Renewing the registration of a non-profit organization at the Chamber of Commerce

Renewing your ESAL registration keeps your certificate of existence valid.

What is the renewal of the registration of an ESAL?

Non-profit organizations are registered in the ESAL register maintained by the Chambers of Commerce. This registration must be renewed annually to keep the organization's information up-to-date—legal representative, governing bodies, address, financial data—and maintain its registration. For ESALs, this is the equivalent of renewing a company's business registration.

Until when is there a deadline to renew in 2026?

Renewal takes place during the first few months of the year, with the usual deadline being March 31st. Since Chambers of Commerce may adjust deadlines and fees each year, it's advisable to confirm the exact date and cost with your local Chamber of Commerce. Renewing on time avoids surcharges and keeps your certificate up-to-date for any procedures—banks, grant applications, donors—that require it.

How to renew your registration step by step

• 1. Gather the information for the year: financial statements, data of the governing bodies and the legal representative, and any amendments that have been made.
• 2. Complete the renewal form of ESAL, online or in person, depending on your Chamber of Commerce.
• 3. Settle and pay the renewal value according to current rates.
• 4. Download the certificate updated existence and legal representation.

If the legal representative changed or the statutes were amended during the year, those acts are registered separately; the renewal does not replace them.

Certificate of existence and legal representation

This document proves your foundation's legal existence and identifies its representative. You need it to open or maintain bank accounts, apply for grants, receive corporate donations, and sign agreements. Keeping it up-to-date is essential for maintaining its validity; many funding opportunities require a certificate issued within the last 30 or 90 days.

What happens if I don't renew my foundation's registration?

If you don't renew, the organization's information becomes outdated and the certificate expires, which effectively closes doors: you can't prove the foundation's existence to banks, donors, or when applying for grants. Furthermore, keeping the organization inactive and unrenewed can lead to purging of the registry. Renewing is inexpensive compared to the cost of reactivating an abandoned organization.

Other annual obligations you shouldn't forget

The renewal at the Chamber of Commerce is one of the three pillars of the year, along with updating the RTE before the DIAN and the tax return. Having a calendar with all three dates is the best way to avoid missing them. For a complete overview of how to keep an organization up-to-date, see our Guide to creating and managing a foundation in Colombia.

How Hepacom accompanies you

This is an informational guide. The renewal process is handled by your local Chamber of Commerce, which sets the deadlines and fees. Hepacom does not manage or charge for this process; we explain this because, as a foundation, we understand the importance of maintaining a current registration. Always verify information through your Chamber of Commerce's official channels.

Renewing the registration of a non-profit organization at the Chamber of Commerce: steps

Non-profit organizations renew their registration with the Chamber of Commerce within the deadlines established by current regulations. Keeping your registration up to date prevents problems when hiring staff, receiving donations, or managing administrative procedures. These are the general steps; you should confirm the exact requirements and deadlines with your local Chamber of Commerce.

General steps to renew the registration of an ESAL (check with your Chamber of Commerce).

Common mistakes

• Letting the renewal deadline pass: The entity may find itself in an irregular situation with respect to third parties.
• Do not update changes of representative or address: The certificate becomes outdated and creates obstacles.
• Do not keep the receipts: Without payment and registration support, it is difficult to resolve any discrepancies.

Dates and amounts vary depending on the entity and the year; always confirm through your Chamber of Commerce's official channel.

Frequently asked questions about renewing a non-profit organization

Is the renewal of a non-profit organization (ESAL) the same as that of a company? It is analogous, but non-profit entities have their own registry and form; it is not the commercial registration of companies, although the deadline usually coincides.

Do I have to renew even if the foundation hasn't had any activity? Yes. As long as the entity legally exists, it must renew its registration every year, whether or not it has any activity.

Where do I renew my contract? At the Chamber of Commerce of the foundation's registered address, either online or in person depending on the entity.