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REGISTRAR OF SOCIETIES

Societies Registration

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

Notice is hereby given to the public that following S.I NO. 41 OF 2015 the Fees and Fines Act, the Registrar of Societies will effect new user fees starting on 1st January, 2019. The new fees therefore will be as follows:

DECRIPTION CURRENT FEE IN ZMK OLD FEE UNIT UNITS NEW UNIT FEE   NEW FEE IN ZMK
POLITICAL PARTY 5 000.00 0.20 25 000.00 0.30   7 500.00
PRESSURE GROUP 3 000.00 0.20 15 000.00 0.30   4 500.00
PROFESSIONAL ASSOCIATION 2 500.00 0.20 12 500.00 0.30   3 750.00
RELIGIOUS GROUP 2 000.00 0.20 10 000.00 0.30   3 000.00
COMMUNITY SERVICE SOCIETY 1 000.00 0.20 5 000.00 0.30   1 500.00
CULTURAL GROUP/SPORTS 500.00 0.20 2 500.00 0.30   750.00
WOMEN/YOUH/FARMERS GROUPS 250.00 0.20 1 250.00 0.30   375.00
EXEMPTION OF A SOCIETY 3 500.00 0.20 17 500.00 0.30   5 250.00
BRANCH OF AN  EXEMPTED SOCIETY 350.00 0.20 1 750.00 0.30   525.00
BRANCH OF A REGISTERED SOCIETY 250 000 0.20 1,250.00 0.30   375.00
ANNUAL RETURN 100.00 0.20 500.00 0.30   100.00

Supporting Documents Required for Registration


1.  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 reference

The Registrar of Societies also provides the Service of Name Reservation

This is done within thirty days before it is registered. The Clients come to the office and provide four proposed names which are then 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.

 

Amendments (change of office bearers)

The Registrar of Societies allows the registered societies to update their files when they change office bearers.

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.

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

Amendments (Change of name)

The Registrar of Societies 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.

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

Amendments (Change of address)

The Registrar of Societies 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.

Requirements

  • Minutes of a meeting where the change of address was agreed
  • Duly filed in SO7 forms
  • Police and council endorsements
  • Payment of K100

Amendments (Change of Constitution)

The Registrar of Societies 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.

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

 

Search and extract of files

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.

Requirements

  • Request letter to conduct the search or extract
  • Payment of search fee K100
  • Payment of extract fee K100

 

Payment of annual returns

This allows the clients to file in their annual returns. The applicant brings the duly filled in SO 9 indicating 5 office bearers and makes payment for the process. This is paid annually before 31st march.

Requirements

  • Annual Report
  • Financial Report
  • Dully filled in SO.9 forms
  • Payment of K100 

 

Issuance of Duplicate Certificate

This allows the clients to get a duplicate certificate.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.

Requirements

  • Submit police report ( In case of lost certificate)
  • Submit affidavit
  • Written request from society
  • Payment of K100