Running a company – what is a confirmation statement?

All private limited companies and limited liability partnerships registered in the UK are required to submit a confirmation statement to Companies House each year. So what does this statement contain, and how often must it be submitted?

Introduced in June 2016, the confirmation statement serves the same purpose as its predecessor the annual return, but in a simpler format.

Here we explain why you need to file a confirmation statement, what information you have to provide, including details about any “People of Significant Control” (PSCs).

Why you need to file a confirmation statement

Basically, the confirmation statement (form CS01) verifies that your company details registered at Companies House during incorporation and shown on the public register are accurate and up to date. If you need to update the register, you can do so by filling out the relevant form at the time of the change or when you file your annual confirmation statement. If all your company details are exactly the same, simply check and confirm to complete your confirmation statement.

How to file a confirmation statement

You can file your statement online by registering with Companies House first or download the appropriate forms from their site and send them in by post, see here. Most specialist accountants will do this on behalf of your own company. However, you need to check that the submission is correct, and double-check that it is filed on time.

Check and confirm

When completing your confirmation statement, check and confirm the following details about your company are correct:

• Company’s name and registration number
• The registered office address and a Single Alternative Inspection Location (SAIL)
• Where the company’s statutory registers are held
• Full name(s), residential and service address of each director plus their date of birth, occupation and nationality
• Full details (as above) of any company secretary
• Names of shareholders, the type of shares held and details of any transfer of shares
• Statement of capital, including the total number of shares of the company, their aggregate nominal value and, where applicable, the aggregate amount unpaid on the shares
• For each type of share, you should confirm the total number of shares and the rights attached to them, their trading status and their aggregate nominal value
• Information about PSCs (see below) to include name, date of birth, nationality, service and residential address, and date when the individual (s) became a PSC

People with Significant Control

All companies are now required to keep a PSC register at their registered office address (or alternative location) which is available for inspection. Since 30 June 2016, companies applying for incorporation have had to provide PSC information which is then confirmed or updated yearly with the confirmation statement. If you registered your company before that date, you’ll have to include details about any PSCs when you file your first confirmation statement.

Deadline for the confirmation statement

The deadline or due date for filing your confirmation statement is on the anniversary of your company formation and should be completed within 14 days of that date. You are required to file a confirmation statement with Companies House at least once every 12 months.

Another change from the previous system where you had to pay each time you made changes to your annual return, you now pay a one-off annual fee regardless of how many times you amend your confirmation statement in the same 12 month period.

What about dormant companies?

Dormant limited companies are still required to file a confirmation statement each year even if the business is not presently trading. If the company still appears on the central public register, you need to check and confirm all the details are accurate and up to date.

Who is responsible for completing the statement?

In larger companies, and where one is appointed, the company secretary will file the confirmation statement, otherwise, the company directors or a designated member will be responsible for ensuring the statement is filed with Companies House each year.

This is a legal requirement and failure to comply can have serious consequences for directors, including fines and prosecution. If you forget to file your confirmation statement by the deadline, make sure you check and confirm your details as soon as possible. If not, the registrar may assume the company has ceased trading and strike you from the company register.

As we mentioned above, your accountant is most likely to file on your behalf, however – the company’s directors are ultimately responsible, and accountants have been known to file late, or forget completely!

Sign up for a reminder

You can make sure you never miss your deadline by registering online with Companies House and signing up for their email reminders service. The service is free and you can choose up to four people to receive a reminder. You can also file your statement from the link provided within the email.

Companies House are to cease sending out postal reminders in future in line with their drive to become fully digital. Sign up here.