Request for Documentation_Company Dissolution

Company Letterhead

{{company_name}}

{{company_address}}

Phone: {{phone}}

Email: {{email}}

Website: {{website}}

Date and Reference

Date: {{date}}

Our Ref: {{our_reference_number}}

Your Ref: {{your_reference_number}}

Recipient Information

Attention: {{recipient_name}}

Title: {{recipient_title}}

Company: {{recipient_company_name}}

Address: {{recipient_company_address}}

Subject

REQUEST FOR DOCUMENTATION PERTAINING TO THE DISSOLUTION OF {{company_to_be_dissolved_name}} (Registration Number: {{registration_number}})

Introduction

Dear {{recipient_name}},

We are in the process of facilitating the voluntary dissolution of {{company_to_be_dissolved_name}}, registered under company number {{registration_number}} (hereinafter referred to as “the Company”). To ensure a comprehensive and compliant dissolution process, we require access to certain corporate and financial documentation.

Documentation Required

Please provide the following documents pertaining to the Company within {{number_of_days}} business days from the date of this letter:

1. Certified true copies of the Memorandum of Incorporation (MOI) and any amendments thereto.

2. Certified true copies of all resolutions passed by shareholders and directors relating to the dissolution, liquidation, or winding-up of the Company.

3. A complete list of all current and historical directors and shareholders, including their full names, identification numbers, and contact details.

4. Audited financial statements for the past {{number_of_years}} financial years, including balance sheets, income statements, and cash flow statements.

5. Interim financial statements up to {{current_date}}.

6. A schedule of all assets and liabilities of the Company as at {{current_date}}.

7. Details of any outstanding debts or obligations, including creditor names, amounts owed, and security held (if any).

8. Copies of all material contracts to which the Company is a party, including but not limited to, lease agreements, service agreements, and loan agreements.

9. Evidence of tax compliance, including all tax clearance certificates and submitted tax returns for the past {{number_of_years}} years.

10. Details of any current or pending litigation, arbitration, or other legal proceedings involving the Company.

Purpose of Documentation

The requested documentation is essential for our legal and financial teams to conduct a thorough due diligence review, prepare the necessary statutory filings, and ensure that the dissolution process adheres to all applicable corporate and tax laws in the relevant Southern African jurisdiction.

Confidentiality

All information provided will be treated with the strictest confidentiality and used solely for the purpose of facilitating the Company’s dissolution.

Submission of Documents

Kindly provide the documents in an organised electronic format (e.g., PDF) to {{email_address_for_submission}} or via secure online portal as agreed. Hard copies can be submitted to {{physical_address_for_submission}} upon prior arrangement.

Conclusion

We appreciate your prompt attention to this matter and look forward to your cooperation in providing the requested documentation within the stipulated timeframe. Should you have any queries or require clarification, please do not hesitate to contact {{contact_person_name}} at {{contact_person_phone}} or {{contact_person_email}}.

Sincerely,

{{your_name}}

{{your_title}}

{{your_company_name}}

Signature Block

_________________________ _________________________

Name: {{signer_name}} Name: {{witness_name}}

Title: {{signer_title}} Title: Witness

Date: {{signature_date}} Date: {{witness_signature_date}}