The High-Tech Park (HTP) in Belarus is not a territorial zone but a special legal regime that regulates the activities of IT companies and startups. Despite frequent references to the HTP, its governance structure remains a “closed topic” for many entrepreneurs. One of the most common inaccuracies is the use of the term “HTP Administration,” although in reality the key role in operating the regime is played by the Secretariat of the HTP Supervisory Board — the body that ensures the functioning of the Park, interacts with residents, and implements the decisions of the Supervisory Board.

The Secretariat accepts applications for residency, supports resident companies in their ongoing activities, approves changes to projects, monitors compliance with established conditions, and maintains communication between state authorities and IT companies. In essence, it is the operational core of the entire HTP regime, determining how quickly and efficiently a resident can receive responses to inquiries, make changes to its activities, or complete administrative procedures.

For IT companies and foreign investors, it is essential to understand the functions performed by the Secretariat, how its work is organized, which documents must be submitted specifically to it, and how it differs from other government bodies. This understanding helps build proper interaction, avoid unnecessary delays, and plan in advance both the admission process and further activities within the HTP.

In this article, we examine what the Secretariat of the HTP Supervisory Board is, which tasks it performs, how interaction with companies is structured, and which specifics are important for those who are already residents or are only planning to become one.

What Is the Secretariat of the HTP Supervisory Board

The Secretariat of the HTP Supervisory Board is the key operational body that ensures the functioning of the special legal regime of the High-Tech Park in Belarus. While the Supervisory Board adopts strategic decisions and approves the admission of new residents, the Secretariat is responsible for day-to-day operations: document handling, company support, consultations, and monitoring compliance with legislation.

It is not a separate legal entity but a structural unit operating under the Regulation on the High-Tech Park and subordinated to the Supervisory Board.

Legal Status and Place in the HTP Structure

The Secretariat is an administrative and executive body that:

• ensures the organization of the Supervisory Board’s work;
• accepts documents from current and prospective residents;
• verifies companies’ compliance with HTP requirements;
• prepares materials for consideration by the Supervisory Board;
• maintains records and ensures implementation of adopted decisions.

In practice, the Secretariat is the “operational center” of the HTP through which almost all legally significant actions of residents pass.

How the Secretariat Differs from the “HTP Administration”

In business practice, the incorrect term “HTP Administration” is often used, which creates confusion. Officially, no such body exists — there is only the Secretariat of the HTP Supervisory Board.

Key differences:

• The Secretariat does not manage the HTP independently but implements decisions of the Supervisory Board.
• It is not a supervisory authority in the classical sense; rather, it acts as an intermediary between state bodies and companies.
• All key legal decisions (admission of residents, revocation of status, approval of changes) are made by the Supervisory Board, while the Secretariat ensures the procedural and documentary aspects.

In effect, the Secretariat performs the role of an administrative apparatus that supports the operation of the HTP regime but does not act as a strategic governing body.

Role in the Governance System of the Special Legal Regime

The Secretariat occupies a central position in the management of the HTP because it:

• serves as the first point of contact for companies planning to join the HTP;
• conducts preliminary analysis of documents and projects;
• advises residents on compliance with HTP legislation;
• forwards materials for consideration by the Supervisory Board;
• monitors compliance with the requirements established by the regime;
• ensures communication with state authorities, including tax, registration, and financial bodies.

For HTP residents, interaction with the Secretariat is not a one-time formality but an ongoing operational process that affects the timeliness of many issues: amendments to business plans, adjustment of activities, changes in ownership, filing notifications, and much more.

Key Functions of the Secretariat

The Secretariat of the HTP Supervisory Board performs a broad range of administrative and organizational tasks that ensure the stable operation of the HTP regime and effective interaction with companies. It translates regulatory decisions into concrete procedures and helps residents comply correctly with legal requirements.

The Secretariat’s work covers the entire lifecycle of a company within the HTP — from reviewing an application for admission to supporting daily operations and monitoring compliance.

Supporting the Admission of New Companies

The process of joining the HTP begins not with the Supervisory Board, but with the Secretariat. At this stage, its functions include:

• consulting on requirements for prospective residents;
• accepting the full set of documents, including the business plan, project description, and company structure details;
• verifying documents for compliance with HTP legislation;
• assessing whether the declared activities fall within those permitted in the HTP;
• preparing materials for consideration by the Supervisory Board;
• informing the company about the status of document review.

In essence, the Secretariat acts as a “filter” and organizer of the admission procedure, determining whether the submitted package is complete and ready for further stages.

Interaction with Existing Residents

After admission to the HTP, companies continue to interact regularly with the Secretariat. Key areas include:

• submission of mandatory notifications and reports;
• approval of changes to the project or business plan;
• inquiries regarding activities and their modification;
• changes in ownership structure, management bodies, or legal address;
• consultations on the practical application of HTP regulations.

The Secretariat is the primary communication channel between residents and the HTP governance system. It explains procedures, helps avoid documentation errors, and supports companies when project activities change.

Monitoring Compliance with HTP Conditions

For the HTP regime, not only admission procedures but also ongoing compliance is critical. The Secretariat:

• monitors resident activities for consistency with approved business plans;
• tracks whether permitted activities are being carried out;
• analyzes submitted documents and reports for potential violations;
• initiates review at the Supervisory Board level if significant deviations are identified.

Such monitoring is not punitive in nature but serves as a tool to maintain uniform rules within the HTP regime.

Implementation of Supervisory Board Decisions

The Supervisory Board makes key decisions: admission of new residents, approval of changes, and termination of resident status. The Secretariat is responsible for implementing these decisions, including:

• communicating decisions to companies;
• preparing official documents and correspondence;
• ensuring residents fulfill imposed obligations;
• organizing procedures related to changes in resident status.

If the Supervisory Board represents the “legislative” component of the regime, the Secretariat is its executive arm, translating decisions into concrete actions.

Communication with Government Authorities

The Secretariat acts as a link between IT companies and state authorities:

• coordinating issues with tax authorities, the Ministry of Economy, registration and supervisory bodies;
• explaining government positions to HTP residents;
• submitting official inquiries and receiving responses regarding company activities;
• assisting companies in properly preparing documents to meet interagency requirements.

For many IT companies, communication through the Secretariat significantly simplifies interaction with government bodies, reduces the risk of errors, and accelerates administrative procedures.

Interaction Between Residents and the Secretariat

For HTP residents, interaction with the Secretariat is a continuous process accompanying all activities within the regime. All key legally significant operations pass through it: document submission, approval of changes, receipt of clarifications, and communication with authorities. The quality of this interaction directly affects the speed of issue resolution and the absence of compliance claims.

Formats of Interaction: In Person, Through a Representative, Electronically

Residents may contact the Secretariat in several ways:

• In person. Direct submission of documents and on-site clarification of complex or urgent matters.
• Through a representative. A director, authorized employee, or lawyer acting under a power of attorney. This is the most common format for many residents.
• Electronically. Certain documents may be submitted electronically, which speeds up interaction and reduces administrative burden. Electronic channels are convenient for notifications, inquiries, and selected forms.

Companies with established legal infrastructure typically rely on electronic and representative formats to save time and reduce errors.

Communication Regarding Changes in Ownership, Management, or Address

The Secretariat must be notified of any significant changes in a resident’s operations, including:

• changes in ownership or redistribution of shares;
• appointment or replacement of a director;
• change of legal address;
• changes in management structure;
• adjustments to activities or the business plan.

Each situation requires submission of an appropriate document package. The Secretariat reviews compliance with HTP legislation and, if necessary, forwards materials to the Supervisory Board.

Important: errors in document preparation, inconsistent dates, missing translations, or lack of notarization are common causes of delays.

Specifics for Companies with Foreign Shareholders

For companies with non-resident participants, interaction with the Secretariat has additional specifics:

• documents must be translated into Russian;
• foreign documents must be legalized or apostilled;
• correct identification of foreign participants and confirmation of their authority is required;
• any changes involving foreign directors or shareholders involve additional procedures;
• complex issues are often handled through representatives or legal advisors.

The Secretariat typically applies heightened scrutiny to documents involving foreign parties to ensure compliance with legal requirements. Therefore, advance planning and strict adherence to formalities are especially important.

Common Questions and Typical Situations

In practice, HTP residents most often contact the Secretariat regarding:

• approval of changes to a business plan or project;
• inclusion or exclusion of activities;
• clarification on whether an activity falls within permitted categories;
• verification of documentation prepared for the Supervisory Board;
• changes in shareholders, directors, or legal address;
• information on document review timelines;
• submission of annual reports and mandatory notifications;
• compliance of activities with HTP conditions.

Larger companies frequently address issues related to international transactions, licensing, corporate restructuring, and interaction with authorities through the Secretariat.

Practical Recommendations for Companies

Effective interaction with the Secretariat helps companies avoid delays, reduce administrative risks, and complete procedures more efficiently. Although the Secretariat provides guidance and explanations, responsibility for document accuracy always lies with the company.

How to Properly Prepare Submissions

• Formulate requests clearly and precisely.
• Submit complete document packages from the outset.
• Use official submission formats and templates.
• Clearly link requests to the approved project or business plan.
• Verify all details in advance.

Companies working through authorized representatives or legal counsel typically receive faster responses due to structured submissions.

How to Avoid Errors When Submitting Documents

• Recheck documents received from shareholders and counterparties, especially foreign ones.
• Comply with notarization, translation, and legalization requirements.
• Ensure all data is up to date.
• Avoid submitting draft or incomplete materials.
• Observe deadlines carefully.

Companies that use internal document checklists face significantly fewer rejections.

Interaction During Business Scaling

As a company grows, expands activities, or enters international markets, interaction with the Secretariat becomes more complex. Important considerations include:

• expansion of activities requires approval, even if related to existing ones;
• changes in group structure must be disclosed promptly;
• major project changes may require detailed explanations or updated business plans;
• international transactions and investments should be discussed in advance;
• proper allocation of functions within corporate groups is critical.

Advance planning is essential at this stage.

When Legal Support Is Advisable

Legal support is particularly important in cases of:

• admission to the HTP or submission of complex projects;
• foreign shareholders or management;
• corporate restructuring;
• major changes to business plans;
• preparation for compliance reviews;
• non-standard or disputed situations.

Professional support helps ensure accuracy, streamline communication, reduce review timelines, and avoid refusals or resubmissions.

Conclusion

The Secretariat of the HTP Supervisory Board plays a central role in the functioning of the High-Tech Park, supporting companies at all stages of their activities within the special legal regime. Understanding its functions, interaction rules, and document handling specifics allows residents to resolve administrative issues more efficiently, minimize risks, and develop their businesses effectively.

Our team is ready to advise companies on all matters related to interaction with the Secretariat — from document preparation and submission to support during changes in ownership, management, and activities. We help establish proper communication, ensure compliance with HTP requirements, and support companies at every key stage so that processes are fast, secure, and predictable.

How to contact us 

For more information or a consultation on company management in HTP in Belarus, do not hesitate to contact us. We are here to help and support you.

Phone and email communication options are available for your convenience:

• +375293664477 (WhatsApp/Telegram/Viber);
• info@spex.by.