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Company Annual Returns Filing in Kenya

Company Annual Returns Filing in Kenya.

On Company Annual Returns in Kenya,Section 125 of the Companies Act stipulates that every company having a share capital shall, once at least in every year, make a return, and the said return shall be in the form and shall be made up to the date of the fourteenth day after the date of the annual general meeting.

What are annual returns?

Annual returns or Form 1.is a statutory document that every registered company in Kenya has to file with the registrar of companies to show the “current” status of the company. Annual returns highlight the structure of the company, the shareholding, the division of shares, the Nominal capital, the names and addresses of the directors and shareholders in a company. The current registered office of the company and details of the company secretary.

How to file returns for a limited company in Kenya

All Companies should file the first annual return exactly One year and 6 months after incorporation.

Thereafter, the company has to file annual returns every other one year. Returns are filed by filling out a Form 1.Annual return form. The form should then be certified by the company secretary and uploaded to ecitizen.

What is Included in an annual return.

All annual returns in Kenya include the following.

  1. The situation of the registered office of the company and the company’s registered postal address;
  1. If the register of members is, under the provisions of the Companies Act, kept elsewhere than at the registered office of the company, the address of the place where it is kept;
  2. If any register of holders of debentures of the company or part of any such register is, under the provisions of the Companies Act, kept elsewhere than at the registered office of the company, the address of the place where it is kept;
  3. A summary, distinguishing between shares issued for cash and shares issued as fully or partly paid up otherwise than in cash, specifying the following particulars—
  4. The amount of the share capital of the company and the number of shares into which it is divided;
  5. The number of shares taken from the commencement of the company up to the date of the return;
  6. The amount called up on each share;
  7. The total amount of calls received;
  8. The total amount of calls unpaid;
  9. The total amount of the sums (if any) paid by way of commission in respect of any shares or debentures;
  10. The discount allowed on the issue of any shares issued at a discount or so much of that discount as has not been written off at the date on which the return is made;
  11. The total amount of the sums (if any) allowed by way of discount in respect of any debentures since the date of the last return;
  12. The total number of shares forfeited;
  13. The total amount of shares for which share warrants are outstanding at the date of the return and of share warrants issued and surrendered respectively since the date of the last return, and the number of shares comprised in each warrant.
  14. Particulars of the total amount of the indebtedness of the company as at the date of this return in respect of all mortgages and charges which are required to be registered with the registrar under the Companies Act.
  15. A list:
  16. Containing the names and postal addresses of all persons who, on the fourteenth day after the company’s annual general meeting for the year, are members of the company, and of persons who have ceased to be members since the date of the last return or, in the case of the first return, since the incorporation of the company;
  17. Stating the number of shares held by each of the existing members at the date of the return, specifying shares transferred since the date of the last return (or, in the case of the first return, since the incorporation of the company) by persons who are still members and have ceased to be members respectively and the dates of registration of the transfers; and
  18. If the names aforesaid are not arranged in alphabetical order, having annexed thereto an index sufficient to enable the name of any person therein to be easily found. 
What happens when annual returns are not filed?

Where a company annual returns are not filed in time. The registrar levies and Penalty on the company. In the event of any changes in the company structure or in case of any business that requires the registrar to register any external documents like charges, mortgages etc. Where an annual returns is not filed. The registrar shall not process such requests. The company also risks being struck off the register of companies.

All Limited companies are required by law to file annual returns every year with the Registrar of companies.

At Briantony International Consultants Kenya we assist you in the preparation, execution and filing of your company annual returns in Kenya.

Contact Us 



Company Limited by Guarantee

 Company Limited By Guarantee in Kenya. What is it?

Company Limited by guarantee  is most often formed by non-profit organizations such as NGO, charitable trust, foundations, sports clubs, workers’ co-operatives and membership organizations, whose owners wish to have the benefit of limited financial liability.
A company limited by guarantee does not have any shares or shareholders (like the more common limited by shares structure) but is owned by guarantors who agree to pay a set amount of money towards company debts.
Furthermore, there will generally be no profits distributed to the guarantors as they will instead be re-invested to help promote the non-profit objectives of the company. If any profits are distributed to the owners, then the company will forfeit its right to apply for a charitable status.

What are the Benefits of Company Limited by Guarantee over other forms of charitable organizations.

A company limited by guarantee is a distinct legal entity from its owners, and is responsible for its own debts.
The personal finances of the company’s guarantors are protected. They will only be responsible for paying company debts up to the amount of their guarantees.
‘Limited’ status builds trust and confidence amongst clients and sponsors – this type of professional credibility is valuable and can help a company achieve its objectives more effectively.
Can own property in its name
The functions of the company are not monitored/regulated by registration bodies.
Takes 30-45 days to be incorporated.

What are the Requirements for Registration

Requirements for Private Company Limited by Guarantee Incorporation

  1. Proposed names for name search and reservation
  2. Objectives of the Company
  3. Address of the proposed company physical location including LR Number
  4. Photocopy of ID card/passports for the directors/members
  5. Recent colored passport sized photographs of directors
  6. Particulars of directors, personal information, occupation. Postal and physical address and contacts
  7. Pin certificate of directors


Company Winding up, Liquidation, Dissolution, De-registration in Kenya

Winding up of Companies, Liquidation, Dissolution, De-registration in Kenya.

Winding up of companies in Kenya OR Liquidation is a formal insolvency procedure in which a company is brought to an end; all of its assets are liquidated and the proceeds from the sale of assets is used to repay creditors.

Winding up or liquidation is the process by which the management of the company’s affairs is taken out of its directors’ hands, its assets are realized by the liquidator and its debts are paid out of the proceeds of realization.

Please email us  or contact us to start the simplified Winding up process

 Process of Winding up of a Company in Kenya- Insolvency Law in Kenya

  1. Special Resolution of the Board of the Company: A Special resolution, constituted in the prescribed form must be passed by the Board of the company for the affairs of the company to be wound up.
  2. An application in Writing is made to the Registrar of Companies, in the prescribed form, stating the intention of the company to Wind up its affairs. The application shall be accompanied by the Resolution, minutes of the Meeting where the resolution was passed and copies of all outstanding company returns.
  3. Where the Registrar is satisfied with the application. The registrar shall cause the application to be published in the Kenya Gazette for a period of 3 months.
  4. At the pleasure of the Registrar, the company shall be removed from the Register of Companies.

Circumstances when a Company can be liquidated or Deregistered- Companies Insolvency rules in Kenya:

There are three modes of Company Winding Up:

  • Compulsory winding up by the court.
  • Voluntary winding up:-
  • Members’ voluntary winding up.
  • Creditors’ voluntary winding up
  • Winding up under the supervision of the court.

(i)  COMPULSORY WINDING UP BY THE COURT (Section 219)- Insolvency Act 2015 Kenya

This is also known as compulsory winding up. This may occur in the following circumstances:-

(a)  Special resolution of the company: – If the company has by special resolution resolved that it may be wound up by the court, the court may pass a winding up order.  The power of the court in such a case is discretionary.  The court may refuse to order winding up where it is opposed to public or company’s interest.

(b) Default in holding statutory meeting or in delivering the statutory report to the registrar: – If a company defaults in delivering a statutory report to the registrar or in holding the statutory meeting, the court may order winding up of the company either on the petition of the registrar or on the petition of a contributory. The petition must not be filed before expiry of 14 days after the last day in which the statutory meeting ought to have been held. However, the court may instead of making a winding up order, direct the statutory report to be delivered or that a meeting shall be held.

(c) Failure to commence or suspension of business: – Where a company does not commence its business within one year from its incorporation, or suspends its business for a whole year, the court may order for is winding up.

The court exercises power in this case only if the company has no intention of carrying on its business or if it is not possible for it to carry on its business.

Where the suspension of business is temporary or can be satisfactorily accounted for, the court will refuse to make an order.

If a company has not begun to carry on its business within a year from its incorporation, or suspends its business for a whole year, the court will not wind up if:-

  • There are reasonable prospects of the company starting business within a reasonable time.
  • There are good reasons for the delay, that is, the suspension of business is satisfactorily accounted for and appears to be due to temporary causes.

Case Law: Middleborough Assembly Rooms Company (1880)

A company suspended its business for more than 10 years due to depression in trade.  A shareholder presented a petition for the winding up of the company a year later.  4/5th in value of the shareholders opposed the petition.  The company intended to continue its operations when trade prospects improved.  The petition was dismissed.

(d) Reduction of members below Minimum: –In the case of a Public company below seven members

If the company carries on business for more than six months while the number is reduced, every member who is cognizant of the fact that it is carrying out business with members fewer than the statutory minimum, will be severally liable for the payment of the whole of the debts of the company contracted after six months.

This is an area in the company where corporation veil is lifted.

(e) Inability to pay debts: – That is,

  1. A creditor to whom the company owes more than Sh. 1,000 has left at the registered office, demand under his hand for the payment of the sum due, and the company has for 3 weeks thereafter reflected to honor the sum.
  2. Execution or other process in favor of the creditors of a company is returned unsatisfied in whole or in part.

iii. If it is proved to the satisfaction of the court that the company is unable to pay its debts.

  1. The court will not prove whether assets exceed liabilities, rather whether the company is unable to meet its current demands.

(f) Just and equitable: – This is when the court is of the opinion that it is just and

equitable that the company should be wound up.  This clause gives the court very wide powers to order winding whenever the court considers it just and equitable to do.

The following are the instances where the court can issue a winding up order under the clause, “just and equitable”: –

  • Where there is a deadlock in management.
  • Where it is impossible to carry on the business of the company except at a loss.
  • Where the company has engaged in illegal business.
  • Where the object for which the company is formed is impossible of further pursuit.
  • Where the minority is being disregarded or oppressed.
  • Where there is lack of confidence in directors.
  • Where the company has been conceived and brought forth in fraud.

Just and Equitable clause

The court must be over-cautious before admitting a petition for winding up on the just and equitable clause.  It should be allowed as a last resort.

Just and equitable clause depends upon the facts of each case. The court may order winding up under this clause when:-

(a)  The substratum of the company is gone

Substratum of a company is said to have disappeared only when the object for which it was incorporated has substantially failed or when it is impossible to carry on business except at a loss, or the existing assets are insufficient to meet the existing liabilities.

Before the court makes a winding up order under this, the court should consider the interest of shareholders as well as creditors.

The substratum of a company disappears when:-

(i)  The subject matter is gone.

Case Law: Pirie vs. Stewart

A shipping company lost its only ship, the remaining assets being a paltry sum of £363.  Majority shareholders filed a petition for winding up but minority shareholders opposed this and desired to carry on business.

It was held that it was just and equitable that the company be would up.

(ii) When the main object of the company has substantially failed or become impractible

Case Law: German Date Coffee Company (1882)

The object clause of the German Date Coffee Company stated that it was formed for a German patent which would be granted for making a partial substitute for coffee from dates and for acquisition of incidental there and also other inventions for similar purposes.  The German patent was never granted but the company did acquire and work on a Swedish patent and carried on business at Hamburg where substitute for coffee was made from the dates, but not under the protection of a patent.

A petition was filed by two shareholders that the main object could not be achieved, and therefore it was just and equitable that the company should be wound up.

(iii) The company carries on business at a loss and there is no reasonable hope that the object of trading can be attained: – Where majority shareholders are against it, the court cannot order a company to be wound up merely because it is making a loss.

(iv)Wherethe existing and probable assets of the company are insufficient to meet its existing liabilities.  Where the company is totally unable to pay off creditors and there is increasing burden of interest and deteriorating state of management and control of business owing to sharp differences between shareholders, the court will order winding up.

(b)        When the management is carried on in such a way that the minority is disregarded or oppressed: – This is prejudicing the interests of minority shareholders by majority shareholders.

Case Law: Re Garnets Mining Company Ltd (1977)

The petitioner was Mrs. Beth Wambui Mugo. She wanted the company to be wound up on the “just and equitable” ground. Her reasons were as follows:-

(i)  That the affairs of the company were being conducted in a manner which was oppressive to her.  Despite her 50% shareholding, she was treated at most times as decorating figure because she was excluded from both the company and board meetings, but nevertheless expected to sign or approve most of the resolutions.  When she suggested transferring her shareholding, she was out voted.

(ii)  The substratum of the company had gone and that the company had no alternative business to engage in.  A company had been incorporated to “mirie rubbis”. This business collapsed because Mugo influenced the government to withdraw the mining license as a way of revenging against the Greek directors.

(iii)  Because of the differences between her and the rest of the Greek members, the management of the company had broken down completely and consequently there was loss of confidence and proximity in each other to the extent that the company could no longer be managed at all

It was held that though Mugo (petitioner) was partly to blame for sabotaging the business, she was entitled to this order under Section 215.

(c)    Where there is deadlock in management of the Company: – When shareholding is equal and there is a case of complete deadlock and there is no hope or possibility of smooth and efficient continuance of the company as commercial concern.

Case Law: American Pioneer Leather Company (1918)

There were only three directors and shareholders in a private company.  One of them left the country and the remaining two quarreled among themselves and as a result there was a complete deadlock.

It was held that it was just and equitable that the company be wound up.

(d)        When the company was formed to carry out fraudulent or illegal business, or when the business of a company becomes illegal.

Case Law: Brinsmead (Thomas Edward) & Sons (1897)

Thomas Edward and two of his sons were employed by John Brinsmead & Sons Ltd in the business of piano manufacturing.  They left John Brinsmead & Sons Ltd and started a company called Thomas Edward Brinsmead & Sons Ltd for carrying on similar business.  They were restrained by a court injunction from using the name Brinsmead on the ground of fraud. A petition for compulsory winding up of the company was presented.

Held that the company was formed to carry out fraud and, therefore, it was just and equitable to be wound up.

(e)        In the case of a company incorporated outside Kenya and carrying on business in Kenya, winding up proceedings have been commenced in respect of it either:-

(i)         In the country of incorporation.

(ii)        In any country in which it has established place of business (Section 219).

Who may Petition for Compulsory Winding Up?

The following persons can file a petition:-

(a)    The company: – A company may itself file a petition for winding up after it has passed a special resolution.  The directors have no powers to present a petition for winding up.

(b)   Creditors: – The word creditor here refers to every person having a pecuniary claim against the company, whether actual or contingent, and such a person is competent to file a petition for the winding up of the company.

Disputed debt: – A creditor whose debt is disputed cannot get a winding up order.  The court may either order the petition or stand over until the validity of the debt can be determined, or may dismiss a petition.

(c)    Petition by any contributory: – Section 214 defines a contributory as any person liable to contribute to the assets of the company in the event of its being wound up.  It however includes all persons who at the date:-

(i)      are members of the company or,

(ii)    have been members within a year immediately proceeding that date.

(d)   By official receiver.

(e)    By Attorney General in consequence of a report of inspectors upon the company’s affairs.

Consequence of Winding up Order

(i)    Official liquidators are appointed.

(ii)   The powers of directors are terminated and

(iii)  The company’s servants are “ipso facto” dismissed.

A receiver is not under any obligation to discharge debts even though incurred after the date of his appointment, unless he exceeded his authority or expressly accepted or agreed a personal liability.



Voluntary winding up means winding up by members, or creditors without interference by the court.  They are left to settle their affairs without going to the court.  They may, however, apply to the court for any directions, if and when necessary.

A company may be wound up voluntarily when:-

  1. The period fixed by articles for the duration of the company has expired or an event upon which the company is to be wound up has happened and the company in a general meeting has passed an ordinary resolution.
  2. If the company for whatever reason, has passed a special resolution to wind up voluntarily.

Types of Voluntary Winding Up

(a)    Members’ voluntary winding up.

(b)   Creditors’ voluntary winding up.

(a)        Members voluntary winding up

In a voluntary winding up of a company, if a declaration of its solvency is made, it is a members’ voluntary winding up.  The declaration shall be made by majority of directors at a meeting of the Board that they have made a full inquiry into the affairs of the company and that having done so, they are of the opinion that:-

  • The company has no debts.
  • That it will be able to pay debts in full within 12 months from the date of commencement of the winding up.

Declaration of solvency: – This should be done before the general meeting passing the resolution for winding up and not after the general meeting. It is a solemn declaration of solvency made by a director that the company is solvent and able to pay all its debts in full within a period of 12 months.

(b)        Creditors’ voluntary winding up

Where the declaration of solvency is not made, the winding up is referred to as creditors’ winding up.  It is presumed that the company is insolvent. In such a case, a company must call a meeting of creditors on the same day or the following day after the meeting, at which resolution for winding up is to be made or proposed. The directors must lay before the creditors the position of the company.


Section 304 provides that when a company has passed a resolution to wind up voluntarily, the court may order the continuation of voluntarily winding up subject to their supervision on any terms.

The liquidator will continue to exercise all powers subject to the restrictions laid down by the courts.  A petition for the winding up of the company subject to the supervision of the courts may be presented by any person entitled for the compulsory winding up, but before the court refuses or makes a supervision order, they must call a meeting for ascertaining the wishes of creditors and contributories.

The court will usually be called to supervise a voluntary winding up if there is a substantial dispute between the company and creditors, especially where they disagree over the appointment of a liquidator.

Distinction between Voluntary winding up and Compulsory Winding up.


  1.  Declaration of solvency is a must in members whereas it is not necessary in creditors winding up.
  2. b) Mode of discharging liabilities incase of winding up: – The company must pay all costs, charges and expenses property incurred in the winding up including liquidation costs.  These expenses rank in priority to other claims. If assets are insufficient to satisfy all the liabilities, the courts may make any order as to the payment of those costs and charges as they deem fit.
  3. c) Then, preferential creditors must be paid under Section 311.  The following preferential creditors must be paid in priority:-
    • All government and local rates payable within 12 months before the date of winding up.
  • All government rent not more than one year.
  • Wages and salaries of any servant for services rendered during four months proceeding relevant period not exceeding Sh. 4,000.
  • All amounts due in respect of any compensation under workmen’s compensation, which has occurred before the relevant date.
  1. d) Finally, proceeds left may be given to shareholders and if any portion remains unclaimed, it goes to the public trustee as “Bona vacantia”, that is, ownerless property.[/su_list]


How to Register a Sacco In Kenya.

How to Register a Sacco In Kenya.

In recent times, the number of Saccos in the country has grown tremendously. Big corporate from different sectors are investing in Sacco registration as they have been proved to be attractive in terms of regulations and financial benefits.

For individuals it is a very effective way of saving and a way to access quick and cheap means of raising capital furthermore, the Sacco as an entity has power that comes from having members and regular income from contributions.

 Registration requirements for a Sacco (sacco rules and regulations).

How to register a cooperative society in Kenya


  1. Formal request in writing with intent for the formation of a sacco.
  2. Proposed names for search and approval;
  3. Objects of the society;
  4. The number of members in the society (At least 10 members);
  5. The names, occupation and postal addresses of the Chairman, treasurer and secretary;
  6. Proposed Physical address of the society. Address includes road, plot number, town, and county;
  7. Constitution for the society
  8. Form A (application for registration of a society)
  9. Form B ( notification of registered office and address of a society)
  10. Sacco registration form

Upon receipt of the above documents, the Cooperative officer shall convene a meeting within a week with the proposed members. The quorum of this meeting (Pre Co-operative SACCO Meeting) shall be ten members. The main agenda of the meeting shall be pre co-operative education. During the meeting; the promoters shall appoint interim officials for purpose
of overseeing registration.
Apart from above documents the following will be required;The proposed by-laws in four copies; Filled application for registration form in four copies;Supplementary information form in four copies;Economic
appraisal in four copies;
In case of salaried workers, a letter from the employer is needed agreeing check off. Minutes of the pre co-operative SACCO meeting and application and registration fees payment.

Upon approval of the name, a Sacco registration form will need to compete with details of all the board members and members including proof of identity documents, physical address of all members.

The registration process takes about two months.

 After successful SACCO registration, the newly registered SACCO society is required by law to convene the first general meeting within a month after receipt of the certificate by the interim official. Failure to do so, the co-operative officer will recommend to the Commissioner for co-operative development  for immediate cancellation of the certificate of registration.


If the Sacco intend on taking deposits from your members/customers, it will be required to obtain a license from SASRA. SASRA is mandated by section 24 of the Saccos Societies Act 2008 to license and regulate the operation of Deposit Taking Saccos.

  • For formally employed persons, a letter of confirmation from the employer. For religious based common bond, a copy of certificate of incorporation of the organization accompanied by a letter of approval from the presiding clergy. For Matatu/Transport Societies SACCO, copies of at least ten log books of the proposed members vehicles.
  • For businesspeople, copies of certificate of incorporation, /business licenses from at least ten proposed members. For marketing societies, introductory letter from the area chief to confirm the common bond and expected production. For welfare and self help groups intending to convert to co-operatives, a copy of certificate of registration from relevant ministry. For other informal organizations, a letter of introduction from the area Chief.

 Sacco Rules and Regulations. Sacco Societies Regulations 2010

Once the above steps are completed, you should receive a Certificate of Registration from the Registrar. This will enable you to acquire Sacco Bank account, other business permits, NHIF and NSSF, tax arrangements.

The newly registered SACCO society to convene the first general meeting within a month after receipt of the certificate by the interim official. Failure to do so, the co-operative officer should recommend to the Commissioner for co-operative development immediate cancellation of the certificate of registration


Registration Process of a Community Based Organization (CBO) In KENYA

Community Based Organization (CBO) in Kenya.

A community based organization (CBO) is a registered non-governmental, non-profit and non-political organization.

Within community-based organizations (CBOs), there are many variations in terms of size and organizational structure. Some community-based organization (CBOs) with a written constitution and directors are formally registered and incorporated. Others are much smaller and informal, are registered by the Department of Gender and Social Development.

For a community-based organization (CBO) to be registered in Kenya through the Department of Gender and Social Services, a registration form must be duly filled and signed by; the chief of the location where the CBO operates or the Assistant chief of the sub location where the CBO operates, The department of Gender and Social Services and Division social development committee.

The requirements for registration of a Community based organization (CBO) are as follows:

  1. Minutes of the meeting seeking registration and showing elected officials.
  2. List of members duly signed with name, position, id number and signatures.
  4. Amalgamation-memorandum of understanding where applicable.
  5. Registration fee.

Once registered the community based organization shall be required to submit half year progress report to the registering authority and also allow accessibility of its records.

Briantony International Consultancy offers registration services for CBOs. You will be required to fill the registration form and provide the necessary documents. We will complete the registration process for you at an affordable price. We can also incorporate the Community-Based Organization (CBO) for the larger and more formal CBOs. Once registered the community-based organization qualify to become a member of Community-based organizations.

community based organization


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