Company formation FAQs for our new customers
What is meant by apostilling a document?
Apostilling means to legalise a document by having an Apostille Certificate attached to it.
Is the Apostille Certificate recognized everywhere?
No. It is only recognized in the 115 countries who are member of the 1961 Hague Convention.
Must apostilled documents also be notarised?
Yes. A notary Public must verify the documents before they are sent to the Foreign, Commonwealth & Development Office for apostilling.
Why would you want to apostille documents?
Limited companies are often required to have their company documents apostilled by overseas authorities, non-UK registrars and banks, before they will recognise them as being legal.
What documents are most commonly required to be apostilled?
The Certificate of Incorporation, Memorandum and Articles of Association, Certificate of Good Standing and Certificate of Name Change.
What information is stated on the Certificate?
An Apostille Certificate is a document that displays the following details:
Country of origin of the legalised document.
Location and date of legalization.
Name of official signatory, i.e. the Notary Public.
Certificate number.
Official seal and signature of the FCDO.
How long does the apostille process take?
The entire legalisation process takes approximately 14 days to complete.
Why would I need a Certificate of Good Standing?
Most companies request a certificate when they are planning to do business overseas or are seeking a loan or investment. The possession of the certificate reassures third parties that a company and its officers are reliable and adhering to their legal obligations.
How long is it valid for?
Your certificate will be valid for 3 months from the day of issue, after which time a more up-to-date certificate will be required.
What does the Certificate show?
The following company information will be shown on the Certificate of Good Standing:
Registered company name in full.
Company registration number.
Incorporation date.
Confirmation that the company has been in continuous and unbroken existence since incorporation.
Authorising signature of the issuing registrar.
You may also request the inclusion of additional information, including:
Registered office address.
Directors’ details.
Secretary’s details.
How long will it take to change my company name?
It usually takes around 3-4 working days in total to change a company name on the Companies House register. We will send you digital documents to sign within 1-2 working days, by email. Once you have confirmed to us that the documents have been signed, it will take 1-2 working days for your company name to change with Companies House. We will then send your documentation to you by email on the same day the company name is changed.
Will my company registration number change if I change my company name?
No. This will remain the same.
How do I correct a spelling mistake in my company name?
If you simply made a spelling mistake when you registered your company name, you will be required to process a change of company name order to correct the mistake.
Can I change the ‘Limited’ part of my company name to ‘plc’ using the name change service?
No. This change requires you to re-register your private limited company to a plc using form RR01. For further reading click here.
I want to use a sensitive word in my new company name, what do I need to provide?
You will need to provide supporting evidence or a letter of non-objection from the relevant authority to support your application. Please forward this documentation to us by email at your earliest convenience.
When a sensitive word is included in the new company name, we will be required to order your company name change by post, and the whole process will take between 5 to 10 working days.
Will I receive a new certificate of incorporation and company documents?
No. Your original certificate of incorporation will remain intact and will be supplemented with a certificate of company name change. The memorandum will not change, as this lists the subscribers to the company on the day it was formed.
In many respects, the memorandum becomes a document of historical significance, through the passage of time.
What is a confirmation statement?
The confirmation statement is a Companies House filing requirement for all limited companies and LLPs. It replaced the annual return on 30 June 2016, and essentially has the exact same purpose – it verifies that all company information is accurate and up to date.
How often do I need to file a confirmation statement?
A confirmation statement must be filed at Companies House at least once every 12 months. This service is renewable annually, ensuring you do not miss a filing date in the future.
When is the confirmation statement due?
A confirmation statement is due 14 days after the anniversary of the date of incorporation or the date you filed the last confirmation statement.
When will my confirmation statement be filed?
There are two ordering options available for our Confirmation Statement Service – Standard or Express. If you order your confirmation statement using the Standard service, it will be filed within 3 working days of receiving the required information.
If you need your confirmation statement filed in a hurry, you can purchase the Express service and it will be filed within 24 hours (1 working day) of receiving the information we require.
What information can be updated using a confirmation statement?
A confirmation statement can be used to update the following information at Companies House:
SIC codes (principal business activities)
Shareholder changes that have occurred since the last confirmation statement
Changes to the statement of capital, since the filing of the last confirmation statement
Note: Changes to the registered office address, PSCs and company officers cannot be notified via a confirmation statement and instead must be reported using the relevant forms. Our team of company experts will be more than happy to file these changes at an additional charge.
What information does we need, to file your confirmation statement?
If you are an existing customer and formed your company using Us, we will not require you to provide any information. We will send you a current company summary, which you should confirm as being correct or notify us of any changes.
If you are a new customer, you will need to create an account on our website and import your company. Don’t worry, this is a simple process and we will provide easy to follow instructions.
How many directors does a limited company require?
Every limited company must have at least one director. If a limited company has only one director, that director must be a natural person.
Are directors also shareholders?
Directors do not have to be shareholders. Their role is to run the company, so there is no requirement to also be an owner if they do not wish to be; however, if existing shareholders do want to offer shares to the directors, this is perfectly acceptable and fairly common.
What is a company director’s role?
Directors are appointed by the owners of a company (shareholders or guarantors) to ‘direct’ the day-to-day activities of the company on their behalf. They are responsible for ensuring the smooth running and management of a company, by adhering to all legal and contractual requirements, and making the company successful and profitable.
When will my documents will be ready?
Documents will be sent to you by email in 2-3 working days, once all required information is provided.
What information do I need to provide to appoint a new director?
Full Name
Date of Birth (Minimum 16 years of age)
Occupation
Nationality
Residential Address
Service Address (residential or other address)
Appointment Date
Who appoints a company director?
Limited company members can appoint or resign a director whilst setting up a limited company – or any time thereafter.
What is a dormant company?
A dormant company is a new company that has not started trading, or a company that has not traded within the current financial year, i.e. it has had ‘no significant accounting transactions’ during the financial year.
What is classified as a significant accounting transaction?
If a company has had no significant accounting transactions in the financial year, it can be classified as dormant; however, if it has settled an invoice, paid bank charges, bank interest, paid employees, or paid dividends to shareholders, it will lose its dormant status, as these are all examples of significant accounting transactions.
Exclusions to the rule are: payment for shares issued at the time of incorporation, late filing penalties, and filing fees paid to Companies House.
What are dormant company accounts?
Companies with dormant company status only need to file a simplified form of accounts with Companies House. These simplified accounts are known as dormant company accounts, and they represent a considerable benefit, as they reduce the statutory burden of filing profit and loss accounts and a director’s report.
How often do I need to file accounts?
Accounts must be filed at Companies House at least once every 12 months.
This service is renewable annually, at a cost of £119.95 plus VAT, ensuring you do not miss a filing date in the future.
What information is required to file dormant company accounts?
If you formed your company using our website, then we will only need to know your company name and number, and if your shares are paid or unpaid, i.e. have the shareholders paid the company for the shares issued to them?
If you did not form your company using our website, we will require your company name and number, webfiling authentication code, shares paid or unpaid, and the name of one director.
How long does it take?
It takes 24 hours (1 working day) to prepare and file dormant company accounts with Companies House (subject to having the webfiling authentication code and other required information). We recommend you order the service at least 3 working days prior to the due date.
Please note: We cannot take responsibility for any late filing penalties or fines if your order was not submitted at least 3 working days prior to the due date.
Who can use this service?
This service is not available to Limited Liability Partnerships.
How long does it take to set up this service?
It usually takes 3 to 5 days to complete the initial set up of the service, which includes appointing your new company secretary, and preparing the first set of statutory registers.
I formed my company with another agent – can I still use this service?
Yes. You do not need to have formed your company through Ours to purchase this service.
When can I contact my account manager?
Your appointed account manager will be available to take your queries, by phone or by email, Monday to Friday between 9am and 5pm (excluding public holidays).
How often do you provide my company registers?
In our experience, our customers do not want the administrative burden of keeping a copy of their statutory company registers; therefore we will store your registers for you at our offices. Your registers are available on request.
Do you provide any other registers in addition to the five statutory registers?
Where possible, we can also provide a register of transfers, register of allotments, and register of director’s usual residential addresses, on request.
Can I use my three company changes on a different company?
As part of this service we will carry out up to three company secretarial changes to your company per year. This only applies to the company that the Full Company Secretary Service has been purchased for.
Can I use this service for a Limited Liability Partnership?
Unfortunately, this service is not available for Limited Liability Partnerships.
I have some filings that need to be made with Companies House.
Will you submit them for me?
Yes. If you have already prepared supporting documentation for a company change that is within the scope of this service, and you would like us to make the filing at Companies House, this will count as one of your three annual company changes.
Do you provide any other company change services in addition to those listed?
Yes. We offer a comprehensive range of company secretarial services, including the creation of multiple share classes, subdivision of shares, reduction of share capital, and more. Additional fees apply to this work, which will be confirmed with you before the work is undertaken.
How do you file my Confirmation Statement?
We will contact you 30 days prior to the filing date and ask you to confirm a summary detailing the required information regarding the current status of your company. We will then prepare and file your Confirmation Statement. The Companies House filing fee is included within the price of this service.
Will you sign any documentation on behalf of my company?
No. We do not sign any documentation on behalf of a company.
Are there any compliance requirements?
We will carry out identity verification checks on all beneficial owners and directors associated with the company.
When will my documents will be ready?
Documents will be sent to you by email within 2-3 working days, after all required information is provided.
Can I order this service if I did not form my company with Us?
Yes. We offer this service to all customers, regardless of whether they have incorporated a company with us.
What information do I need to provide about a new shareholder?
Full Name
Contact Address (This address will be displayed on the share certificate)
The number of shares being transferred/issued
What class of shares can be issued?
Only Ordinary shares can be issued. Creation of additional share classes or amendments to the article of association are not included in this service.
What is stamp duty?
Share Transfers in excess of £1,000 incur a tax or duty of 0.5% on the transaction, which will be rounded up to the nearest £5.00. If you buy shares using a stock transfer form, the form needs to be sent to HMRC for stamping, with stamp duty paid no later than 30 days after the date of the transfer.
Example – If you buy shares worth £1050, you’ll pay 0.5% on this amount, which is £5.25. Therefore the amount of £10 is payable in Stamp Duty.
What is a confirmation statement?
A confirmation statement (previously known as the annual return) is a report containing accurate and up-to-date information about a limited company on a certain date. The purpose of filing a confirmation statement (at least once every 12 months) is to confirm the limited company details, and report to Companies House any changes to shareholders’ details and/or issued share capital.
Why should I file a confirmation statement?
If you would like to see updated shareholders information on Companies House records, you should file a confirmation statement; otherwise new shareholders will not be visible until the next confirmation statement. Most banks will request that up-to-date shareholder information is recorded at Companies House.
Does my company have to register for VAT?
A limited company is required to register for VAT when its taxable turnover for the previous 12 months exceeds £85,000, or is expected to exceed this figure in the next 30 days.
Can my company voluntarily register for VAT?
Yes. As long as your company is not listed as dormant, it can voluntarily register for VAT. Most companies register for VAT voluntarily, as VAT-registered companies are perceived to be larger than ones who are not.
VAT-registered companies are also able to reclaim VAT paid on goods and services they buy, saving them money in tax payments.
How long will it take for my company to be registered for VAT?
It usually takes around 20 – 30 days for your company to be registered for VAT.
We will send your VAT Registration Number to you by email as soon as we receive it and HMRC will send your Certificate of VAT Registration by post shortly thereafter.
Do I need to provide any specific information to apply for VAT?
If you are a UK resident director, you will need to provide your National Insurance number. If you are non-UK resident director, you will need to provide one piece of photographic ID (either a passport or driving licence) and two pieces of secondary evidence from the following list:
Birth certificate
Marriage certificate
Utility bill dated within the last 3 months
Can I use your Covent Garden address for the principal place of business address?
Your principal place of business address is the address your company does the majority of its work from. It must be based in the UK and it cannot be listed our address, as your company will not carry out the majority of its work from our address.
How long does it take to get my EORI Number if I apply for it during my VAT registration application?
The EORI Number will be sent by email to you directly from HMRC, a few days after your VAT Registration Number has been sent to you. You should therefore receive your EORI Number about 35 days after you place your order.
I am a sole trader, can I use this service?
This service is only for use by limited companies registering for VAT.
Limited Company Packages
What is meant by apostilling a document?
Apostilling means to legalise a document by having an Apostille Certificate attached to it.
Is the Apostille Certificate recognized everywhere?
No. It is only recognized in the 115 countries who are member of the 1961 Hague Convention.
Must apostilled documents also be notarised?
Yes. A notary Public must verify the documents before they are sent to the Foreign, Commonwealth & Development Office for apostilling.
Why would you want to apostille documents?
Limited companies are often required to have their company documents apostilled by overseas authorities, non-UK registrars and banks, before they will recognise them as being legal.
What documents are most commonly required to be apostilled?
The Certificate of Incorporation, Memorandum and Articles of Association, Certificate of Good Standing and Certificate of Name Change.
What information is stated on the Certificate?
An Apostille Certificate is a document that displays the following details:
Country of origin of the legalised document.
Location and date of legalization.
Name of official signatory, i.e. the Notary Public.
Certificate number.
Official seal and signature of the FCDO.
How long does the apostille process take?
The entire legalisation process takes approximately 14 days to complete.
Why would I need a Certificate of Good Standing?
Most companies request a certificate when they are planning to do business overseas or are seeking a loan or investment. The possession of the certificate reassures third parties that a company and its officers are reliable and adhering to their legal obligations.
How long is it valid for?
Your certificate will be valid for 3 months from the day of issue, after which time a more up-to-date certificate will be required.
What does the Certificate show?
The following company information will be shown on the Certificate of Good Standing:
Registered company name in full.
Company registration number.
Incorporation date.
Confirmation that the company has been in continuous and unbroken existence since incorporation.
Authorising signature of the issuing registrar.
You may also request the inclusion of additional information, including:
Registered office address.
Directors’ details.
Secretary’s details.
How long will it take to change my company name?
It usually takes around 3-4 working days in total to change a company name on the Companies House register. We will send you digital documents to sign within 1-2 working days, by email. Once you have confirmed to us that the documents have been signed, it will take 1-2 working days for your company name to change with Companies House. We will then send your documentation to you by email on the same day the company name is changed.
Will my company registration number change if I change my company name?
No. This will remain the same.
How do I correct a spelling mistake in my company name?
If you simply made a spelling mistake when you registered your company name, you will be required to process a change of company name order to correct the mistake.
Can I change the ‘Limited’ part of my company name to ‘plc’ using the name change service?
No. This change requires you to re-register your private limited company to a plc using form RR01. For further reading click here.
I want to use a sensitive word in my new company name, what do I need to provide?
You will need to provide supporting evidence or a letter of non-objection from the relevant authority to support your application. Please forward this documentation to us by email at your earliest convenience.
When a sensitive word is included in the new company name, we will be required to order your company name change by post, and the whole process will take between 5 to 10 working days.
Will I receive a new certificate of incorporation and company documents?
No. Your original certificate of incorporation will remain intact and will be supplemented with a certificate of company name change. The memorandum will not change, as this lists the subscribers to the company on the day it was formed.
In many respects, the memorandum becomes a document of historical significance, through the passage of time.
What is a confirmation statement?
The confirmation statement is a Companies House filing requirement for all limited companies and LLPs. It replaced the annual return on 30 June 2016, and essentially has the exact same purpose – it verifies that all company information is accurate and up to date.
How often do I need to file a confirmation statement?
A confirmation statement must be filed at Companies House at least once every 12 months. This service is renewable annually, ensuring you do not miss a filing date in the future.
When is the confirmation statement due?
A confirmation statement is due 14 days after the anniversary of the date of incorporation or the date you filed the last confirmation statement.
When will my confirmation statement be filed?
There are two ordering options available for our Confirmation Statement Service – Standard or Express. If you order your confirmation statement using the Standard service, it will be filed within 3 working days of receiving the required information.
If you need your confirmation statement filed in a hurry, you can purchase the Express service and it will be filed within 24 hours (1 working day) of receiving the information we require.
What information can be updated using a confirmation statement?
A confirmation statement can be used to update the following information at Companies House:
SIC codes (principal business activities)
Shareholder changes that have occurred since the last confirmation statement
Changes to the statement of capital, since the filing of the last confirmation statement
Note: Changes to the registered office address, PSCs and company officers cannot be notified via a confirmation statement and instead must be reported using the relevant forms. Our team of company experts will be more than happy to file these changes at an additional charge.
What information does we need, to file your confirmation statement?
If you are an existing customer and formed your company using Us, we will not require you to provide any information. We will send you a current company summary, which you should confirm as being correct or notify us of any changes.
If you are a new customer, you will need to create an account on our website and import your company. Don’t worry, this is a simple process and we will provide easy to follow instructions.
How many directors does a limited company require?
Every limited company must have at least one director. If a limited company has only one director, that director must be a natural person.
Are directors also shareholders?
Directors do not have to be shareholders. Their role is to run the company, so there is no requirement to also be an owner if they do not wish to be; however, if existing shareholders do want to offer shares to the directors, this is perfectly acceptable and fairly common.
What is a company director’s role?
Directors are appointed by the owners of a company (shareholders or guarantors) to ‘direct’ the day-to-day activities of the company on their behalf. They are responsible for ensuring the smooth running and management of a company, by adhering to all legal and contractual requirements, and making the company successful and profitable.
When will my documents will be ready?
Documents will be sent to you by email in 2-3 working days, once all required information is provided.
What information do I need to provide to appoint a new director?
Full Name
Date of Birth (Minimum 16 years of age)
Occupation
Nationality
Residential Address
Service Address (residential or other address)
Appointment Date
Who appoints a company director?
Limited company members can appoint or resign a director whilst setting up a limited company – or any time thereafter.
What is a dormant company?
A dormant company is a new company that has not started trading, or a company that has not traded within the current financial year, i.e. it has had ‘no significant accounting transactions’ during the financial year.
What is classified as a significant accounting transaction?
If a company has had no significant accounting transactions in the financial year, it can be classified as dormant; however, if it has settled an invoice, paid bank charges, bank interest, paid employees, or paid dividends to shareholders, it will lose its dormant status, as these are all examples of significant accounting transactions.
Exclusions to the rule are: payment for shares issued at the time of incorporation, late filing penalties, and filing fees paid to Companies House.
What are dormant company accounts?
Companies with dormant company status only need to file a simplified form of accounts with Companies House. These simplified accounts are known as dormant company accounts, and they represent a considerable benefit, as they reduce the statutory burden of filing profit and loss accounts and a director’s report.
How often do I need to file accounts?
Accounts must be filed at Companies House at least once every 12 months.
This service is renewable annually, at a cost of £119.95 plus VAT, ensuring you do not miss a filing date in the future.
What information is required to file dormant company accounts?
If you formed your company using our website, then we will only need to know your company name and number, and if your shares are paid or unpaid, i.e. have the shareholders paid the company for the shares issued to them?
If you did not form your company using our website, we will require your company name and number, webfiling authentication code, shares paid or unpaid, and the name of one director.
How long does it take?
It takes 24 hours (1 working day) to prepare and file dormant company accounts with Companies House (subject to having the webfiling authentication code and other required information). We recommend you order the service at least 3 working days prior to the due date.
Please note: We cannot take responsibility for any late filing penalties or fines if your order was not submitted at least 3 working days prior to the due date.
Who can use this service?
This service is not available to Limited Liability Partnerships.
How long does it take to set up this service?
It usually takes 3 to 5 days to complete the initial set up of the service, which includes appointing your new company secretary, and preparing the first set of statutory registers.
I formed my company with another agent – can I still use this service?
Yes. You do not need to have formed your company through Ours to purchase this service.
When can I contact my account manager?
Your appointed account manager will be available to take your queries, by phone or by email, Monday to Friday between 9am and 5pm (excluding public holidays).
How often do you provide my company registers?
In our experience, our customers do not want the administrative burden of keeping a copy of their statutory company registers; therefore we will store your registers for you at our offices. Your registers are available on request.
Do you provide any other registers in addition to the five statutory registers?
Where possible, we can also provide a register of transfers, register of allotments, and register of director’s usual residential addresses, on request.
Can I use my three company changes on a different company?
As part of this service we will carry out up to three company secretarial changes to your company per year. This only applies to the company that the Full Company Secretary Service has been purchased for.
Can I use this service for a Limited Liability Partnership?
Unfortunately, this service is not available for Limited Liability Partnerships.
I have some filings that need to be made with Companies House.
Will you submit them for me?
Yes. If you have already prepared supporting documentation for a company change that is within the scope of this service, and you would like us to make the filing at Companies House, this will count as one of your three annual company changes.
Do you provide any other company change services in addition to those listed?
Yes. We offer a comprehensive range of company secretarial services, including the creation of multiple share classes, subdivision of shares, reduction of share capital, and more. Additional fees apply to this work, which will be confirmed with you before the work is undertaken.
How do you file my Confirmation Statement?
We will contact you 30 days prior to the filing date and ask you to confirm a summary detailing the required information regarding the current status of your company. We will then prepare and file your Confirmation Statement. The Companies House filing fee is included within the price of this service.
Will you sign any documentation on behalf of my company?
No. We do not sign any documentation on behalf of a company.
Are there any compliance requirements?
We will carry out identity verification checks on all beneficial owners and directors associated with the company.
When will my documents will be ready?
Documents will be sent to you by email within 2-3 working days, after all required information is provided.
Can I order this service if I did not form my company with Us?
Yes. We offer this service to all customers, regardless of whether they have incorporated a company with us.
What information do I need to provide about a new shareholder?
Full Name
Contact Address (This address will be displayed on the share certificate)
The number of shares being transferred/issued
What class of shares can be issued?
Only Ordinary shares can be issued. Creation of additional share classes or amendments to the article of association are not included in this service.
What is stamp duty?
Share Transfers in excess of £1,000 incur a tax or duty of 0.5% on the transaction, which will be rounded up to the nearest £5.00. If you buy shares using a stock transfer form, the form needs to be sent to HMRC for stamping, with stamp duty paid no later than 30 days after the date of the transfer.
Example – If you buy shares worth £1050, you’ll pay 0.5% on this amount, which is £5.25. Therefore the amount of £10 is payable in Stamp Duty.
What is a confirmation statement?
A confirmation statement (previously known as the annual return) is a report containing accurate and up-to-date information about a limited company on a certain date. The purpose of filing a confirmation statement (at least once every 12 months) is to confirm the limited company details, and report to Companies House any changes to shareholders’ details and/or issued share capital.
Why should I file a confirmation statement?
If you would like to see updated shareholders information on Companies House records, you should file a confirmation statement; otherwise new shareholders will not be visible until the next confirmation statement. Most banks will request that up-to-date shareholder information is recorded at Companies House.
Does my company have to register for VAT?
A limited company is required to register for VAT when its taxable turnover for the previous 12 months exceeds £85,000, or is expected to exceed this figure in the next 30 days.
Can my company voluntarily register for VAT?
Yes. As long as your company is not listed as dormant, it can voluntarily register for VAT. Most companies register for VAT voluntarily, as VAT-registered companies are perceived to be larger than ones who are not.
VAT-registered companies are also able to reclaim VAT paid on goods and services they buy, saving them money in tax payments.
How long will it take for my company to be registered for VAT?
It usually takes around 20 – 30 days for your company to be registered for VAT.
We will send your VAT Registration Number to you by email as soon as we receive it and HMRC will send your Certificate of VAT Registration by post shortly thereafter.
Do I need to provide any specific information to apply for VAT?
If you are a UK resident director, you will need to provide your National Insurance number. If you are non-UK resident director, you will need to provide one piece of photographic ID (either a passport or driving licence) and two pieces of secondary evidence from the following list:
Birth certificate
Marriage certificate
Utility bill dated within the last 3 months
Can I use your Covent Garden address for the principal place of business address?
Your principal place of business address is the address your company does the majority of its work from. It must be based in the UK and it cannot be listed our address, as your company will not carry out the majority of its work from our address.
How long does it take to get my EORI Number if I apply for it during my VAT registration application?
The EORI Number will be sent by email to you directly from HMRC, a few days after your VAT Registration Number has been sent to you. You should therefore receive your EORI Number about 35 days after you place your order.
I am a sole trader, can I use this service?
This service is only for use by limited companies registering for VAT.
Specialist Company Packages
What is meant by apostilling a document?
Apostilling means to legalise a document by having an Apostille Certificate attached to it.
Is the Apostille Certificate recognized everywhere?
No. It is only recognized in the 115 countries who are member of the 1961 Hague Convention.
Must apostilled documents also be notarised?
Yes. A notary Public must verify the documents before they are sent to the Foreign, Commonwealth & Development Office for apostilling.
Why would you want to apostille documents?
Limited companies are often required to have their company documents apostilled by overseas authorities, non-UK registrars and banks, before they will recognise them as being legal.
What documents are most commonly required to be apostilled?
The Certificate of Incorporation, Memorandum and Articles of Association, Certificate of Good Standing and Certificate of Name Change.
What information is stated on the Certificate?
An Apostille Certificate is a document that displays the following details:
Country of origin of the legalised document.
Location and date of legalization.
Name of official signatory, i.e. the Notary Public.
Certificate number.
Official seal and signature of the FCDO.
How long does the apostille process take?
The entire legalisation process takes approximately 14 days to complete.
Why would I need a Certificate of Good Standing?
Most companies request a certificate when they are planning to do business overseas or are seeking a loan or investment. The possession of the certificate reassures third parties that a company and its officers are reliable and adhering to their legal obligations.
How long is it valid for?
Your certificate will be valid for 3 months from the day of issue, after which time a more up-to-date certificate will be required.
What does the Certificate show?
The following company information will be shown on the Certificate of Good Standing:
Registered company name in full.
Company registration number.
Incorporation date.
Confirmation that the company has been in continuous and unbroken existence since incorporation.
Authorising signature of the issuing registrar.
You may also request the inclusion of additional information, including:
Registered office address.
Directors’ details.
Secretary’s details.
How long will it take to change my company name?
It usually takes around 3-4 working days in total to change a company name on the Companies House register. We will send you digital documents to sign within 1-2 working days, by email. Once you have confirmed to us that the documents have been signed, it will take 1-2 working days for your company name to change with Companies House. We will then send your documentation to you by email on the same day the company name is changed.
Will my company registration number change if I change my company name?
No. This will remain the same.
How do I correct a spelling mistake in my company name?
If you simply made a spelling mistake when you registered your company name, you will be required to process a change of company name order to correct the mistake.
Can I change the ‘Limited’ part of my company name to ‘plc’ using the name change service?
No. This change requires you to re-register your private limited company to a plc using form RR01. For further reading click here.
I want to use a sensitive word in my new company name, what do I need to provide?
You will need to provide supporting evidence or a letter of non-objection from the relevant authority to support your application. Please forward this documentation to us by email at your earliest convenience.
When a sensitive word is included in the new company name, we will be required to order your company name change by post, and the whole process will take between 5 to 10 working days.
Will I receive a new certificate of incorporation and company documents?
No. Your original certificate of incorporation will remain intact and will be supplemented with a certificate of company name change. The memorandum will not change, as this lists the subscribers to the company on the day it was formed.
In many respects, the memorandum becomes a document of historical significance, through the passage of time.
What is a confirmation statement?
The confirmation statement is a Companies House filing requirement for all limited companies and LLPs. It replaced the annual return on 30 June 2016, and essentially has the exact same purpose – it verifies that all company information is accurate and up to date.
How often do I need to file a confirmation statement?
A confirmation statement must be filed at Companies House at least once every 12 months. This service is renewable annually, ensuring you do not miss a filing date in the future.
When is the confirmation statement due?
A confirmation statement is due 14 days after the anniversary of the date of incorporation or the date you filed the last confirmation statement.
When will my confirmation statement be filed?
There are two ordering options available for our Confirmation Statement Service – Standard or Express. If you order your confirmation statement using the Standard service, it will be filed within 3 working days of receiving the required information.
If you need your confirmation statement filed in a hurry, you can purchase the Express service and it will be filed within 24 hours (1 working day) of receiving the information we require.
What information can be updated using a confirmation statement?
A confirmation statement can be used to update the following information at Companies House:
SIC codes (principal business activities)
Shareholder changes that have occurred since the last confirmation statement
Changes to the statement of capital, since the filing of the last confirmation statement
Note: Changes to the registered office address, PSCs and company officers cannot be notified via a confirmation statement and instead must be reported using the relevant forms. Our team of company experts will be more than happy to file these changes at an additional charge.
What information does we need, to file your confirmation statement?
If you are an existing customer and formed your company using Us, we will not require you to provide any information. We will send you a current company summary, which you should confirm as being correct or notify us of any changes.
If you are a new customer, you will need to create an account on our website and import your company. Don’t worry, this is a simple process and we will provide easy to follow instructions.
How many directors does a limited company require?
Every limited company must have at least one director. If a limited company has only one director, that director must be a natural person.
Are directors also shareholders?
Directors do not have to be shareholders. Their role is to run the company, so there is no requirement to also be an owner if they do not wish to be; however, if existing shareholders do want to offer shares to the directors, this is perfectly acceptable and fairly common.
What is a company director’s role?
Directors are appointed by the owners of a company (shareholders or guarantors) to ‘direct’ the day-to-day activities of the company on their behalf. They are responsible for ensuring the smooth running and management of a company, by adhering to all legal and contractual requirements, and making the company successful and profitable.
When will my documents will be ready?
Documents will be sent to you by email in 2-3 working days, once all required information is provided.
What information do I need to provide to appoint a new director?
Full Name
Date of Birth (Minimum 16 years of age)
Occupation
Nationality
Residential Address
Service Address (residential or other address)
Appointment Date
Who appoints a company director?
Limited company members can appoint or resign a director whilst setting up a limited company – or any time thereafter.
What is a dormant company?
A dormant company is a new company that has not started trading, or a company that has not traded within the current financial year, i.e. it has had ‘no significant accounting transactions’ during the financial year.
What is classified as a significant accounting transaction?
If a company has had no significant accounting transactions in the financial year, it can be classified as dormant; however, if it has settled an invoice, paid bank charges, bank interest, paid employees, or paid dividends to shareholders, it will lose its dormant status, as these are all examples of significant accounting transactions.
Exclusions to the rule are: payment for shares issued at the time of incorporation, late filing penalties, and filing fees paid to Companies House.
What are dormant company accounts?
Companies with dormant company status only need to file a simplified form of accounts with Companies House. These simplified accounts are known as dormant company accounts, and they represent a considerable benefit, as they reduce the statutory burden of filing profit and loss accounts and a director’s report.
How often do I need to file accounts?
Accounts must be filed at Companies House at least once every 12 months.
This service is renewable annually, at a cost of £119.95 plus VAT, ensuring you do not miss a filing date in the future.
What information is required to file dormant company accounts?
If you formed your company using our website, then we will only need to know your company name and number, and if your shares are paid or unpaid, i.e. have the shareholders paid the company for the shares issued to them?
If you did not form your company using our website, we will require your company name and number, webfiling authentication code, shares paid or unpaid, and the name of one director.
How long does it take?
It takes 24 hours (1 working day) to prepare and file dormant company accounts with Companies House (subject to having the webfiling authentication code and other required information). We recommend you order the service at least 3 working days prior to the due date.
Please note: We cannot take responsibility for any late filing penalties or fines if your order was not submitted at least 3 working days prior to the due date.
Who can use this service?
This service is not available to Limited Liability Partnerships.
How long does it take to set up this service?
It usually takes 3 to 5 days to complete the initial set up of the service, which includes appointing your new company secretary, and preparing the first set of statutory registers.
I formed my company with another agent – can I still use this service?
Yes. You do not need to have formed your company through Ours to purchase this service.
When can I contact my account manager?
Your appointed account manager will be available to take your queries, by phone or by email, Monday to Friday between 9am and 5pm (excluding public holidays).
How often do you provide my company registers?
In our experience, our customers do not want the administrative burden of keeping a copy of their statutory company registers; therefore we will store your registers for you at our offices. Your registers are available on request.
Do you provide any other registers in addition to the five statutory registers?
Where possible, we can also provide a register of transfers, register of allotments, and register of director’s usual residential addresses, on request.
Can I use my three company changes on a different company?
As part of this service we will carry out up to three company secretarial changes to your company per year. This only applies to the company that the Full Company Secretary Service has been purchased for.
Can I use this service for a Limited Liability Partnership?
Unfortunately, this service is not available for Limited Liability Partnerships.
I have some filings that need to be made with Companies House.
Will you submit them for me?
Yes. If you have already prepared supporting documentation for a company change that is within the scope of this service, and you would like us to make the filing at Companies House, this will count as one of your three annual company changes.
Do you provide any other company change services in addition to those listed?
Yes. We offer a comprehensive range of company secretarial services, including the creation of multiple share classes, subdivision of shares, reduction of share capital, and more. Additional fees apply to this work, which will be confirmed with you before the work is undertaken.
How do you file my Confirmation Statement?
We will contact you 30 days prior to the filing date and ask you to confirm a summary detailing the required information regarding the current status of your company. We will then prepare and file your Confirmation Statement. The Companies House filing fee is included within the price of this service.
Will you sign any documentation on behalf of my company?
No. We do not sign any documentation on behalf of a company.
Are there any compliance requirements?
We will carry out identity verification checks on all beneficial owners and directors associated with the company.
When will my documents will be ready?
Documents will be sent to you by email within 2-3 working days, after all required information is provided.
Can I order this service if I did not form my company with Us?
Yes. We offer this service to all customers, regardless of whether they have incorporated a company with us.
What information do I need to provide about a new shareholder?
Full Name
Contact Address (This address will be displayed on the share certificate)
The number of shares being transferred/issued
What class of shares can be issued?
Only Ordinary shares can be issued. Creation of additional share classes or amendments to the article of association are not included in this service.
What is stamp duty?
Share Transfers in excess of £1,000 incur a tax or duty of 0.5% on the transaction, which will be rounded up to the nearest £5.00. If you buy shares using a stock transfer form, the form needs to be sent to HMRC for stamping, with stamp duty paid no later than 30 days after the date of the transfer.
Example – If you buy shares worth £1050, you’ll pay 0.5% on this amount, which is £5.25. Therefore the amount of £10 is payable in Stamp Duty.
What is a confirmation statement?
A confirmation statement (previously known as the annual return) is a report containing accurate and up-to-date information about a limited company on a certain date. The purpose of filing a confirmation statement (at least once every 12 months) is to confirm the limited company details, and report to Companies House any changes to shareholders’ details and/or issued share capital.
Why should I file a confirmation statement?
If you would like to see updated shareholders information on Companies House records, you should file a confirmation statement; otherwise new shareholders will not be visible until the next confirmation statement. Most banks will request that up-to-date shareholder information is recorded at Companies House.
Does my company have to register for VAT?
A limited company is required to register for VAT when its taxable turnover for the previous 12 months exceeds £85,000, or is expected to exceed this figure in the next 30 days.
Can my company voluntarily register for VAT?
Yes. As long as your company is not listed as dormant, it can voluntarily register for VAT. Most companies register for VAT voluntarily, as VAT-registered companies are perceived to be larger than ones who are not.
VAT-registered companies are also able to reclaim VAT paid on goods and services they buy, saving them money in tax payments.
How long will it take for my company to be registered for VAT?
It usually takes around 20 – 30 days for your company to be registered for VAT.
We will send your VAT Registration Number to you by email as soon as we receive it and HMRC will send your Certificate of VAT Registration by post shortly thereafter.
Do I need to provide any specific information to apply for VAT?
If you are a UK resident director, you will need to provide your National Insurance number. If you are non-UK resident director, you will need to provide one piece of photographic ID (either a passport or driving licence) and two pieces of secondary evidence from the following list:
Birth certificate
Marriage certificate
Utility bill dated within the last 3 months
Can I use your Covent Garden address for the principal place of business address?
Your principal place of business address is the address your company does the majority of its work from. It must be based in the UK and it cannot be listed our address, as your company will not carry out the majority of its work from our address.
How long does it take to get my EORI Number if I apply for it during my VAT registration application?
The EORI Number will be sent by email to you directly from HMRC, a few days after your VAT Registration Number has been sent to you. You should therefore receive your EORI Number about 35 days after you place your order.
I am a sole trader, can I use this service?
This service is only for use by limited companies registering for VAT.
Company Services
What is meant by apostilling a document?
Apostilling means to legalise a document by having an Apostille Certificate attached to it.
Is the Apostille Certificate recognized everywhere?
No. It is only recognized in the 115 countries who are member of the 1961 Hague Convention.
Must apostilled documents also be notarised?
Yes. A notary Public must verify the documents before they are sent to the Foreign, Commonwealth & Development Office for apostilling.
Why would you want to apostille documents?
Limited companies are often required to have their company documents apostilled by overseas authorities, non-UK registrars and banks, before they will recognise them as being legal.
What documents are most commonly required to be apostilled?
The Certificate of Incorporation, Memorandum and Articles of Association, Certificate of Good Standing and Certificate of Name Change.
What information is stated on the Certificate?
An Apostille Certificate is a document that displays the following details:
Country of origin of the legalised document.
Location and date of legalization.
Name of official signatory, i.e. the Notary Public.
Certificate number.
Official seal and signature of the FCDO.
How long does the apostille process take?
The entire legalisation process takes approximately 14 days to complete.
Why would I need a Certificate of Good Standing?
Most companies request a certificate when they are planning to do business overseas or are seeking a loan or investment. The possession of the certificate reassures third parties that a company and its officers are reliable and adhering to their legal obligations.
How long is it valid for?
Your certificate will be valid for 3 months from the day of issue, after which time a more up-to-date certificate will be required.
What does the Certificate show?
The following company information will be shown on the Certificate of Good Standing:
Registered company name in full.
Company registration number.
Incorporation date.
Confirmation that the company has been in continuous and unbroken existence since incorporation.
Authorising signature of the issuing registrar.
You may also request the inclusion of additional information, including:
Registered office address.
Directors’ details.
Secretary’s details.
How long will it take to change my company name?
It usually takes around 3-4 working days in total to change a company name on the Companies House register. We will send you digital documents to sign within 1-2 working days, by email. Once you have confirmed to us that the documents have been signed, it will take 1-2 working days for your company name to change with Companies House. We will then send your documentation to you by email on the same day the company name is changed.
Will my company registration number change if I change my company name?
No. This will remain the same.
How do I correct a spelling mistake in my company name?
If you simply made a spelling mistake when you registered your company name, you will be required to process a change of company name order to correct the mistake.
Can I change the ‘Limited’ part of my company name to ‘plc’ using the name change service?
No. This change requires you to re-register your private limited company to a plc using form RR01. For further reading click here.
I want to use a sensitive word in my new company name, what do I need to provide?
You will need to provide supporting evidence or a letter of non-objection from the relevant authority to support your application. Please forward this documentation to us by email at your earliest convenience.
When a sensitive word is included in the new company name, we will be required to order your company name change by post, and the whole process will take between 5 to 10 working days.
Will I receive a new certificate of incorporation and company documents?
No. Your original certificate of incorporation will remain intact and will be supplemented with a certificate of company name change. The memorandum will not change, as this lists the subscribers to the company on the day it was formed.
In many respects, the memorandum becomes a document of historical significance, through the passage of time.
What is a confirmation statement?
The confirmation statement is a Companies House filing requirement for all limited companies and LLPs. It replaced the annual return on 30 June 2016, and essentially has the exact same purpose – it verifies that all company information is accurate and up to date.
How often do I need to file a confirmation statement?
A confirmation statement must be filed at Companies House at least once every 12 months. This service is renewable annually, ensuring you do not miss a filing date in the future.
When is the confirmation statement due?
A confirmation statement is due 14 days after the anniversary of the date of incorporation or the date you filed the last confirmation statement.
When will my confirmation statement be filed?
There are two ordering options available for our Confirmation Statement Service – Standard or Express. If you order your confirmation statement using the Standard service, it will be filed within 3 working days of receiving the required information.
If you need your confirmation statement filed in a hurry, you can purchase the Express service and it will be filed within 24 hours (1 working day) of receiving the information we require.
What information can be updated using a confirmation statement?
A confirmation statement can be used to update the following information at Companies House:
SIC codes (principal business activities)
Shareholder changes that have occurred since the last confirmation statement
Changes to the statement of capital, since the filing of the last confirmation statement
Note: Changes to the registered office address, PSCs and company officers cannot be notified via a confirmation statement and instead must be reported using the relevant forms. Our team of company experts will be more than happy to file these changes at an additional charge.
What information does we need, to file your confirmation statement?
If you are an existing customer and formed your company using Us, we will not require you to provide any information. We will send you a current company summary, which you should confirm as being correct or notify us of any changes.
If you are a new customer, you will need to create an account on our website and import your company. Don’t worry, this is a simple process and we will provide easy to follow instructions.
How many directors does a limited company require?
Every limited company must have at least one director. If a limited company has only one director, that director must be a natural person.
Are directors also shareholders?
Directors do not have to be shareholders. Their role is to run the company, so there is no requirement to also be an owner if they do not wish to be; however, if existing shareholders do want to offer shares to the directors, this is perfectly acceptable and fairly common.
What is a company director’s role?
Directors are appointed by the owners of a company (shareholders or guarantors) to ‘direct’ the day-to-day activities of the company on their behalf. They are responsible for ensuring the smooth running and management of a company, by adhering to all legal and contractual requirements, and making the company successful and profitable.
When will my documents will be ready?
Documents will be sent to you by email in 2-3 working days, once all required information is provided.
What information do I need to provide to appoint a new director?
Full Name
Date of Birth (Minimum 16 years of age)
Occupation
Nationality
Residential Address
Service Address (residential or other address)
Appointment Date
Who appoints a company director?
Limited company members can appoint or resign a director whilst setting up a limited company – or any time thereafter.
What is a dormant company?
A dormant company is a new company that has not started trading, or a company that has not traded within the current financial year, i.e. it has had ‘no significant accounting transactions’ during the financial year.
What is classified as a significant accounting transaction?
If a company has had no significant accounting transactions in the financial year, it can be classified as dormant; however, if it has settled an invoice, paid bank charges, bank interest, paid employees, or paid dividends to shareholders, it will lose its dormant status, as these are all examples of significant accounting transactions.
Exclusions to the rule are: payment for shares issued at the time of incorporation, late filing penalties, and filing fees paid to Companies House.
What are dormant company accounts?
Companies with dormant company status only need to file a simplified form of accounts with Companies House. These simplified accounts are known as dormant company accounts, and they represent a considerable benefit, as they reduce the statutory burden of filing profit and loss accounts and a director’s report.
How often do I need to file accounts?
Accounts must be filed at Companies House at least once every 12 months.
This service is renewable annually, at a cost of £119.95 plus VAT, ensuring you do not miss a filing date in the future.
What information is required to file dormant company accounts?
If you formed your company using our website, then we will only need to know your company name and number, and if your shares are paid or unpaid, i.e. have the shareholders paid the company for the shares issued to them?
If you did not form your company using our website, we will require your company name and number, webfiling authentication code, shares paid or unpaid, and the name of one director.
How long does it take?
It takes 24 hours (1 working day) to prepare and file dormant company accounts with Companies House (subject to having the webfiling authentication code and other required information). We recommend you order the service at least 3 working days prior to the due date.
Please note: We cannot take responsibility for any late filing penalties or fines if your order was not submitted at least 3 working days prior to the due date.
Who can use this service?
This service is not available to Limited Liability Partnerships.
How long does it take to set up this service?
It usually takes 3 to 5 days to complete the initial set up of the service, which includes appointing your new company secretary, and preparing the first set of statutory registers.
I formed my company with another agent – can I still use this service?
Yes. You do not need to have formed your company through Ours to purchase this service.
When can I contact my account manager?
Your appointed account manager will be available to take your queries, by phone or by email, Monday to Friday between 9am and 5pm (excluding public holidays).
How often do you provide my company registers?
In our experience, our customers do not want the administrative burden of keeping a copy of their statutory company registers; therefore we will store your registers for you at our offices. Your registers are available on request.
Do you provide any other registers in addition to the five statutory registers?
Where possible, we can also provide a register of transfers, register of allotments, and register of director’s usual residential addresses, on request.
Can I use my three company changes on a different company?
As part of this service we will carry out up to three company secretarial changes to your company per year. This only applies to the company that the Full Company Secretary Service has been purchased for.
Can I use this service for a Limited Liability Partnership?
Unfortunately, this service is not available for Limited Liability Partnerships.
I have some filings that need to be made with Companies House.
Will you submit them for me?
Yes. If you have already prepared supporting documentation for a company change that is within the scope of this service, and you would like us to make the filing at Companies House, this will count as one of your three annual company changes.
Do you provide any other company change services in addition to those listed?
Yes. We offer a comprehensive range of company secretarial services, including the creation of multiple share classes, subdivision of shares, reduction of share capital, and more. Additional fees apply to this work, which will be confirmed with you before the work is undertaken.
How do you file my Confirmation Statement?
We will contact you 30 days prior to the filing date and ask you to confirm a summary detailing the required information regarding the current status of your company. We will then prepare and file your Confirmation Statement. The Companies House filing fee is included within the price of this service.
Will you sign any documentation on behalf of my company?
No. We do not sign any documentation on behalf of a company.
Are there any compliance requirements?
We will carry out identity verification checks on all beneficial owners and directors associated with the company.
When will my documents will be ready?
Documents will be sent to you by email within 2-3 working days, after all required information is provided.
Can I order this service if I did not form my company with Us?
Yes. We offer this service to all customers, regardless of whether they have incorporated a company with us.
What information do I need to provide about a new shareholder?
Full Name
Contact Address (This address will be displayed on the share certificate)
The number of shares being transferred/issued
What class of shares can be issued?
Only Ordinary shares can be issued. Creation of additional share classes or amendments to the article of association are not included in this service.
What is stamp duty?
Share Transfers in excess of £1,000 incur a tax or duty of 0.5% on the transaction, which will be rounded up to the nearest £5.00. If you buy shares using a stock transfer form, the form needs to be sent to HMRC for stamping, with stamp duty paid no later than 30 days after the date of the transfer.
Example – If you buy shares worth £1050, you’ll pay 0.5% on this amount, which is £5.25. Therefore the amount of £10 is payable in Stamp Duty.
What is a confirmation statement?
A confirmation statement (previously known as the annual return) is a report containing accurate and up-to-date information about a limited company on a certain date. The purpose of filing a confirmation statement (at least once every 12 months) is to confirm the limited company details, and report to Companies House any changes to shareholders’ details and/or issued share capital.
Why should I file a confirmation statement?
If you would like to see updated shareholders information on Companies House records, you should file a confirmation statement; otherwise new shareholders will not be visible until the next confirmation statement. Most banks will request that up-to-date shareholder information is recorded at Companies House.
Does my company have to register for VAT?
A limited company is required to register for VAT when its taxable turnover for the previous 12 months exceeds £85,000, or is expected to exceed this figure in the next 30 days.
Can my company voluntarily register for VAT?
Yes. As long as your company is not listed as dormant, it can voluntarily register for VAT. Most companies register for VAT voluntarily, as VAT-registered companies are perceived to be larger than ones who are not.
VAT-registered companies are also able to reclaim VAT paid on goods and services they buy, saving them money in tax payments.
How long will it take for my company to be registered for VAT?
It usually takes around 20 – 30 days for your company to be registered for VAT.
We will send your VAT Registration Number to you by email as soon as we receive it and HMRC will send your Certificate of VAT Registration by post shortly thereafter.
Do I need to provide any specific information to apply for VAT?
If you are a UK resident director, you will need to provide your National Insurance number. If you are non-UK resident director, you will need to provide one piece of photographic ID (either a passport or driving licence) and two pieces of secondary evidence from the following list:
Birth certificate
Marriage certificate
Utility bill dated within the last 3 months
Can I use your Covent Garden address for the principal place of business address?
Your principal place of business address is the address your company does the majority of its work from. It must be based in the UK and it cannot be listed our address, as your company will not carry out the majority of its work from our address.
How long does it take to get my EORI Number if I apply for it during my VAT registration application?
The EORI Number will be sent by email to you directly from HMRC, a few days after your VAT Registration Number has been sent to you. You should therefore receive your EORI Number about 35 days after you place your order.
I am a sole trader, can I use this service?
This service is only for use by limited companies registering for VAT.
