31 Jul 2025
By Vista CorpStarting a business in Dubai, UAE, is a dream come true for many. It’s an exciting journey, but there’s an entire Dubai company formation checklist in terms of documentation that can’t be overlooked. The documents required depend on different variables of a company’s setup in Dubai.
Here’s the main thing. Getting your documentation right is the key to a smooth and uninterrupted process. Therefore, we have compiled a Dubai business setup document checklist below to make it easier and informed for you.
What does Well-Organised Documentation Ensure in the UAE?
In a country like the UAE, where rules and regulations are followed strictly in every aspect, business documentation is no exception. In fact, documentation plays the most crucial role when setting up a company in a FreeZone or the Mainland. So, what does a well-organised documentation ensure in the UAE?
- It ensures fast approvals.
- It ensures legal compliance.
- It ensures credibility.
- It ensures eligibility for banking services and visa processing.
That’s the reason why every entrepreneur should invest in understanding all the document requirements first before investing in the business setup.
Documents Checklist to Set Up a Company in the Mainland
In the Mainland company formation process, you will need the following Mainland company documents in Dubai in 2025.
| Common Mainland Setup Document Requirements | Why It’s Required |
| Passport Copy | Required for identification and verification of the business owner(s) and shareholders. A valid passport is essential to initiate UAE company formation. |
| Residence Visa / Entry Permit | Needed if the shareholder or manager resides in the UAE. Foreign investors with no visa can still set up, but certain licenses may require a local presence. |
| Emirates ID (if applicable) | Used for residents to verify identity with the UAE government systems. Mandatory for license issuance if you’re a UAE resident. |
| Passport-size Photograph | For digital profile and official records with the Dubai Economic Department (DED) and immigration for visa processing. |
| Trade Name Reservation Certificate | Confirms your business name has been approved and reserved by DED. You cannot proceed without securing a trade name. |
| Initial Approval Certificate (DED) | This is the government’s green light to start the company setup process. It means your chosen activity is permitted in the UAE. |
| Memorandum of Association (MoA) | It’s a legal contract defining the ownership structure, roles, capital distribution, and business objectives. Mandatory for company registration. |
| Local Service Agent Agreement (if needed) | For sole proprietorships or branches owned by foreigners. The agent has no control or ownership but acts as a liaison with the UAE authorities. |
| Ejari-registered Tenancy Contract | A valid office lease registered with Ejari is compulsory to issue your Dubai trade license. No license without a commercial address. |
| Dubai Economic Department Approval Forms | Additional approvals from DED or external authorities are sometimes needed, depending on the nature of the business (e.g. legal, healthcare, media). |
| Specimen Signatures of Shareholders | Used for bank account setup, official signing authority records, and license documents. |
| Payment Receipt for License Issuance | Proof of payment for trade license processing and issuance by the DED. |
Documents Checklist to Set Up a Company in the Free Zone
Wondering what business setup paperwork in the Dubai free zone in 2025 is required? Though setting up a company in a free zone is easy, you still must maintain all the documents well in advance and in the right way to ensure there are no delays and rejections.
| Common FreeZone Set up Document Requirements | Purpose |
| Application Form | First step for company formation. Captures details of business activity, shareholders, and operational plans. |
| Passport Copy of Shareholders/Manager | Required for identity verification with the free zone authority. |
| Passport-size Photo with White Background | Used for government portals and visa processing. Must meet UAE photo standards. |
| Business Plan | Some free zones ask for a basic business plan to assess the proposed activity and feasibility. |
| Specimen Signature | Needed for creating the official company file and bank documentation. |
| No Objection Certificate (NOC) | Required if the shareholder or manager already holds a UAE residence visa under another employer. |
| Board Resolution | Confirms the decision of an existing company (if applicable) to set up a branch or subsidiary in the free zone. |
| Memorandum & Articles of Association | Governs the operations, rights, and responsibilities of company shareholders. Required in notarised and attested form. |
| Power of Attorney | Allows one or more individuals to act on behalf of the shareholders during incorporation. Must be attested. |
| Share Capital Information | Declares how much capital is being invested and how it will be distributed among shareholders. Some free zones require proof of deposit. |
| Lease Agreement | Office space (physical or flexi-desk) must be leased from the free zone to obtain the business license. |
| Trade License (once issued) | Final business license issued upon completion of documentation and payment. Needed for operations, VAT registration, and bank account opening. |
| Free Zone Visa Application Documents | Required if the business owner or employees need to apply for UAE residence visas through the free zone authority. |
Supporting Documents Used in Both Mainland & FreeZone
There are some other documents that might be required in both cases. Have a look at them below.
| Common Offshore Setup Document Requirements | Purpose |
| Company Name Approval | Confirms your brand/trade name is not already in use and is legally approved. |
| UAE Mobile Number & Email ID | Required to receive SMS/email updates from government portals during setup. |
| Bank Reference Letter / Financials | Some authorities ask for proof of financial capability or a previous business track record. |
| Tenancy Contract / Office Lease | All licenses must be linked to a physical business address. |
| Business Activity Description | Clarifies the scope of business operations to help determine regulatory approvals needed. |
Documents Checklist to Set Up a Company in Offshore
All the documents listed below establish the legitimacy of an offshore company.
| Document | Why It’s Required |
| KYC Documents (Shareholders/Directors) | Includes passport copy, CV or professional background, and proof of address. Required for compliance and identity verification under UAE offshore laws. |
| Proof of Address | Utility bill or bank statement (issued within the last 3 months). Confirms the residential location of individuals involved in the company. |
| Board Resolution | If a shareholder is a corporate entity, a board resolution authorising the offshore setup is mandatory and must be notarised. |
| Certificate of Incorporation + AOA | For corporate shareholders: Legal proof that the parent company exists. Must be attested/legalised based on offshore jurisdiction (e.g. RAK ICC, JAFZA). |
| Company Structure Chart | Helps identify shareholding patterns, UBOs (Ultimate Beneficial Owners), and links between parent companies and subsidiaries. |
| Preferred Company Name(s) | To reserve the trade name, 2–3 name options are usually submitted. Names cannot conflict with existing entities or restricted terms. |
| Activity Declaration | Offshore jurisdictions have a limited list of allowed activities. This document clarifies the company’s intended scope. |
| Application Form (Registrar Format) | Must be filled out accurately and signed. Submitted to the offshore registrar with all accompanying documents. |
| Registered Agent Appointment Letter | Offshore companies must appoint a licensed registered agent to submit documents and communicate with the registrar. |
What Happens After You Submit All the Documents?
Wondering what happens when you submit all the required documents on time and accurately? Here’s what’s next!
- Gather and submit all required documents for company registration.
- Government authorities will review the submitted paperwork.
- The review process ensures documents are authentic and complete.
- Free Zone approvals are usually quicker than mainland approvals.
- Most Free Zones process applications in 3–7 working days.
- Mainland setups may take 10–15 working days.
- Timelines depend on the business activity and the government departments involved.
- Once approved, you’ll receive your official trade license.
- The trade license allows you to apply for residency visas.
- You can open a corporate bank account after approval.
- With your license, you can legally begin business operations.
Tips to Organise and Submit Your Documents Better
Documentation may be a stressful process, but it doesn’t have to be if you know how to make it smoother with these tips below:
Tip 1: Be it Digital or Physical, Keep Multiple Copies
Whatever documents you have, majors or minors, keep multiple copies ready and organise them in a separate folder after properly labelling each one. It will ensure you carry all the documents to your next appointment, and each will be easily accessible.
Tip 2: Make Sure all the Documents are Translated If Needed
In the UAE, you will need to get some documents translated into Arabic. For that, use certified legal translation services.
Tip 3: Work With a Business Setup Advisor
Working with a professional not only makes it easy but also ensures the chances of rejection and delays are lower. They double-check all the documents and take charge of all the approvals.
How Vista Business Setup Supports Your UAE Company Formation?
When setting up a company in the UAE, the documentation can be a complex part to navigate. It includes preparation, approvals, legal procedures, notarisation, and a lot more. Without a clear understanding, it might lead to delays and rejections. At Vista Business Setup, our end-to-end comprehensive services also take care of all the documentation work. Whether it’s a Mainland company, a Free Zone, or an Offshore company, we take all the responsibility for you. We manage the preparation and submission of your paperwork, liaise with relevant government authorities, and closely monitor timelines.
Minimum risks, Maximum accuracy!
FAQs
1. What are the most common mistakes people can make while submitting documents in Dubai, UAE?
The most common mistakes that have been reported by the authorities while submitting documents in Dubai, UAE, are typos, not translating the mandatory documents, and expired passport copies. Therefore, ensure all documents required to start a business in Dubai are rechecked before submitting.
2. How can I ensure that all the documents I submit are compliant with the UAE regulations?
To ensure that all the documents you submit are compliant with the UAE regulations, you must submit them to the appropriate government authorities for verification. The process includes a properly drafted MOA and updated documentation as per the UAE business laws. UAE business registration paperwork is strict; therefore, be ready in advance.
3. What can be the drawback of not submitting the required business documents on time?
Penalties, rejections, delays, and fines are some of the major drawbacks of not submitting the essential documents for forming a business in Dubai on time. To avoid such delays, always be ready with all the documents and submit them accurately.
4. Are the document requirements different for foreigners in the UAE?
Yes, there can be some different and additional documentation requirements for foreigners in the UAE, including proof of legal entry or residence, and documents might require attestation or translation.
5. Is notarisation mandatory for all my documents?
No, notarisation is not mandatory for all documents, but corporate documents and MoA/AoA often do.
5. What is the process for getting my business name approved in the UAE?
The process is as follows:
- Apply to the relevant UAE authority for name approval.
- Ensure the name complies with UAE naming rules.
- The name should reflect your business activity.
- Approval is key to company formation.
- It’s necessary for obtaining company documents.
Disclaimer: The information provided in this blog is intended for general informational purposes only. While every effort has been made to ensure the accuracy and completeness of the information, regulations and requirements for business setup in Dubai and the UAE are subject to change. It is always advisable to consult with a professional business setup consultant or legal advisor for the most up-to-date and specific advice tailored to your business needs.
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