Shareholder Registry Without a Notary: How It Works and Why It Matters for Your Company?

Julija Mačiulskė
23 hours ago
3 min read

For many shareholders, directors and legal advisers, notarising equity deals has long been seen as a standard step. However, in certain EU jurisdictions, legislation provides an alternative and more efficient way to register share transfers without involving a notary.

This modern approach not only reduces time and administrative costs but also upgrades the entire share management process. It becomes available when a company outsources its share register management to a licensed account operator such as Axiology. By using distributed ledger technology (DLT), shareholder registry can be handled securely, efficiently and with full auditability.

If you are searching for ways to transfer shares without a notary, reduce legal friction or modernise your shareholder register, this guide explains how it works and what it means for your business.

The limitations of traditional share registry

In many companies, share registration still relies on manual processes. Notarial involvement increases both time and cost, especially when foreign investors are part of the transaction. Translation requirements, coordination between multiple parties and administrative formalities often prolong what should be a straightforward transfer of ownership. As a result, companies face unnecessary delays and added expenses.

Manual shareholder registers, spreadsheets and paper documentation also introduce a significant risk of human error. Even minor inaccuracies in ownership records can lead to legal uncertainty, disputes between shareholders or complications during audits and investment rounds. Over time, these risks can undermine confidence in the company’s governance structure.

Transparency presents another common challenge. When ownership data is stored in a spreadsheet or maintained internally without an immutable audit trail, verifying the authenticity and completeness of records becomes difficult. This can create obstacles when attracting investors, conducting due diligence or restructuring the company.

These structural weaknesses do not merely complicate administration. They can directly affect a company’s ability to grow, raise capital or operate efficiently in an increasingly digital business environment.

Modern shareholder registry with distributed ledger technology (DLT)

A share management system built on distributed ledger technology offers a fundamentally different approach. All records of shareholders and transactions are digitally registered, cryptographically secured and immutable. Each change in ownership is recorded in a way that is fully traceable and auditable, significantly reducing the risk of disputes or manipulation.

Processes that would traditionally take several weeks through a notarial route can be completed within one to two days when handled by Axiology's DLT system. This speed can be particularly valuable during investment rounds or strategic ownership changes, where timing often plays a crucial role.

Working with international investors also becomes considerably easier. Documentation can be managed in English, helping companies avoid the cost and complexity of certified translations while maintaining legal clarity and compliance.

In Lithuania, this innovative DLT-based shareholder register solution is currently offered by Axiology, providing companies with a secure and forward-looking alternative to traditional share registration.

What this means for your business

When a company transfers its shareholder registry management to a licensed operator like Axiology, each shareholder receives a personal securities account clearly reflecting their holdings. Share transfers no longer require notarisation. Instead, specialists review the transaction documentation for compliance with legal requirements and register the transfer within the system. After each transaction, shareholders receive updated securities account statements, while the company’s management receives an accurate and up-to-date shareholder list.

The result is not merely operational efficiency. A transparent and immutable ownership structure enhances investor confidence, simplifies audits and supports smoother corporate restructuring. By eliminating notary fees, reducing administrative friction and ensuring reliable record-keeping, companies gain both practical and strategic advantages.

Focus on growing your business, not managing paperwork

Equity management does not need to be a burden. With the right infrastructure, it becomes a seamless, secure and value-enhancing component of corporate governance.

With more than €34 million worth of shares already accounted for, Axiology demonstrates how modern infrastructure can transform shareholder management into a secure, streamlined and investment-ready process.

Modernise your shareholder register management with Axiology today.