Apply In Person

1. The application to De-registration of a Self-Help Group or Community Project shall be made to the Department of Civil and National Registration office, whose mandate is to register and certify societies; (non-profit making societies and non–governmental organizations) in Botswana. Department of Civil and National Registration Regional Offices Contact Details
2. The elected officials of the group should first carry out a meeting and prepare the minutes of the meeting seeking deregistration of the group as per the guidelines for forming the Society’s constitution, this should be endorsed by at least 2/3 of the members.
3. Applicants should submit the letter for intent for De-registration of the group; attached to the supporting documentation as mentioned under the “Required Documents” section of this page, to the local Civil and National Registration office, where the society's office is based for consideration, within fourteen (14) days from the date of the meeting.
4. Upon receipt of the application, the Registrar will check for discrepancies or ineligibility in the application documents. If a discrepancy that cannot be immediately corrected exists in any of the documents, the application and all the submitted documents will be returned to the applicant and should not be re-submitted until the discrepancy has been corrected.
5. If the registrar is satisfied that all the requirements have been met for the application, he/she will issue the applicant with the applicable application forms to complete.
6. Submit the duly completed forms, attached to all the supporting documentation for processing and consideration.
7. The applicant will obtain an acknowledgment slip as proof of submission of the application, and for inquiry referencing if the need arises.
8. The registrar may request additional information relevant to the application. In such a case, the information must be submitted within the stipulated time from the date of notification. Where the applicant fails to submit the required information, the registrar shall reject the application.
9. After the successful screening of the submitted documents, the registrar shall remove the group name from the Society Registry.
10. On completion of this process, the applicant will receive the written confirmation/certificate of the de-registration of the group.
11. While collecting the certificate de-registration, the applicant will be required to produce their identity document; approval letter/acknowledgment letter to be validated by the registrar's office, where the application was lodged.

• A formal application (Letter of intent) addressed to the Registrar seeking consent, signed by the three registered officials of the Organization.
• Original certificate of registration of the Self-Help Group.
• Minutes from group meeting with reasons of deregistration signed by not less than two thirds of the members.
• List of signatures and national identity numbers of attendees at the meeting.
• Annual Returns that the organization has been submitting.
• Any other information may be required by the Registrar.

Department of Civil and National Registration
Ministry of Nationality, Immigration, and Gender Affairs
Block 8, Government Enclave, Khama Crescent
Private Bag 00240
Gaborone
Botswana
Tel. (+267)3611100/361115/3611132
Fax. (+267) 3907426
Email: mnig-pro@.gov.bw
Toll-Free Number. 0800 600 777
Ministry of Nationality, Immigration, and Gender Affairs Contact Details
Department of Civil and National Registration Regional Offices Contact Details
Business hours: Monday-Friday from 8:00 am-1:00 pm and 2:00 pm -5:00 pm, closed during Public Holidays & Weekends.

• Registered Self-Help Group with a valid certificate of registration and wants to stop its operations is eligible to apply.

• Please consult with the Department of Civil and National Registration Regional office.

• The de-registration certificate is valid forever.

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Please explain processing time taken in obtaining the document/certificate.

Videos explaining the procedure or to fill the applications.
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Below are the different scenarios for De-registration of a Self-Help Group or Community Project

• Voluntary De-registration of a group endorsed by at least 2/3 of the members.
• In any case, where the registrar, revokes a group registration certificate, he shall by notice in writing require the holder to surrender the certificate.
• If the Registrar has reason to believe that any registered or exempted society has ceased to exist or has ceased to be a society, he may publish a notice in the Gazette calling upon such society to furnish him with proof of its existence within three months from the date of such publication.
• If at the expiration of the three months, the Registrar is satisfied that the society has ceased to exist or has ceased to be a society to which the Society Act applies, a notice to that effect shall be published in the Gazette, and the society shall thereupon cease to be a registered or exempted society, as the case may be.

• Certificate of registration number
• Name of the Group
• Contact details
• Address of operation
• list of names of Members
• Reason for deregistration
• Declaration by the members (signatures)

• The de-registrationof a self-help group, officially removes the group from formal recognition and listing in the Society Registry Records.
• Legally de-registering a self- help group gives the group legal protection from future obligations in its name.

The Department of Civil and National Registration is in charge of registering, certifying, and de-registration of Societies i.e. non-profit making societies and non–governmental organizations. These include:

• Religious Organizations
• Professional Associations
• Burial Societies
• Recreational and Sporting Clubs
• Political Parties
• Charitable Organizations
• Others

Please explain what are other uses of obtaining this document/certificate.
e.g. Birth Certificate can be used as proof of identity.

Societies Registration

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