Corporate Records Maintenance in Turkey: The Ultimate 2025 Guide

Maintaining accurate corporate records is not just a legal obligation in Turkey—it’s a cornerstone of successful business operations that can protect your company from costly penalties and ensure seamless regulatory compliance.

As Turkey’s business landscape continues to evolve in 2025, understanding the intricacies of corporate record-keeping has become more critical than ever for both domestic and international companies operating within Turkish jurisdiction.

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Maintaining accurate corporate records is crucial for companies operating in Turkey. As regulatory frameworks evolve and digital compliance becomes mandatory, understanding your obligations regarding the maintenance of corporate records can shield your business from legal and financial risks.

This comprehensive 2025 guide, curated by Akkas & Associates Law Firm — Istanbul’s premier full-service law firm — covers everything you need to know for robust corporate compliance in Turkey.

Why Proper Maintenance of Corporate Records Matters

Corporate records are the backbone of legal, tax, and corporate governance compliance. Accurate records support:

• Transparent business operations
• Protection against penalties and disputes
• Strong corporate governance
• Attracting investors and facilitating audits

The Turkish Commercial Code (TCC) and Tax Procedure Law (TPL) enforce strict rules on the way companies create, maintain, and retain their records.

Essential Types of Corporate Records in Turkey

Under Turkish law, companies are required to maintain the following principal records:

• Shareholders’ Ledger: Documents share ownership and any updates.
• Board of Directors’ Meeting Minutes: Chronicles board decisions.
• General Assembly Meeting Minutes: Records key shareholder resolutions.
• Accounting Books: Tracks all financial transactions.
• Commercial Letters & Organizational Documents: Preserves all relevant business communications and structure-related documentation.

All records must be kept in Turkish and preserved for at least 10 years as per Article 82 of the Turkish Commercial Code.

Digitalization in Corporate Record-Keeping: What Changed in 2025?

In 2025, Turkey ushered in a new era of digital corporate governance. Now, certain non-accounting commercial books can be maintained electronically:

• Share Ledger
• Board of Directors’ Resolution Book
• Board of Managers’ Resolution Book
• General Assembly Meeting Book
• Negotiation Book

Companies are encouraged to adopt electronic systems for better security, accessibility, and compliance.

The Bedrock of Compliance: Turkish Commercial Code & Tax Procedure Law

The primary legislative instruments governing corporate records in Turkey are the Turkish Commercial Code (TCC) No. 6102 and the Tax Procedure Law (TPL) No. 213. These laws collectively dictate what records must be kept, for how long, and in what format. Non-compliance can lead to significant financial penalties, legal disputes, and reputational damage.

The TCC emphasizes the importance of corporate books and records, including general assembly minutes, board resolutions, share ledgers, and financial statements, providing a transparent view of the company’s operations and financial health. The TPL, on the other hand, focuses on financial transaction records like invoices, receipts, and payroll documents, which are crucial for tax assessments and audits.

Navigating the Digital Frontier: Electronic Records in 2025

As the business world increasingly moves towards digitalization, Turkey’s legal framework has adapted to accommodate electronic record-keeping. While traditional paper records remain valid, companies can now leverage digital systems, provided they meet specific criteria for integrity, accessibility, and security.

It’s crucial that digital records can be readily retrieved and presented to authorities upon request, and that their authenticity can be verified. This shift requires robust internal controls and secure data management practices.

Retention Periods: A Critical Timeline

The duration for which corporate records must be retained varies depending on the type of document and the governing law. Generally, the TPL mandates a minimum retention period of five years for tax-related documents, commencing from the beginning of the calendar year following the date the records pertain to.

However, the TCC often extends this period to ten years for certain commercial books and documents. For specific employee-related records, such as those governed by the Social Security and General Health Insurance Law, the retention period can be up to ten years, and even up to 40 years for health information related to hazardous substance exposure under the Occupational Health and Safety Regulation. Therefore, a comprehensive understanding of these varying timelines is essential to avoid pitfalls.

Beyond Basics: What Records to Prioritize

Beyond the fundamental financial and corporate books, companies in Turkey should diligently maintain a wide array of documents. This includes, but is not limited to:

• Company establishment documents: Articles of Association, trade registry records, founding agreements.
• Shareholder and board meeting minutes: Detailed records of all decisions and resolutions.
• Contracts and agreements: All commercial contracts, lease agreements, employment contracts.
• Invoices, receipts, and bank statements: Comprehensive financial transaction records.
• Payroll records and social security declarations: Ensuring compliance with labor laws.
• Permits, licenses, and official correspondence: Documentation of regulatory compliance.
• Intellectual property registrations: Records pertaining to trademarks, patents, and copyrights.

For a comprehensive guide on company formation and initial documentation, you may find our article on Company Formation in Turkey highly informative.

Penalties for Negligence: The Cost of Non-Compliance

Failure to properly maintain corporate records in Turkey can lead to severe consequences. These include:

• Financial Fines: Significant administrative fines imposed by tax authorities and other regulatory bodies.
• Tax Assessments: Inaccurate or incomplete records can result in unfavorable tax assessments, where authorities estimate liabilities, often leading to higher tax burdens.
• Legal Disputes: Lack of proper documentation can weaken a company’s position in commercial disputes, litigation, or shareholder disagreements.
• Reputational Damage: Non-compliance can harm a company’s standing with investors, partners, and the public.
• Imprisonment: In cases of severe tax evasion or fraudulent record-keeping, criminal charges and imprisonment may apply.

Understanding these risks underscores the importance of a proactive approach to record management. For insights into legal disputes and their resolution, refer to our page on Turkish Litigation Law.

Best Practices for Robust Record Maintenance

To ensure robust corporate record maintenance in Turkey, businesses should adopt several best practices:

• Centralized System: Implement a centralized and organized system for storing both physical and digital records.
• Regular Audits: Conduct periodic internal audits of record-keeping practices to identify and rectify any deficiencies.
• Designated Responsibility: Appoint a designated individual or team responsible for overseeing record maintenance and compliance.
• Employee Training: Provide regular training to relevant employees on record-keeping policies and procedures.
• Professional Legal Counsel: Engage experienced Turkish legal counsel to stay updated on regulatory changes and ensure ongoing compliance. Our Corporate Law services in Turkey provide tailored guidance for businesses navigating these complexities.
• Secure Backup: Ensure secure backup and disaster recovery plans for digital records.
• Adherence to Data Protection: Comply with the Personal Data Protection Law (KVKK) when handling any records containing personal data, including retention, erasure, and anonymization requirements. For more details on data protection in Turkey, refer to the official website of the Turkish Data Protection Authority (KVKK).

Professional Partnership for Complete Corporate Compliance

Effective corporate record maintenance extends beyond legal documentation to encompass meticulous financial record-keeping and accounting compliance. For companies seeking comprehensive financial record management, we recommend partnering with established accounting professionals who specialize in Turkish regulatory requirements.

We frequently collaborate with Finlexia Accounting Firm, a trusted partner known for their meticulous accounting services and expert finance book maintenance. Their specialized expertise in Turkish accounting standards complements our legal services, ensuring that your company’s financial records meet both accounting and legal compliance requirements seamlessly.

The Evolving Landscape: What to Expect in 2025

The year 2025 continues to see an increasing emphasis on digital governance and data residency. While there aren’t widespread data localization requirements for general accounting and tax data, certain sensitive data types, especially within critical infrastructure, may have specific storage mandates within Turkey.

Staying informed about these evolving regulations, particularly those from the Digital Platforms Authority (DPA) and the Turkish Data Protection Authority, is crucial. Consulting reliable sources such as the Turkish Commercial Code directly or reputable legal publications like the Official Gazette of the Republic of Turkey will provide the latest official updates.

FAQs on Corporate Record Maintenance in Turkey

Q1: What are the primary laws governing corporate record-keeping in Turkey? A1: The primary laws are the Turkish Commercial Code (TCC) No. 6102 and the Tax Procedure Law (TPL) No. 213.

Q2: How long must companies retain corporate records in Turkey? A2: Generally, tax-related records must be kept for five years, while commercial books and documents under the TCC require a ten-year retention period. Certain employee-related records may have longer retention periods, up to 15 or even 40 years.

Q3: Are digital records permissible in Turkey? A3: Yes, digital records are permissible, provided they meet specific criteria for integrity, accessibility, and security, and can be readily produced to authorities.

Q4: What are the consequences of failing to maintain proper corporate records? A4: Consequences can include significant financial fines, unfavorable tax assessments, legal disputes, reputational damage, and, in severe cases of fraud, criminal charges.

Q5: What are some best practices for effective corporate record maintenance? A5: Best practices include implementing a centralized system, conducting regular internal audits, designating responsibility for record management, providing employee training, and seeking professional legal counsel.

Q6: Does Turkey have data localization requirements for corporate records? A6: While there are no general data localization requirements for all corporate records, certain sensitive data types, particularly within critical infrastructure, may have specific storage mandates within Turkey.

Q7: How often should a company review its record-keeping policies? A7: Companies should review their record-keeping policies at least annually, and more frequently if there are significant changes in legislation, business operations, or technological advancements.

Contact us for Maintaining Corporate Records in Turkey

Maintaining comprehensive corporate records in Turkey requires expertise, attention to detail, and ongoing commitment to legal compliance. Whether you’re establishing a new Turkish entity, managing an existing company’s record-keeping obligations, or navigating complex international compliance requirements, professional legal guidance ensures your business maintains the highest standards of corporate governance.

At Akkas & Associates Law Firm, our experienced corporate law team has been helping businesses navigate Turkey’s complex regulatory landscape since 1992. We provide comprehensive support for corporate record maintenance, ensuring your company meets all Turkish legal requirements while optimizing operational efficiency.

Contact Akkas & Associates Law Firm today to discuss your corporate compliance needs and protect your business from costly penalties and regulatory complications.