Who this is for
- Owner-managed companies without a dedicated company secretary
- Founders based outside the UAE who need local coordination
- Companies with several licences, emirates or free zones
- Businesses planning changes to activities, shareholders or managers
What Scaleon helps with
- Trade licence renewal coordination with the licensing authority
- A combined compliance calendar covering licence, tax and immigration dates
- Reminders for VAT and Corporate Tax deadlines
- Awareness and tracking of Ejari and establishment card renewals
- Maintaining and updating beneficial owner and shareholder registers
- Coordinating changes of activities, shareholders, managers or address
Licence renewal
Trade licences are generally renewed annually. Renewal can depend on a valid tenancy registration, up-to-date approvals for regulated activities and settlement of any outstanding fines. We check prerequisites ahead of the expiry date, prepare the renewal application and coordinate payment of authority fees.
Tax compliance calendar
Tax deadlines run on a different cycle from licence renewals. VAT returns are generally due 28 days after each tax period, and Corporate Tax returns within nine months of the financial year end. We add these to your calendar, alongside any internal cut-off dates for bookkeeping, so returns can be prepared without last-minute pressure.
Ejari, establishment card and labour records
In Dubai, tenancy contracts are registered and renewed through the Ejari system. Companies that sponsor employees hold an establishment card with the immigration authority and an establishment file with MOHRE, and both depend on a valid licence. Each has its own expiry date, and an expired record can hold up visa and work permit transactions. We track these dates and remind you or coordinate renewals within our scope.
Beneficial owner and shareholder registers
UAE companies are required to keep a register of beneficial owners and a register of partners or shareholders, file the information with the registrar and update it within the prescribed time when changes occur. Free zones apply similar requirements through their own regulations. We help maintain these registers and remind you to report changes.
Changes to the company
- Adding or removing business activities, including any new approvals required
- Share transfers and changes of shareholders or beneficial owners
- Appointment or change of manager or authorised signatories
- Change of trade name or registered address
- Updating FTA registrations, bank records and immigration files after a change
Information usually needed
- Current trade licence and incorporation documents
- Tenancy contract and Ejari certificate (Dubai) or equivalent
- Establishment card and immigration or labour file details, if applicable
- Current shareholder and beneficial owner registers
- FTA registration details and tax period information
- Details and supporting documents for any planned changes
What you receive
- A compliance calendar covering licence, tenancy, immigration and tax dates
- Advance reminders ahead of each deadline
- Coordinated licence renewal applications
- Updated beneficial owner and shareholder registers where needed
- Coordinated filings for changes to activities, shareholders or managers
What affects the fee
- Number of licences, entities and emirates or free zones
- Whether you sponsor employees and hold immigration records
- Frequency of changes to the company
- Whether tax return preparation is also included
- Authority fees, which are passed through at cost
Quotations are itemised, with government fees shown separately from professional fees.
How the process works
- 1
Compliance review
We collect your current documents and identify every recurring date and open item.
- 2
Calendar set-up
We build a single compliance calendar and agree reminder timings and responsibilities.
- 3
Ongoing reminders
We notify you ahead of each deadline with the documents needed.
- 4
Renewals and changes
We coordinate licence renewals and company changes with the authorities.
- 5
Annual check
Once a year we review the calendar and registers for accuracy.
Frequently asked questions
How often does a UAE trade licence need renewing?
Generally every year, although some authorities offer multi-year options. Prerequisites such as a valid tenancy registration usually need to be in place first.
What happens if my licence expires?
Authorities may apply fines, and an expired licence can block immigration, labour and some banking transactions until it is renewed.
Do I need to update my beneficial owner register?
Yes. Changes in beneficial ownership must generally be recorded and reported to the registrar within the prescribed time.
Can you handle a change of shareholders?
We coordinate the authority filings and related updates. Where a share transfer agreement or legal opinion is required, this is arranged with licensed lawyers.