Licensees) file an ESR Notification. If you earned Relevant Income, you also file the ES Report. (UAE Ministry of Finance)
- Deadlines: Notification within 6 months of financial year end; Economic Substance Report within 12 months. (UAE Ministry of Finance)
- Economic Substance Test: (1) Directed & Managed in the UAE; (2) perform CIGAs in the UAE; (3) adequate employees, expenditure, and premises (outsourcing allowed with control, within UAE). (UAE Ministry of Finance)
- Common ESR exemptions (“Exempted Licensee”): investment funds, entities tax-resident outside UAE, wholly UAE-owned
non-MNEs operating only in UAE, and foreign branches taxed abroad. (Notification
still required.)”
What We Cover
- ESR (Economic Substance Regulations): scoping, Relevant Activities assessment, Notification & Report filings, CIGA mapping, board-governance (“Directed & Managed”) evidence, outsourcing controls, penalty appeals. (UAE Ministry of Finance)
- UBO (Ultimate Beneficial Owner): identify UBOs (25%+ ownership/control or senior-managing-official), prepare UBO Register & Partners/Shareholders Register, file with Registrar, change-tracking within statutory timelines, and representation. (UAE Legislation)
UBO — Snapshot (UAE)
- Framework: Cabinet Decision 109/2023 (replaced 58/2020) sets procedures for Real Beneficiary (UBO) across onshore and commercial free-zones (financial free zones follow their own regimes). (Global Compliance News)
- Who is a UBO: natural person with ≥25% ownership/voting or ultimate control; if none, the senior managing official. (UAE Legislation)
- Registers you must keep & file: UBO Register and Partners/Shareholders Register with prescribed data fields; maintain accuracy and confidentiality. (25355024.fs1.hubspotusercontent-eu1.net)
- Filing timelines: submit registers within 60 days (for new entities / from decision enforcement); file updates within 15 days of any change; provide any extra info requested within 14 days. (25355024.fs1.hubspotusercontent-eu1.net, UAE Legislation)
- Exemptions: wholly government-owned groups; listed companies and their majority-owned subs; entities in DIFC/ADGM (separate frameworks). (25355024.fs1.hubspotusercontent-eu1.net, Global Compliance News)
- Penalties: administrative measures (warnings, fines, and possible suspension) per Cabinet Decision 132/2023 for violations of UBO procedures. (Ministry of Education)
Our Compliance Process (ESR & UBO)
1. Scoping & Gap Map — identify Relevant Activities/Relevant Income; confirm UBOs and nominee roles.
2. Evidence Build — board minutes & agendas, CIGA logs, outsourcing/employee evidence, registers.
3. Filings — ESR Notification and Report on MoF portal; UBO registers to Registrar with change-tracking.
4. Controls & Calendar — renewal diary (6-month/12-month ESR; 15-day UBO changes), document retention, sign-offs. (UAE Ministry of Finance, UAE Legislation)
5. Audit/Appeals — respond to notices, penalty reconsiderations, and ESR appeal submissions where applicable. (FTA UAE)
Deliverables You Receive
- ESR Notification & Report (with working papers and CIGA map)
- Board Governance Pack (Directed-&-Managed templates, minutes, attendance)
- UBO Register + Partners/Shareholders Register (filed) with change-log
- Compliance Calendar (ESR/UBO dates, owners, reminders)
- Risk & Findings Memo + corrective actions
Documents We Typically Need
- Trade licence, Articles/MoA, group org chart
- Financials (TB/GL), headcount list, office/lease & outsourcing contracts
- Board composition, meeting schedule, delegations/KPIs
- Share registers, IDs for owners/UBOs, nominee declarations
- Prior ESR filings, UBO filings/acknowledgements
Common Mistakes & Authority Triggers
- Treating Holding Company or Distribution & Service Centre as “out of scope” when Relevant Income exists
- Missing board governance evidence or no UAE-based direction/management
- Using offshore service providers without UAE oversight for CIGAs
- UBO registers not filed/updated within 15 days after changes
- Confusing listed/DIFC/ADGM exemptions with blanket exemptions for affiliates
Want zero-stress ESR & UBO compliance?
We’ll scope, file, maintain your registers, and handle notices—end to end.
Frequently Asked Questions
Yes—Notification is still required; evidence of exemption must be maintained. (Norton Rose Fulbright)
Your Registrar (onshore or free-zone). Keep registers and update within 15 days of changes. (25355024.fs1.hubspotusercontent-eu1.net)
Your Registrar (onshore or free-zone). Keep registers and update within 15 days of changes. (25355024.fs1.hubspotusercontent-eu1.net)
Yes—ESR penalties can be appealed via the FTA ESR appeal process; UBO penalties have grievance routes under the Decision. (FTA UAE, Ministry of Education)
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