Legal risks that companies often underestimate

Una evaluación general de riesgos legales en Guatemala permite identificar qué puede afectar los contratos, las personas, los ingresos, las obligaciones y los activos de una empresa. Su utilidad consiste en relacionar los problemas con la operación y priorizar acciones según sus consecuencias, plazos y evidencia, en lugar de revisar documentos sin un objetivo concreto.

Esta guía ofrece un mapa empresarial amplio. Los detalles sobre accionistas, órganos de administración, libros y decisiones societarias se desarrollan en el artículo de riesgos corporativos. Ambas revisiones se complementan: aquí interesa detectar áreas de exposición y decidir cuáles requieren un análisis especializado.

What is a corporate legal risk?

A legal risk is a situation that can produce economic, operational, or reputational consequences due to the breach of an obligation, deficient documentation, or a lack of clarity regarding the company's rights and responsibilities.

Some risks stem directly from the law, such as certain labor, tax, or registration obligations. Others arise from contractual decisions: accepting excessive responsibilities, failing to regulate early termination, or allowing a supplier to retain rights over materials they developed for the company.

There are also risks that do not necessarily involve a breach, but do weaken the company's position. For example, providing a service without documenting its scope may not be illegal, but it makes it harder to prove what was contracted, when payment was due, and what would happen if the client defaulted.

In Guatemala, the operation of a company may involve, depending on the case, the Commercial Code, the Civil Code, the Labor Code, tax regulations, IGSS regulations, intellectual property legislation, and the specific regulations of its activity. The specific application depends on the facts, documents, structure, and sector of each company.

1. Desconocer quién puede decidir y representar a la empresa

Una revisión general debe comprobar que la empresa pueda acreditar su existencia y quién puede actuar en su nombre. Deben identificarse documentos y autorizaciones relevantes para la operación prevista, sin asumir que un cargo comercial permite celebrar cualquier negocio. La revisión de facultades ayuda a detectar pendientes antes de una firma, un financiamiento o un trámite.

Si aparecen diferencias entre escritura, libros, nombramientos y registros, corresponde profundizar en una revisión societaria. No es necesario duplicar aquí ese inventario especializado: el objetivo del mapa general es reconocer el riesgo, explicar su efecto y derivarlo al análisis adecuado. Un problema que impida representar a la empresa requiere atención conforme a su urgencia real.

2. Utilizar contratos genéricos o desactualizados

A contract can be signed and still be insufficient. This happens when a template that does not correspond to the transaction is copied, terms from another jurisdiction are used, or aspects that later prove to be essential are omitted.

Among the most frequent problems are an ambiguous service description, non-existent acceptance criteria, poorly defined prices or taxes, contradictory deadlines, the absence of termination rules, a lack of liability limits, and confidentiality clauses that do not correspond to the information actually shared.

Not all business contracts are subject to the same formalities. Therefore, it would be incorrect to state that every agreement must be documented in an identical manner. However, having a clear contract is usually an important measure to establish rights, obligations, and evidence of what was agreed.

Contract review must start with the business. A contract with a client does not distribute the same risks as a lease, a distribution agreement, a software license, or a relationship with a strategic supplier.

Before using a model, the company should ask itself whether the document adequately regulates:

• The purpose and scope of the relationship.
• The price, billing, and payment terms.
• The obligations and deliverables of each party.
• The ownership of materials, information, or developments.
• Confidentiality and permitted use of information.
• The validity, renewal, and termination.
• The consequences of non-compliance.
• The dispute resolution mechanism.

A longer contract is not necessarily a better contract. The important thing is that it responds to the transaction and allocates risks consciously.

3. Tratar como proveedor a quien en realidad trabaja como empleado

The name that the parties give to a document does not determine the nature of the relationship by itself. A person may issue invoices or have signed a professional services contract and, even so, elements may exist that require analyzing whether an employment relationship was established in practice.

Los artículos 18 y 19 del Código de Trabajo se concentran en las condiciones reales bajo las cuales se prestan los servicios y establecen que la relación se perfecciona con el inicio de la prestación del trabajo en las condiciones legales correspondientes. El artículo 26 establece la regla de contratación indefinida y el carácter excepcional del plazo fijo y la obra determinada; debe revisarse la naturaleza real de la necesidad cubierta. Labor Code, Decree 1441.

The evaluation may consider, among other aspects, ongoing direction, dependency, the form of remuneration, working hours, the workplace, integration into the organization, and the specific circumstances of the provision of services. No single element should be used as an automatic conclusion.

Misclassifying a relationship can lead to claims for benefits, social security contributions, severance payments, and other liabilities. The risk increases when the company uses service contracts to cover permanent positions or when the documentation says one thing, but daily operations show another.

The preventive measure consists of reviewing both the contract and the reality of the relationship.

4. Suponer que las obligaciones laborales y del IGSS pueden esperar

Small or growing businesses may postpone the organization of personnel files, contracts, time-and-attendance tracking, internal policies, disciplinary procedures, and termination documentation. This lack of organization makes it difficult to prove how a relationship developed when a disagreement arises.

It is also risky to assume that a company is exempt from IGSS solely based on its size or how it designates its collaborators. The official IGSS portal currently indicates that an employer who employs one or more workers must check their registration in the regime, without prejudice to applicable rules and exceptions. IGSS employer registration requirements.

The specific obligation must be verified in accordance with current regulations, the activity, the location, and the characteristics of the relationship. It should not be resolved through a general rule taken from outdated information.

A preventive labor audit must examine contracts, personnel files, payments, benefits, vacations, working hours, social security, and termination procedures. In addition, it must verify whether actual practices match the documents.

5. Descuidar la información tributaria y administrativa

A company can file tax returns and still keep outdated information with the SAT. This may include its tax address, establishments, economic activities, legal representatives, accountant, tax affiliations, or contact details.

The SAT states that taxpayers must annually update or ratify their registration data in the Unified Tax Registry after their anniversary. It also maintains specific procedures for FEL and other compliance systems, depending on the applicable regime. SAT Taxpayer Information y RTU data update.

Tax prevention does not fall solely on the lawyer. It requires coordination between management, the accountant, and legal counsel. The accountant can identify tax obligations and file returns, while the lawyer must review the consistency of operations, contracts, corporate structure, and representation powers.

Ignoring that coordination can lead to inconsistencies between what the company contracts, invoices, records in accounting, and reports to the authorities.

6. Usar una marca o activo intangible sin asegurar su protección

Many companies invest first in the name, logo, website, software, designs, photographs, or commercial materials and check ownership when the asset already has value.

The registration of a company, the availability of a domain name, and the use of a trade name do not automatically equate to the registration of a trademark. The Industrial Property Law regulates the protection of trademarks and other rights, and the Intellectual Property Registry is the competent administrative authority. Intellectual Property Registry Legislation y Trademarks Department.

In addition to registration, it must be examined who created each asset. If a designer, programmer, agency, or consultant produced materials for the company, the payment of their fees does not always resolve all aspects of ownership and use on its own. The contract should establish which rights are transferred or licensed, for what uses, in what territory, and for how long.

It is also advisable to identify confidential information, limit access to it, and establish clear obligations with employees, suppliers, and business partners. Protecting an intangible asset does not only consist of registering it; it also implies documenting its creation, ownership, and exploitation.

How to prioritize these risks?

Not all issues need to be resolved simultaneously. A corporate legal review should classify them according to their probability, impact, and urgency.

La prioridad debe combinar gravedad, urgencia, probabilidad y evidencia. Un vencimiento, una reclamación activa o un impedimento para operar puede exigir atención inmediata. Después se comparan los asuntos que afectan ingresos, personas, relaciones críticas y activos; no existe una regla que obligue a dejar siempre las marcas o la confidencialidad para el final.

Por ejemplo hipotético, un conflicto de marca puede ser más urgente que actualizar un contrato de bajo impacto, mientras un requerimiento laboral con plazo necesita una respuesta oportuna. La revisión debe explicar la decisión, distinguir medidas provisionales de soluciones definitivas y asignar responsables dentro del alcance acordado.

The result of a review should not be solely a list of deficiencies. It should produce a plan indicating what to correct, who is responsible, what documents are needed, and within what timeframe it is advisable to act.

Frequently Asked Questions

How often should a corporate legal review be conducted?

It depends on the company's activity and exposure. It may be advisable to perform it annually and also before making important decisions, such as receiving an investment, applying for financing, acquiring another company, expanding, hiring a significant number of employees, or entering into a strategic contract.

Does a small business also need a legal review?

Yes, although the scope must be proportional. Small companies can concentrate decisions, contracts, and knowledge in a few people, which increases the impact of deficient documentation or the absence of basic controls.

Does the accountant's review replace the legal review?

No. Both functions complement each other. The accountant mainly reviews financial, accounting, and tax aspects. The lawyer analyzes the legal structure, representation, contracts, labor relations, liabilities, and other legal risks.

Does having signed contracts mean the company is protected?

Not necessarily. The contract must correspond to the transaction, have been signed by persons with sufficient authority, and regulate the relevant risks. It must also be properly applied and administered after its signature.

Do all identified risks require immediate correction?

No. They must be classified according to urgency, impact, and probability. The company can establish a regularization plan that addresses first the issues that affect its ability to operate, fulfill obligations, or protect its assets.

Cómo iniciar una revisión de riesgos legales

The most costly legal risks are not always the most obvious ones. A preventive review allows for identifying inconsistencies, establishing priorities, and correcting issues before they interfere with an important operation, investment, or business relationship.

Puedes solicitar una Business legal review para definir qué áreas necesitan atención. El alcance debe relacionarse con los hechos y documentos de tu empresa, y concluir en actuaciones que puedan ejecutarse y verificarse.