Company Registration Documents in the UK: Full Checklist

Starting your own business in the UK is an exciting milestone. However, one of the first hurdles many new entrepreneurs face is navigating the seemingly endless bureaucracy. Searching for accurate information about company registration documents can become overwhelming quicker than you realize. And we get it. Between all the necessary forms, Companies House requirements, and industry-specific regulations, it's normal to feel confused or frustrated. It surely doesn't help that many resources online present conflicting advice or incomplete checklists.

Don’t stress about the paperwork. In this article, we're providing a full checklist of company registration documents UK businesses need. With our breakdown of all the necessary paperwork, you'll reduce your stress levels and gain clarity.

What are the different types of companies in the UK?

If you’re hunting for your own company registration certificate, you need to determine which company registration documents UK authorities will expect from you. The structure of your company will determine which company registration documents UK authorities will expect from you.

Private Limited Company (Ltd)

Private limited company is the most popular type of company for small businesses and startups. It limits personal liability and is relatively straightforward with documentation.

Public Limited Company (PLC)

This structure is designed for larger businesses. These businesses can offer shares to the public, but in turn, they must meet stricter requirements, including a higher minimum share capital and additional reporting obligations.

Limited Liability Partnership (LLP)

Often chosen by professional firms, such as solicitors or accountants, LLPs allow partners to share profits while still protecting their personal assets.

Choosing the right company structure for your business is crucial because it directly affects the documents you'll need to submit.

What are the core business registration documents UK law requires?

Although there are differences among the various company types, there are four core documents that remain the same across all of them.

Memorandum of Association

The Memorandum of Association is a legal statement signed by the company's first shareholders (subscribers). With their signatures, they confirm that they agree to form the company together. It's the cornerstone document for forming a company.

It contains each shareholder's name and the number of shares they agree to take.

Once the company is officially formed, this document becomes permanent and cannot be changed.

Articles of Association

The articles of association act as a sort of rulebook for the company. They explain how the business will be run, and cover many points such as:

• How directors are chosen,
• How decisions are made,
• How shares are issued and transferred.

Most small businesses don’t write their own rules, though. Companies House has its “model articles”, which cover the basics and suit most new companies. However, if your business has special needs, such as different types of shares or unique decision-making strategies, you can create your own bespoke articles.

Because the articles are a legal agreement between the company and its members, it's super important that they’re accurate and suitable for your business. If you do create your own articles, you’ll have to send them along with your registration documents.

📝Note: LLPs don’t have Articles of Association; instead, they operate under a private LLP agreement. This agreement outlines profit sharing, partner responsibilities, decision-making powers, and the general management of the LLP.

Application to Register a Company (Form IN01)

Form IN01 is the main application form you use to set up a company with Companies House. Think of it as the all-in-one registration form for your new business.

In this form, you will be asked to fill out all key details, such as:

• Your company name (check if your company name is available ahead of time)
• Your company type
• Your registered office address (must be in the UK)
• The names of the directors
• Shareholder or guarantor information
• A statement of capital (in case your company has shares)
• Details of People with Significant Control (the individuals who own or control the company)

📝Note: If your company is an LLP, you’ll need a slightly different form- the LL IN01.

People with Significant Control (PSC Register)
According to UK law, companies are required to keep a register of people with significant control (PSC). PSCs are people who:

• Own more than 25% of shares or voting rights,
• Have the right to appoint or remove directors,
• Have significant influence or control over the company.

Each company must provide information about its PSCs, including their:

• Name
• Date of birth
• Nationality
• Service (correspondence) address
• Home address (remains private)
• The date of becoming PSC
• The date of when you entered them into your PSC register
• Details of control
• The level of shares and voting rights

This information is provided to Companies House and must be kept up to date when any changes occur.

Additional documents: Statement of Capital & Statement of Guarantee

If your company is limited by shares or guarantee, you’ll need to provide an additional document, depending on which type of company it is.

1. Statement of Capital - for companies limited by shares, this document shows the share structure of the company (total number of shares issued, their values, the rights of different share classes, and the details of shareholders and their holdings).
2. Statement of Guarantee - for companies limited by guarantee, this statement shows the amount each member agrees to contribute if the company is ever closed.

The supporting documents

Now that we’ve gone over the main company registration documents UK businesses need to provide, let’s take a look at the supporting paperwork.

Companies House requires these documents in order to verify the identities and roles of people who are trying to register a company. This is to ensure everything is legal and to prevent fraud.

Proof of Identity

The first thing you need to verify with the authorities is, of course, the identity of the director and shareholders or guarantors. Companies House accepts all kinds of IDs:

• A valid passport
• A UK driving licence
• A national identity card (for non-UK residents)
• Biometric residence permits issued by the UK Home Office

⭐Pro-tip: Since ANNA is now officially approved as an identity checker, you can just sit back, relax, and let us manage the paperwork.

Proof of Address

The next piece of evidence you’ll need to provide is proof of any directors’ and shareholders’ residential addresses. Here are the documents you can provide:

• A recent utility bill (any utility - gas, electricity, water, or landline, just one that’s less than 3 months old)
• A bank or credit card statement (also less than 3 months old)
• A council tax bill (from the current year)
• A mortgage statement or tenancy agreement (also from the current year)

The proof of address helps ensure compliance with UK regulations, so it’s vital. But don’t worry, the residential addresses will stay private, as well as the documents you provide.

Registered Office Address

In the UK, it is mandatory to register your office address. This address serves as the official location where authorities like Companies House, HMRC, and others can send their mail. As this correspondence is official, your address must be in the UK and be a physical location (not a PO box).

Once registered, your office address becomes publicly available on the Companies House register. Because of this, it’s worth thinking about privacy and convenience before registering.

⭐Pro-tip: You can ask to use your accountant’s office address if you want to remain private.

Shareholder Agreements

Shareholder agreements are optional private contracts that lay out the rights and responsibilities of shareholders. They cover matters such as:

• How the company makes decisions
• How profits are distributed
• How shares are transferred
• How disputes are settled

While these agreements are not required by law, having them in place can prevent conflicts and help resolve more specific issues that the Articles of Association don’t explain in detail. You don’t submit these agreements to anyone; instead, keep them with your accountant or in internal records.

Do you need any additional documents for a specific business?

Hopefully, so far you have a good base understanding of the core company registration documents UK law requires. As you’ve seen, most of the paperwork is the same for most business types. However, depending on your sector, you may need additional documents, such as licenses, permits, or certifications.

Licences and permits

Certain industries will require you to obtain special licenses or permits to conduct business. If you’re in the food business, you’ll probably need hygiene certifications; if you’re in transport businesses, you’ll need operator licences, etc.

Approvals

If you conduct your business in a regulated sector, you’ll face strict legal and professional rules. This is why your company may need approval from relevant authorities. For example, if you want to open a preschool, you’ll need approval from Ofsted to ensure it meets safety standards, as well as child welfare, staffing, and curriculum standards.

Professional certifications

Some professions in the UK are regulated. This means their services can’t be legally offered without proving the proper qualifications or having a membership in a professional body. For example, if you’re an architect who wants to start a company and offer architectural design and consulting, you’ll have to provide proof of registration with the Architects Registration Board or the Royal Institute of British Architects.

If you prepare all of these additional documents in advance, you’ll avoid unnecessary delays and save yourself some unneeded stress.

How to prepare and submit company registration documents?

When you gather all of the necessary papers, you’ll have to prepare and submit them correctly. There are three ways to go about this:

1. Online Registration

Companies House has its own web incorporation service. This is a digital platform that guides you step-by-step and allows you to complete forms, attach scanned documents, and pay fees. The benefits of online registration include both convenience and cost-effectiveness, with the service costing £50. In most cases, if you fill out all the forms correctly, online registrations are approved within 24 hours.

2. Paper Filing

If you’re more old-school, you can submit your documents on paper. However, this process is very time-consuming. You must manually complete Form IN01, send signed copies of the memorandum and articles of association, as well as mail all the additional documents. Another drawback is the processing time, which is usually longer due to post delivery and takes 8-10 days. The fee is also higher, £71.

3. Letting ANNA help you

If you want to avoid all the tedious little details, ANNA can make the process of registering a company effortless. ANNA will help you gather the necessary documents and forms, ensure they are all correctly completed, and handle the submission for you.

This way you can minimize errors, reduce delays, and get through the bureaucracy without a scratch! ANNA will provide expert support at every step, and even treat you to the £50 Companies House fee!

ANNA also handles:

✔️Banking - with a business account, you can track spending and saving on both a physical and digital card!

✔️Invoicing - ANNA allows you to create invoices with your personal touch.

✔️Bookkeeping - Can’t deal with taxes? ANNA+Taxes will handle your VAT, corporation tax, and ensure you never miss a deadline!

✔️Customer support - Expert support 24/7. Yes, we really mean 24/7!