Online procedure

You can currently use the online procedure in the following cases:
1. formation of a GmbH in cash or in kind
2. cash formation of a UG (haftungsbeschränkt)
3. formation of GmbHs/UGs also with a premium in kind
4. unanimously adopted shareholder resolutions for
amendments to the articles of association including capital increases
5. takeover declarations for capital increases
6. founding authorisations (notarisation only) and subsequent approvals
(notarisation only)
7. all commercial register applications
8. all partnership and co-operative register applications
9. all applications to the register of associations

The notary in Monheim am Rhein may only act in an online procedure if in his official area – Monheim am Rhein, Langenfeld, Hilden – is a local point of contact.

A local connecting factor exists if

1. the registered office of the company/sole trader/of the association or, in the case of foreign merchants/companies, the registered office/domestic business address of a branch office is in the official area
or
2. the place of residence of a managing director or member of the Management Board lies within the official area
or
3. the (residential) domicile of a shareholder lies within the official area.

In the online procedure, you go through two steps with regard to your ID cards:
The first step is to read out the electronic ID.
The second step is to read out the electronically stored photo.

Identity document required for the first step:
You will need a German identity card, electronic residence permit or EU citizen card with activated online function, together with your ID PIN.
You can also use certain ID documents from Belgium, Estonia, Italy, Croatia, Latvia, Lithuania, Luxembourg, the Netherlands, Portugal, Slovakia, Spain and the Czech Republic. You can test the suitability of your ID documents in advance in the notary app. The notary app is available free of charge in the Google Play Store or the App Store.

Identity document required for the second step:
You will need a German identity card with an issue date from 2 August 2021, a valid German passport or a valid electronic residence permit.

You can also use passports from another of the 30 EEA states as well as ID and passport documents from numerous third countries that have undergone an automated authenticity, validity and security check by the Federal Chamber of Notaries. You can call the technical support hotline of the Bundesnotarkammer (telephone 0800 - 3550 300) to enquire whether your specific document can be used for the second identification step.

If you are personally known to the notary and have already been identified previously, we can dispense with a photo comparison (step 2). However, we always require the eID (step 1).

You will need the following devices:
– Computer, laptop or tablet with internet connection (at least 6 Mbit/s)
– Webcam (resolution at least 480p - can be achieved by any standard webcam)
– Sound/Microphone
– Smartphone with mobile phone reception and NFC interface. NFC interfaces have been installed as standard in most smartphones since 2015.
You can find a list of suitable smartphones at https://www.ausweisapp.bund.de/mobile-geraete.

You need the following software on your devices:
– Internet browser on your computer, laptop or tablet
– Notary app on your smartphone (Important note: When creating a process in the notary app, ‘Participant’ must be selected. If ‘Third party’ is selected, the eID is not read out in the appointment and a new process must be created).
– AusweisApp2 on your smartphone

The notary app and the AusweisApp2 are available to download free of charge from the Google Play Store or the App Store.

As soon as you have received the draft for your online procedure from us and agree with the draft, you are welcome to make an appointment with the office by telephone at
02173 – 39 95 91 – 30 (Verena Bundus)
02173 – 39 95 91 – 27 (Paul Göde)
02173 – 39 95 91 – 31 (Janine Dornseifer)
02173 – 39 95 91 – 17 (Annette Komorowski).

Our notary programme gives us access to the data you have entered in the notary app. You can also send us all the necessary data by e-mail.
We will then send you another appointment confirmation, which you must confirm in the notary app within 48 hours. We will also send you an invitation link by e-mail before the online appointment.

Identification through identity documents:
When notarising and certifying documents, the notary obtains certainty about the identity of the parties involved by means of an electronic proof of identity (eID) and a photograph sent to him electronically. Technically, these determinations are made during the video conference using the ‘eID & photo’ button.

Notarisation:
During the video conference, the notary will make the documents available to you as a PDF file. As soon as all parties have opened the documents, the notary will read them out as in a regular notarisation. If changes need to be made to the documents, the notary will transfer them to a Word file, which will be converted into a PDF file and which the notary will in turn make available to you during the video conference.

Sign documents (electronic signature):
Qualified electronic signatures take the place of signatures for online notarisation and online authentication. At the end of the video conference, you will receive a TAN (six-digit number used as a one-time password) on your smartphone. You will be asked to enter the TAN. As soon as you have entered the TAN, the documents are signed by you (i.e. electronically signed).
Mixed procedures are also possible, in which individual parties are physically present at the notary's office and other parties are connected via video communication.

Final notice:
As soon as we have duly completed the entry in the register and the notary has checked this again, we will inform you of the successful completion of the procedure by means of a push notification.
As usual, we will also send you copies of the electronic documents and register extracts as soon as the relevant entries have been made in the register.

There are additional fees for the online procedure, which are not incurred for a regular notarisation in a face-to-face appointment. The fee for online notarisation is € 25.00 per online notarisation and the fee for online authentication is € 8.00 per online authentication, plus 19 percent VAT in each case.

The online procedure is an additional option. Of course, you can still obtain notarised advice locally and you can still come to our office in person. We will be happy to advise you on any questions you may have - online and offline!