Company Name Registration Requirements by Country: DE, FR, NL, ES, IT Guide

At a Glance: Key Rules by Country

Germany

Registry: Handelsregister (handelsregister.de) Responsible body: Local Amtsgericht (district court)

German company law requires that a firm name (Firma) be capable of identifying the company and distinguishing it from others in the same commercial register district. The name must not be misleading, must include the correct legal suffix (GmbH, AG, UG (haftungsbeschränkt), etc.), and must differ sufficiently from existing registrations in the same district.

Forbidden words include: Bank, Sparkasse, Versicherung, National, Bundes-, without regulatory approval.

Common rejection reasons:

• Name too generic or purely descriptive (e.g., "Online Handel GmbH" has been rejected)
• Insufficient distinction from existing district entries
• Missing or incorrect legal suffix

Registration is handled via a notary who authenticates the incorporation deed and submits it electronically to the Amtsgericht. Timelines range from 2 to 6 weeks.

France

Registry: Registre du Commerce et des Sociétés via Guichet unique (formalites.entreprises.gouv.fr) Responsible body: INPI / Greffe du Tribunal de Commerce

France centralised all company formation through the Guichet unique (single window) portal in 2023. There is no mandatory pre-registration name certificate, but the Greffe checks your proposed dénomination sociale against the RCS at the time of processing. You can pre-check availability informally via Infogreffe (infogreffe.fr).

Forbidden words include: National, France, République, and terms implying regulatory status (banque, assurance) without authorisation.

Common rejection reasons:

• Name identical or nearly identical to an existing RCS entry
• Failure to include the required legal form designation in official documents (though the suffix does not need to be part of the company name itself in France)
• Use of restricted terms

The basic Guichet unique filing fee is €37.45 for a SARL or SAS. Professional service providers and legal costs are separate. Most straightforward formations complete within 5–10 business days.

Netherlands

Registry: KVK Handelsregister (kvk.nl) Responsible body: Kamer van Koophandel

The Netherlands has one of the fastest and most accessible company registration processes in the EU. A BV (Besloten Vennootschap) can be formed fully online since the introduction of digital notarial deeds. The KVK registers both the legal entity name and any trade names (handelsnamen) the company operates under.

Name rules:

• The name must include "B.V." or "N.V." as a suffix
• The Trade Names Act (Handelsnaamwet) applies separately — your trade name must not be identical or confusingly similar to an existing trade name, even if the legal entity name is different
• Geographic or purely descriptive names may be accepted if combined with a distinctive element

Common rejection reasons:

• Trade name too similar to existing KVK-registered name
• Name implies a connection to a government body

Registration costs are low: €50 for KVK registration. The notary fee for BV formation is typically €500–€1,500. Total formation time: 1–5 business days.

Spain

Registry: Registro Mercantil Central (rmc.es); filing via Registro Mercantil Provincial Responsible body: Registradores de España

Spain has a two-step process unique among the five countries. Before any notarial deed can be executed, you must obtain a Certificación Negativa de Denominación from the Registro Mercantil Central. This certificate confirms that your proposed name is not identical or dangerously similar to any existing entry in the national register.

How to apply:

1. Submit up to 5 name proposals online at rmc.es (in order of preference)
2. Pay the fee (~€16)
3. Receive the certificate within 1–3 business days
4. The certificate is valid for 6 months — incorporation must happen within this window

Forbidden words include: Nacional, España, Real, Gobierno, Ministerio, Banco, Seguros (without authorisation).

Common rejection reasons:

• All 5 proposed names already taken
• Name phonetically identical to existing entry
• Name contains restricted terms

After obtaining the certificate, the process moves to a notary, then to the Registro Mercantil Provincial for final registration. Total time from certificate to registered company: 3–6 weeks.

Italy

Registry: Registro delle Imprese (registroimprese.it) Responsible body: Camera di Commercio (Chamber of Commerce) in each province

Italy does not have a centralised pre-registration name check system. Instead, your notary searches the Registro delle Imprese at the provincial and national level when drafting the deed of incorporation (atto costitutivo). The notary will advise you if your proposed name conflicts with an existing entry.

Name rules:

• Must include the legal suffix: S.r.l. for Srl, S.p.A. for SpA
• The name (ditta or denominazione) must be distinct from others in the same sector and geographic area
• Purely fantasy names are permitted but must not be misleading

Common rejection reasons:

• Name identical to existing provincial registration in the same sector
• Name implies a relationship with the state or public administration
• Missing correct legal suffix

Registration timelines are typically 4–8 weeks including notarial and Chamber of Commerce processing. Chamber registration fees vary by province but are typically €200–€500 excluding notary costs (€1,000–€2,500).

Before you start drafting articles of incorporation or booking a notary, check your proposed name with EU Biz Tools' free business name checker — it scans national registries across the EU in seconds.