TL;DR > - Registration of Non-profit Private Organizations is not a permit but a registration, but you must prove the requirements of Article 2 of the "Act on Support for Non-profit Private Organizations" in documents. The key is more than 100 standing members and public benefit activities for more than one year. > - The number of online cafe members is weak as evidence of standing members. You must match member application forms, member lists, and activity participation records. > - The order is articles of association check → re-drafting of member list → organization of activity records → business plan and budget → application to the competent registration office. If you are aiming for a support project competition, the certificate must be issued before the announcement.
Table of Contents 1. Registration of Non-profit Private Organizations: Proof is More Difficult Than Numbers 2. 1,400 Cafe Members and 100 Standing Members 3. More Than One Year of Public Benefit Activity Records: Turning Photo Albums into Records 4. Two Things Caught in the Articles of Association — Election Photos and Souvenir Profits 5. The Registration Office Was Not the City Hall 6. Application and Submission of Documents for Registration of Non-profit Private Organizations 7. After the Certificate is Issued — Maintenance and Checklist
## 1. Registration of Non-profit Private Organizations: Proof is More Difficult Than Numbers
I am an administrative agent working in Songdo, Incheon. I would like to introduce an anecdote I encountered while working.
In administrative documents, it is much more difficult to prove than to count. This is exactly the case with the registration of non-profit private organizations.
Article 2 of the "Act on Support for Non-profit Private Organizations" specifies six requirements for non-profit private organizations. These include that the direct beneficiaries of the business are an indefinite number of people, that members do not share profits, that they do not support or oppose a specific political party or elected candidate, that they do not primarily aim to propagate a specific religious doctrine, that there are more than 100 standing members, that there is public benefit activity records for more than one year, and that if it is not a corporation, there will be a representative or manager. In other words, it means that it must be an "organization that has consistently engaged in public benefit activities and actually has more than 100 members."
It doesn't seem difficult just by looking at the article. The group in this story initially thought so too. They had 1,400 online cafe members and had been active for 3 years.
## 2. Cafe Members 1,400 and Standing Members 100
The initial contact came via email. The person stated they were the secretary of a group that picks up trash twice a month on the Incheon coast and in parks. They were a company employee in their early 30s who had been in charge of group announcements and equipment rentals every weekend.
There was a reason for rushing the registration. The group purchased equipment with money contributed by the members. Tongs, sacks, gloves, safety vests. As the number of people increased each year, it became frequent for the equipment costs to be paid first with the secretary’s personal card. They wanted to apply for the public activity support project competition of the city and the Ministry of Public Safety next year, but the application eligibility was registered non-profit private organizations.
The secretary had already tried preparing it alone. They took a screenshot of the cafe member count and attached a few activity photos, then inquired at the district office’s complaint window. The responses they received were two: that the registration of a non-profit private organization was not under the jurisdiction of the district office, and that membership is verified with a membership list.
On the afternoon of the scheduled day, the secretary and the representative came together. The representative was a graduate student in his late 20s and was the person who first created the group.
The first thing confirmed at the meeting was "What is a member?" Joining the cafe is as simple as a single click. There are people who have only joined and never participated in activities, people who have moved to other regions, and even accounts for advertising purposes mixed in. The registration authority cannot consider this number as the basis for standing members. Standing members should be considered as people who have joined as members according to the organization’s bylaws and maintain their membership status.
Therefore, we set the criteria as follows:
- Include the membership qualifications and joining procedures in the bylaws (submission of a membership application, confirmation by the operating committee)
- Obtain name, contact information, joining date, and consent to the collection of personal information on the membership application
- Prioritize listing on the roster those who have a record of participating in activities at least once in the past year.
Of the 1,400 cafe members, approximately 280 had records of participation within the past year. We circulated the membership application via cafe announcements and the organization’s chatroom to these people. Three weeks later, 163 signed applications were collected.
163 is more than 100. However, I said let’s not stop at this number. This is because even after registration, the registering authority can check whether the requirements are still met, and registration can be canceled if the requirements are lost. It needed to be a number that can be maintained every year, not just a number that is passed once.
## 3. Turning Over 1 Year of Public Benefit Activity Records into a Photo Album
The second requirement is recent public benefit activity records for over a year. With three years of activity, it seemed like there wouldn't be a problem.
The problem was the form of the records. The evidence of the activity was only in the cafe photo album. There are thousands of photos, but the dates are mixed up, there are no location descriptions, and it's not written how many people participated. The photos give the impression of activity, but they don't show when, where, who, and what was done.
The first thing our office did was to re-establish the recent 13 months of activity in a single activity log format.
- Date, Location (Park, Coastal Area Name)
- Number of Participants and List of Participants (confirmed by cafe attendance comments)
- Amount Collected (number of sacks, weight when measured)
- Cooperating Organizations (handing over sacks to the park management office, etc.)
- 2 Representative Photos
This organized the activity into 26 instances over 13 months. Unexpectedly, another piece of data emerged. There were text messages between the general affairs manager's cell phone and the park management office. These were records of confirming where to leave the sacks for collection each time. For the group, it was just a contact, but it serves as evidence that a third-party organization was aware of the activity. We inquired with the management office whether they could confirm their cooperation in the activity and received a simple confirmation letter.
We made one more adjustment to the performance summary. The initial draft included photos of camping and year-end gatherings among members. While these are precious memories for the group, they are not public benefit activity records. Including such photos could be interpreted as a social club, so we removed them all.
## 4. Two Issues Caught in the Bylaws — Election Photos and Souvenir Proceeds
I paused in two places while reading the bylaws. Both were issues related to actual operation rather than the bylaws themselves.
First, election photos. Around the time of the last local elections, a candidate participating in a cleanup event had a photo with members displayed on the cafe door for a while. Although it wasn't an event hosted by the group and they happened to stop by a public event, the photo clearly showed election campaign attire. One of the requirements of the Support Act is that it must not be primarily aimed at supporting or opposing a specific political party or elected candidate. It's difficult to say that this one photo fails to meet that requirement, but there was no need to leave room for misunderstanding.
So, we did this. We removed the photo from the cafe door and activity records, and added a clause to the bylaws stating that "This association does not support or oppose any specific political party or elected candidate." We also recorded in the operating committee meeting minutes the decision not to use photos of politicians participating in public events in group promotional materials. Having a standard in writing allows for the same judgment even when the operating team changes.
Second, souvenir proceeds. The group has sold keychains made from collected bottle caps each year to help with equipment costs. This far is fine. However, there was a year when a portion of the sales proceeds was used for "meals for members who did a lot of activities." Although the amount was small, it could appear to conflict with the requirement of not sharing profits among members.
We added a clause to the bylaws stating that proceeds must only be used for the purpose business (cleanup activities, equipment, education) and that any remaining assets upon dissolution must be transferred to a similar non-profit organization or public institution. Activity-related costs such as snacks or water on the day of the activity will be treated as operating expenses, and any rewards for specific members will be eliminated.
There was a small incident at this point. Someone brought a physical keychain as proof, but the representative put it on their bag during the meeting. One was missing from the sales ledger. The treasurer collected 3,000 won from the representative and issued a receipt on the spot. Sales proceeds must match the ledger and receipts, even if it's just one.
## 5. The Registry Office Wasn't the Ward Office
The initial answer the general affairs manager received from the district office was not wrong. Registration of a non-profit private organization is basically done with the head of the central administrative agency that oversees the main public service activities or the governor of a province or city. If the activity spans multiple provinces or cities, the relevant central administrative agency is the registration authority; if it takes place within a single province or city, that province or city is the registration authority.
This group once went on a coastal cleanup trip to Gyeonggi Province. The representative wanted to include that record to make the scope of activities appear wider. I opposed it. Most of the activities took place within Incheon, and next year's plan in the business plan was centered on Incheon's coast and parks. Applying to be an organization spanning multiple provinces or cities based on a single trip would create a mismatch between the business plan and actual performance. Choosing the registration authority is not about making the organization look bigger; it's about matching actual activities with the documents.
Therefore, we decided to apply to Incheon Metropolitan City, and the coastal trip was included as a single line in the performance record. We didn't hide or inflate it. Because the responsible department and application method can change every year, we confirmed it by phone once before submitting the application.
There’s one misunderstanding to clarify. The group had been using a corporate bank account and had obtained a certificate of identification from the tax office several years ago. The certificate of identification is necessary for opening an account in the organization’s name and settling tax matters; it is not a certificate of registration for a non-profit private organization. The two are completely different systems, and they are also different from non-profit corporations. Legal personality is not granted even when registered as a non-profit private organization. When I first explained this difference, the representative asked, "Then what were we until now?" The answer was simple: we were an unincorporated association with an identification number, and now we are seeking to become a registered organization.
## 6. Application Documents and Submission for Registration of Non-Profit Private Organizations
While the forms and detailed requirements vary slightly depending on the registering authority, you generally need to prepare the following documents:
| Document | Points to Consider When Preparing | |---|---| | Registration Application | Ensure the organization name, location, representative, and main activities match the bylaws. | | Bylaws (Articles of Incorporation) | Include the purpose, membership eligibility, board members, decision-making process, finances, and disposition of remaining assets upon dissolution. | | Membership List | Must include at least 100 standing members, with joining dates and contact information. | | Public Benefit Activity Record for the Past Year | Present dates, locations, participant numbers, and results in a table, and attach supporting photos and verification letters. | | Business Plan and Budget for the Relevant Year | The plan should be a continuation of past activities, and revenue and expense items must align with the bylaws. | | Documents Related to the Representative | Include the basis for selection (minutes of the general meeting, etc.) and personal information. | | Proof of Office Location | Provide a copy of the lease agreement or a letter of consent. |
The most time-consuming part of this process was the office location. The organization didn't have an office. Previously, the organization's address was the general manager's home. After discussing with the members, we decided to use a storage space in a commercial building owned by the representative's family, which was used to store equipment, and obtained a letter of consent. It was a natural explanation because it was a place where we could receive mail and had an actual use for storing equipment.
We also reworked the budget. The initial draft included a significant amount of "project subsidies" in next year's revenue. Centering the budget around funds that haven't been selected yet can make the organization appear to lack self-sufficiency. We first established a basic budget based solely on membership fees and souvenir sales, and then separately listed the projects that would be expanded if subsidies were received.
After preparing all the documents, we compared them. We verified that the organization name on the application matched the organization name in the bylaws, the number of members in the membership list matched the number of members in the business plan, and the dates on the performance record matched the dates on the photo files. We corrected one activity in the performance record where the photo date was off by one day. Minor inconsistencies are the most common reason for requests for supplementation.
After submission, the registering authority requested supplementation once. The request concerned some members whose addresses were in different cities and provinces, and asked whether these individuals were actually active members. We extracted the attendance records of those members from the organized participation records and submitted them. Some members had moved to Seoul but still came to Incheon every weekend. Shortly after submitting the supplementary document, we received notification of registration.
The entire process from submission to registration certificate took about a month and a half. It was three months from the day we received the initial email.
## 7. After the Certificate is Issued — Maintenance and Checklist Even after registration, obligations such as changes in registration and business reporting continue. Here's what you need to take care of after registration:
- Changes in Registered Matters Require Amendment Registration: If the representative, organization name, location, or major contents of the articles of association change, you must notify the registering authority.
- Maintaining Requirements: The registering authority can check whether the requirement of 100 standing members and public benefit activities is continuously maintained. It is safer to organize a membership list every year and keep a continuous activity log.
- Preparing for Grant Applications: When an announcement is released, you must submit a business plan, budget, and organization status within a short period. If you continue to use an activity log format, half of the application documents will already be prepared.
- Separate Accounting: Do not mix the organization's bank account and personal credit cards.
The following month after the certificate of registration was issued, a short email arrived from the general affairs manager. It was news that an organizational check card had been created to prevent equipment costs from being paid with personal credit cards. It was the day that the person who had posted announcements every weekend for 3 years finally erased the price of rice sacks from their credit card statement.
The difficult part of registering a non-profit private organization is not the system itself, but the process of transferring what has already been done into documents. Many organizations have sufficient activities but lack corresponding records.
Practical Checklist — Review these first if you are in this situation
① Can you count 100 members based on a membership list with application forms, rather than the number of people in a cafe or group chat? ② Is the activity for the past year or more organized in a table with dates, locations, and number of participants? ③ Does the articles of association include prohibition of profit distribution, political neutrality, and handling of remaining assets upon dissolution? ④ Have you chosen the registering authority (city/province or central administrative agency) that matches the actual scope of activities? ⑤ Do you have a space to use as the organization's location and supporting documents for its use?
Requirements and documents vary depending on the registering authority and the specific case, so individual verification is necessary.
This article is reconstructed based on actual consultation cases, and the characters, names, place names, and figures appearing therein are not related to any specific individual or event.
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This is an administrative agent office located in Songdo, Incheon (Posco Tower Songdo). We handle administrative litigation, license/permit and registration proxy, foreign entry/exit (visa/residence), and regular administrative management. We also assist with matters such as registering non-profit private organizations, improving arbitrary organizations, and establishing non-profit foundations, which involve determining the form of the organization and preparing the necessary documents.
- Address: 165, Consia-daero, Yeonsu-gu, Incheon, Posco Tower Songdo 2697
- Phone: 010-3374-2687
- Website: www.hwangadmin.com
If you are curious about similar situations, feel free to leave an inquiry.
