When registering a new company in Kenya through the eCitizen platform, the law requires you to provide specific information about the Ultimate Beneficial Owner (UBO). The Business Registration Service (BRS) enforces this under the Companies (Beneficial Ownership) Regulations, 2020, which aim to enhance transparency, prevent fraud, and ensure compliance for all registered entities.
This guide explains who qualifies as a UBO, and outlines the exact details you must submit before completing your company registration through Spondoo Kenya.
A UBO is any natural person who, directly or indirectly:
Holds at least 10% of the issued shares in the company
Exercises at least 10% of the voting rights
Has the right to appoint or remove a director
Exercises significant influence or control over the company
Participates in strategic decision-making or has the power to influence management
Only natural persons can be listed as UBOs — not corporate entities.
When completing your company registration, each identified UBO must provide the following information. These details match what is required on the BRS Beneficial Ownership Register via eCitizen:
Name (as per identification document)
Nationality
Date of Birth
Residential Address
Street Address
Address Line 2
City
State / Region / Province
Postal / Zip Code
Country of Residence
Email Address
Upload of National ID or Passport
These represent the core mandatory fields required for new company incorporation and UBO declaration.
Depending on your company structure, the BRS system may also request:
Place of birth
Occupation or profession
KRA PIN (mandatory for Kenyan citizens and residents)
Nature and extent of beneficial ownership
Percentage of shares
Voting rights
Description of control or influence
Only provide these extra fields if prompted during the eCitizen filing.
UBO information is required for all new company registrations and must also be maintained for existing companies.
Any change to UBO information must be reported to the Registrar within 14 days.
UBO information is not made public, but may be accessed by:
Kenya Revenue Authority (KRA)
Financial Reporting Centre (FRC)
Law enforcement agencies
Failure to comply with UBO regulations can result in:
Fines up to KES 500,000
Daily penalties for continued non-compliance
Restrictions on making other eCitizen filings
Delays or rejection of company registration
Accurate UBO submission protects your company from unnecessary complications.
Yes. Every new company must submit UBO information during registration.
No. Only natural persons can be UBOs.
No. Foreign UBOs provide their international residential address.
No. It is only required for Kenyan citizens or individuals with tax residency in Kenya.
The company must update the Registrar within 14 days.
Yes. Missing or unclear UBO details can delay or block company incorporation on eCitizen.
No. It is confidential and only accessible to government authorities when required.
Providing accurate UBO information is a legal requirement for new company registration in Kenya. These details help ensure transparency, protect your business from compliance issues, and allow your application to move smoothly through the eCitizen system. By understanding exactly what is needed and submitting clear information from the start, you reduce delays and avoid penalties.
As you prepare to submit your details on the Spondoo Kenya sign-up form, make sure your UBO information is accurate, clear, and fully aligned with the requirements set by the Business Registration Service. Providing complete and correct details will help your registration move smoothly through the eCitizen system and prevent any delays or requests for resubmission. If you need clarity on any section of the form, take a moment to review this guidance so you can proceed confidently and complete your registration without issues.
Feel free to reach out before you submit your details — we’re here to make the process simple, clear, and stress-free for you.