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REGISTRAR OF SOCIETIES

  1. Service Name

Societies Registration

  1. Short Description

Registration of Societies in various categories and issuance of other compliance obligations according to the Societies Act Cap 119 of the Laws of Zambia

 

  1. Full Description

The system allows for the registration of the following;

Political Party                                                              K 5, 000

Civic/Pressure group                                                   K 3, 000

Professional Association                                             K 2, 500

Religious group                                                           K 2, 000

Community Service Society                                       K 1, 000

Cultural group/Sports                                                  K 500

Women/Youth/Club/Farmers group                             K 250

Exemption of a Society                                              K3, 500

Branch of an Exempted Society                                 K 350

Branch of a Registered Society                                  K 250

  1. Category

Statutory fee

  1. Supporting Documents

Registration of a Society 

  1. Copies of national registration cards (NRC), passport or driving licence in respect of Zambians and immigration permits in respect of non-Zambians must be submitted for each office bearer. Phone numbers of the ten (10) office bearers should be included.
  2. All the ten members appearing on the application form must be scrutinized and cleared by the police before the application for registration is submitted to this office. In this regard fingerprint certificates should be attached to the application.
  • The application form must be endorsed by the police and the council secretary.
  1. two (2) copies of the society’s constitution drawn in line with the stipulated guidelines attached hereto
  2. Recommendation letters from line ministries must be obtained and submitted with the completed application form. Note that: all community service societies such as orphanages, women’s clubs, must attach recommendation letters from the ministry of community development and social welfare.
  3. In case of a branch of a registered society, a letter of recommendation from its headquarters and a copy of the registration certificate must also be attached to the application.
  • In Respect of New Churches or Religious Societies:
  • Pastors must submit professional qualifications from recognised and reputable bible schools.
  • A confirmation letter from the place of worship.
  • A recommendation letter from a religious mother body such as Evangelical Fellowship of Zambia (E.F.Z.), Independent Churches of Zambia or Christian Council of Zambia (C.C.Z.), Apostle’s Council of Churches (ACOC).
  • In Case of A New Political Party:
  • A symbol for the party approved by the electoral commission
  • Confirmation of not belonging to any political party
  • Detailed CV’s with traceable references.
  1. URL
  2. User of The Service

Individual applicants

  1. Ministry/Institution

Ministry of Home Affairs /Registrar of Societies

  1. Service name

Name Reservation

  1. Short Description

This is reserving a name for the society within thirty days before it is registered.

  1. Full Description

Clients come to the office and provide four proposed names which then and entered on the system to see if they not being used by another registered society. Once the proposed name of society does not bear the same or similar name to societies already registered, the proposed name is cleared and reserved on the system for a period of 30 days.

  1. Category

N/A

  1. Supporting documents/Requirements

Paper with 4 proposed names

  1. URL
  2. User of the service

Individual applicants

  1. Ministry/Institution

Ministry of Home Affairs/Registrar of Societies

  1. Service name

Amendments (change of office bearers)

  1. Short Description

Allows the registered societies to update their files when they change office bearers.

  1. Full Description

This service is provided for the societies to make changes on their files in cases where they change office bearers. The client fills in the SO 8 forms indicating the office bearers that have ceased to hold office and the new office bearers that have been introduced. The forms have to be cleared by police and District Secretary’s office.

  1. Category

Statutory fees

  1. Supporting documents/Requirements

In case of change of office bearers the Applicant needs:

  • Minutes of a meeting where the amendments were agreed change the office bearers
  • Dully filled in SO.8 forms
  • Payment of K100
  • NRC’s and fingerprints of the new office bearers
  1. URL
  2. User of the service

General public

  1. Ministry/Institution

Ministry of Home Affairs /Registrar of Societies

  1. Service name

Amendments (Change of name)

  1. Short Description

Allows the registered societies to update their files when they change the name of the society.

  1. Full Description

Allows the registered societies to update their files when they change the name of the society. The applicant fills in the SO.7 forms indicating the current name, the new name and the reasons why the name has been changed. The forms have to be cleared by police and district secretary.

  1. Category

Statutory fees

  1. Supporting documents/Requirements
  • Minutes of a meeting where the change of name was agreed
  • Duly filed in SO7 forms
  • Police and council endorsements
  • Payment of k100
  • Surrendering of the old certificate
  1. URL
  2. User of the service

General public

  1. Ministry/Institution

Ministry of Home Affairs /Registrar of Societies

  1. Service name

Amendments (Change of address)

  1. Short Description

Allows the registered societies to update their files when they change the address be it physical or postal address of the society.

  1. Full Description

Allows the registered societies to update their files when they change the address be it physical or postal address of the society. The applicant fills in the SO.7 forms indicating reasons why the address has been changed. The forms have to be cleared by police and district secretary.

  1. Category

Statutory fees

  1. Supporting documents/Requirements
  • Minutes of a meeting where the change of address was agreed
  • Duly filed in SO7 forms
  • Police and council endorsements
  • Payment of K100
  1. URL
  2. User of the service

General public

  1. Ministry/Institution

Ministry of Home Affairs /Registrar of Societies

  1. Service name

Amendments (Change of Constitution)

  1. Short Description

Allows the registered societies to update their files when they make amendments to the constitution of the society.

  1. Full Description

Allows the registered societies to update their files when they make amendments to the constitution of the society. The applicant fills in the SO.7 forms indicating reasons why the constitution has been changed. The forms have to be cleared by police and district secretary.

  1. Category

Statutory fees

  1. Supporting documents/Requirements
  • Minutes of a meeting where the change of the constitution were agreed
  • Duly filed in SO7 forms
  • Police and council endorsements
  • Payment of K100
  1. URL
  2. User of the service

Individual applicants

  1. Ministry/Institution

Ministry of Home Affairs /Registrar of Societies

  1. Service name

Search and extract of files

  1. Short Description

This allows the applicant to search for information on a file of a registered society

  1. Full Description

This allows the applicant to search for information on a file of a registered society. Upon payment of the service the client is given the file to peruse. When the client feels they need a copy of a document in the file then they pay an extract fee for every folio.

  1. Category

Statutory fees

  1. Supporting documents/Requirements
  • Request letter to conduct the search or extract
  • Payment of search fee K100
  • Payment of extract fee K100
  1. URL
  2. User of the service

General public

  1. Ministry/Institution

Ministry of Home Affairs /Registrar of Societies

  1. Service name

Payment of annual returns

  1. Short Description

Allows the clients to file in their annual returns

  1. Full Description

The applicant brings the duly filled in SO 9 indicating 5 office bearers and makes payment for the process. This is payed annually before 31st march.

  1. Category

Statutory fees

  1. Supporting documents/Requirements
  • Annual Report
  • Financial Report
  • Dully filled in SO.9 forms
  • Payment of K100
  1. URL
  2. User of the service

General public

  1. Ministry/Institution

Ministry of Home Affairs /Registrar of Societies

 

  1. Service name

Issuance of Duplicate Certificate

  1. Short Description

Allows the clients to get a duplicate certificate

  1. Full Description

The applicant is able to get a duplicate certificate in cases where their certificate is lost or has been damaged through fire and so on.

  1. Category

Statutory fee

  1. Supporting documents/Requirements
  • Submit police report ( In case of lost certificate)
  • Submit affidavit
  • Written request from society
  • Payment of K100
  1. URL
  2. User of the service

General public

  1. Ministry/Institution

Ministry of Home Affairs /Registrar of Societies