Every AG keeps a share register, every GmbH a quota register – and both a list of beneficial owners. Here you will find an Excel template for all three registers and learn what goes into them, how to record changes cleanly and when a spreadsheet reaches its limits.
In short: the share register contains the name or company name and address of the owners and usufructuaries of registered shares (Art. 686 CO); the quota register also the number, nominal value and classes of quotas and any pledgees (Art. 790 CO). The register must be accessible in Switzerland at any time, and supporting documents are kept for ten years. An Excel spreadsheet is enough if you record every change on a new row.
Download the template: Share register, quota register and beneficial owners (Excel) · also in German, French and Italian
What goes into the share register (AG)
- Name or company name of each shareholder
- Address
- Usufructuaries, if any
- In practice also: number, serial numbers, class and nominal value of the shares, amount paid up, date and reason of acquisition
In relation to the company, the person entered in the share register is deemed to be the shareholder (Art. 686 para. 4 CO). An outdated register therefore quickly leads to disputes over voting rights and dividends.
What goes into the quota register (GmbH)
- Name or company name and address of each member
- Number, nominal value and classes of the quotas
- Usufructuaries and pledgees
Unlike in an AG, the members of a GmbH are also listed in the commercial register. A transfer of quotas requires a written assignment (Art. 785 CO), as a rule the approval of the members’ meeting (Art. 786 CO) and an application to the commercial register.
List of beneficial owners
AG and GmbH also keep a list of beneficial owners (Art. 697l and 790a CO). Since 1 October 2026, these persons are also reported to the transparency register, with changes reported within one month (Art. 10 TJPG). The report requires, among other things, date of birth and nationality; the template has columns for this. Filing via EasyGov is free of charge; Hoop prepares the report and, if you wish, files it for you with a power of attorney. More in the transparency register guide.
How to use the template
- Choose the sheet for your legal form: share register (AG) or quota register (GmbH).
- Record every issue, transfer or change on a new row. Do not overwrite old rows; close them with «Removed on».
- Give every supporting document a reference (purchase agreement, assignment, shareholder resolution) and file it.
- Record beneficial owners on their own sheet, with the reporting date.
- Check the register after every general meeting or members’ meeting and after every transfer.
- Save the file password-protected and with the date in the file name so that earlier versions remain traceable.
Common mistakes
- Overwriting rows instead of adding new ones: the history is lost.
- Forgetting usufructuaries or pledgees.
- Recording transfers without supporting documents.
- Not updating beneficial owners: the report to the transparency register is missing.
- Several undated versions of the file in different places.
When a spreadsheet is no longer enough
With many shareholders, frequent transfers, holding structures or several companies, a spreadsheet becomes hard to follow: it shows neither a reliable change history nor control chains across several levels. With Hoop, you keep the share or quota register online, with every change saved as a version and available at any time as a PDF extract, and you prepare the report to the transparency register. Share register for businesses
Legal basis: Code of Obligations (CO) Art. 686, 697j–697m, 785, 786, 790, 790a; Transparency Act (TJPG) Art. 10; Swiss Criminal Code (SCC) Art. 327a. Last reviewed: November 2026.
Frequently asked questions about the share register
Is a share register mandatory?
Yes. Every AG with registered shares keeps a share register, every GmbH a quota register. Since 2019, bearer shares are only permitted for listed companies or as intermediated securities; most AGs therefore have registered shares.
May I keep the share register in Excel?
Yes. The law does not prescribe a form. The register must be complete, up to date and accessible in Switzerland at any time.
How long must I keep the supporting documents?
Ten years after the registered person has been removed (Art. 686 para. 5 CO).
What are the consequences of a missing or incorrect register?
Anyone who wilfully fails to keep the share register, quota register or list of beneficial owners properly is liable to a fine (Art. 327a SCC). A court can also order measures for deficiencies in the organisation (Art. 731b CO). More answers in Questions on the share register and transparency.
Next steps with Hoop
Incorporate your LLC, Ltd or sole proprietorship directly online – with digital identification, qualified signature and filing with the competent commercial register office.
Company incorporation online with Hoop · Commercial register offices · Digital share register for LLC and Ltd
For businesses that do it themselves: Share register for businesses · Start a company for businesses
This blog article does not constitute legal advice, it is made available “as is” and makes no claim to completeness or accuracy. Hoop makes no warranty or liability as to its content. This is excluded to the extent permitted by law. Use is at your own risk. Legal advice is recommended if necessary.
