Companies House Help  

Companies House HelpFrequently Asked Questions

1 Questions about using this service

1.1 What is the WebFiling Service?

WebFiling is a service that provides a secure system for presenters to submit company information via the Companies House website.

1.2 How is the service accessed?

The service is accessed via the WebFiling icon on the Homepage of the Companies House website or by using the WebFiling website address https://ewf.companieshouse.gov.uk/

Presenters must provide a contact email address to apply for a security code and Authentication Code to sign in and use the service.

1.3 Who can use this service?

This service can be used by presenters of company information.  The WebFiling service is not suitable for bulk use - customers regularly filing large quantities of data.

For bulk filing the Software Filing Service would be more suitable.

Data can only be filed using WebFiling for company numbers that contain all digits (eg: 9000012), or are prefixed by NI, R0 (e.g. NI9000012).  Scottish companies can enter the company number with or without a prefix.

1.4 WebFiling system boundaries

The following company types are currently able to register and use the WebFiling service; company numbers that contain all digits or contain one of the following prefixes; NI, R0 and SC e.g. NI4567.

The service is not currently available for Limited Liability Partnerships (LLP's) or companies with prefixes such as FC or AC etc.

System boundaries:

Companies not eligible to file - Dissolved companies and companies that are converted or closed

1.5 Why should I use this service?

1.6 Do I need any special software on my computer?

To use this service you will need:

To use the Abbreviated Audit Exempt and DCA Format Accounts templates you will need Adobe Reader version 7.0.9 or later (click here for further version information).

Minimum system requirements for Adobe Reader version 7.0.9 and above:
Windows

Macintosh

Please note: This service has not yet been tested against the Microsoft Vista Operating System.

1.7 When is the service available?

The WebFiling service is available 24 hours a day, 7 days a week.  The service will only be unavailable for essential maintenance at scheduled times – these times will be advertised on the Companies House website.

However, due to the possible need for manual processing, documents will only be examined during Companies House's working hours of 7.30am to 6.30pm Monday to Friday (UK time).

1.8 If I am having problems using the service, what should I do?

If you can not find the answer to your problem in the Help please ring the Companies House Contact Centre on +44 (0)303 1234 500.

1.9 How much does it cost?

To submit your Annual Return document the fee is £15. All other forms are free of charge.

The only additional costs to you will be your telephone charges whilst online. This cost will depend on the contract you have with your own Internet Service Provider (ISP).

1.10 Is my data going to be secure?

Yes. The combination of your WebFiling security code and Company Authentication Code mean that only the company or a person who is authorised by the company can submit data.

We take every precaution to protect any information you submit via our website, in accordance with legislation such as the Data Protection Act 1998. Any data is protected in accordance with Government standards.

The online service uses Secure Socket Layer (128-bit SSL) protocol which is the standard mechanism used by web browsers to encrypt information. When you enter the service, the SSL encrypts all the information you enter before sending it to us. This ensures that no-one can intercept and read your details.

1.11 Will I be able to print out a copy of my company information?

Yes. You can print a copy of the Annual Return sections by clicking on the printer icon at the top of your screen.  Alternatively the View Data Submitted screen contains details of the data sent to Companies House using WebFiling in the last 10 days.

1.12 What forms can I file using WebFiling?

The following forms types can be submitted using WebFiling:

1985 Companies Act forms - for 'events' that occurred before 01/10/09:

Bilingual Welsh version of all forms can also be submitted for companies with a Registered Office Address in Wales (apart from account templates).

1.13 Can I use WebFiling to submit my Annual Accounts?

Using the WebFiling service you can file Dormant Company Accounts (DCA) accounts, and audit exempt abbreviated accounts. These accounts should be an exact copy of the accounts already approved and signed on behalf of the company's board of directors.

1.14 Can all companies use the WebFiling service?

Data can only be filed using WebFiling for company numbers that contain all digits (eg: 9000012), or are prefixed by NI, R0 (e.g. NI9000012).  Scottish companies can enter the company number with or without an 'SC' prefix.

The Annual Return form has an additional list of exceptions which can be viewed by selecting the 'exceptions' link from the Welcome screen.

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2 Register and access this service

2.1 What information do I need to use WebFiling?

To use the service, you need to register with WebFiling. You must provide a contact email address to apply for a security code and Authentication Code (which is unique for the company you are filing for). Both codes are required to sign in to the service.

How do I register for WebFiling?

2.2 How do I get a / additional security code?

2.3 What if I have more than one email address?

If you have more than one email address you may apply for more security codes to be linked to the additional email addresses.

2.4 Existing customers requesting an additional security code

If you already have a company Authentication Code but require an additional security code, use the new customer's registration process. We will not issue another Authentication Code.

All company transactions received under this code will be confirmed to this email address.

You will be informed by email of the security code allocated to you. The security code email is sent to the email address you provided normally within about 10 minutes.

2.5 I have applied for a security code but not received one?

You might have made an error when entering your email address. Apply again and carefully type in your email address. Your security code will then be sent to the email address entered.

2.6 If I have more than one company do I need more than one security code?

No, you only need one security code for each email address. If you use one email address for filing documents for many companies, you should use the same security code for all the companies.

However you do need a separate Authentication Code for each company.

2.7 I can't remember my security code?

From the 'Sign in and registration' screen select 'Forgotten your security code? Click here' and enter your email address. Your security code will be immediately sent to the email address provided during registration.

2.8 How do I get an Authentication Code?

The Authentication Code is the electronic equivalent of a company officer's signature and enables the submission of data for an individual company. The Authentication Code is linked directly to the company number.

2.9 How do I get an Authentication Code to file for another company:

(i) From the 'Sign in and registration' screen enter your registered email address and security code click 'CONTINUE'.

From the 'choose your company' screen click 'Register an additional company. Click here'.

Enter the company type and number of the company for which you would like to file information, click 'SUBMIT'.

Confirm company details by clicking 'CONFIRM'. Ensure that the company's Registered Office Address is correct before proceeding.

The Authentication Code is then sent within 5 working days by post to the company's Registered Office Address.

(ii) To Register an Additional Company select 'Company Registration Details' from the menu.

2.10 Why is the Authentication Code sent by in the post?

It is necessary to send the Authentication Code by post to ensure that it is delivered to the company itself and the company is aware that the code has been set up.

2.11 Why have I have received an Authentication Code when I have not requested one?

We send authentication codes to the Registered Office Address of a company which has applied to use the WebFiling service (or applied for a replacement code). You may be an agent or person who has the authority to file documents on behalf of the company and your address is the company's Registered Office Address.

You should contact the company (your client) in this instance.

2.12 I have applied for an Authentication Code but not received one?

The Company Authentication Code is sent by post to the company's Registered Office Address. If you have not received your Authentication Code please check that the company's Registered Office Address is correct.

If the address is incorrect you should to notify Companies House by completing and submitting a paper form AD01. The Form ADO1 is available in PDF format on our website under 'Forms'. The form can be downloaded or completed online, printed and sent by post to Companies House.

You can request a reminder copy of your Authentication Code letter:

From the 'Sign in and registration' screen enter your registered email address and
security code click 'CONTINUE'.
On the 'choose your company' screen select 'Forgotten your Authentication Code?
Enter the company number that you would like to file information for and click 'SUBMIT',
Ensure the company's Registered Office Address is correct before proceeding by clicking 'CONFIRM'.

A copy of your company Authentication Code letter will be sent within 5 working days by post to the company's Registered Office Address.

If you still have not received your code, ring the Companies House Contact Centre on: +44 (0)303 1234 500.

2.13 Why does it say a company authentication code has previously been allocated to the company on the registration page?

The company authentication code has previously been requested for the company and sent to the company's Registered Office Address.

If your company has been purchased from a third party (e.g. an incorporation or formation agent) a company authentication code may have been requested when the company was initially incorporated.

If you would like to re-order the company authentication code complete the registration process, once you have received your security code via email:

If you wish to change the allocated company authentication code, you can do so on the 'My account details' page; the new code should be valid the next working day.

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3.  Managing changes to your security code, email address and authentication code

3.1 What is the 'My Account details' page?

This screen allows you to make changes to the information entered to access the service:

The presenters must enter the existing security code to submit any changes on this page.

3.2 How to change your security code

Sign into WebFiling and select 'My Account Details' at the top of the screen.

Simply enter your new security code and confirm it by re-entering. This code must consist of 8 alphanumeric characters. Once a new security code has been submitted the old security code can no longer be used.

Select 'Submit' to confirm your changes.

3.3 Can I change the email address I registered with WebFiling?

Yes. From the 'Sign in and registration' screen enter your registered email address and security code.
On the next screen enter the company type, company number and Company Authentication Code.
From the 'Menu' screen select 'My account details':
Enter the existing security code to submit any changes on the page.
Simply enter your new email address and confirm it by re-entering.
Click 'SUBMIT' to update your details.

3.4 How to unsubscribe from 'Latest News & Updates'

From the 'Sign in and registration' screen enter your registered email address and security code.

On the next screen enter the company type, company number and Company Authentication Code.

From the 'Menu' screen select 'My account details'

To unsubscribe, click inside the box to remove the tick.

Enter the existing security code to submit any changes on the page.

3.5 How do I amend my registration details?

Sign into the service and select the 'Company Registration Details' option form the main menu, from this screen you can:

3.6 I have forgotten my Authentication Code, can I have a reminder?

You can request a reminder copy of your Authentication Code letter:

From the 'Sign in and registration' screen enter your registered email address and security code and select 'CONTINUE'.

On the 'choose your company' screen click 'Forgotten your Authentication Code?'

Enter the company number that you would like to file information for and click 'SUBMIT',

Ensure the company's Registered Office Address is correct before proceeding by clicking 'CONFIRM'.

A copy of your company Authentication Code letter will be sent within 5 working days by post to the company's Registered Office Address.

If you still have not received your code, ring the Companies House Contact Centre on: +44 (0)303 1234 500.

3.7 I have changed my Authentication Code but the new code isn't valid?

Your new Authentication Code will overwrite the current one at the end of the working day. In the meantime the old code will still be valid.

3.8 How do I cancel my Authentication Code?

To cancel your Authentication Code, sign into WebFiling and select 'Company Registration Details' from the 'Menu' screen.

Select Cancel a Company Authentication Code and enter the date from which you would like the code cancelled.

The code will automatically be cancelled from the next working day, or the date entered.

If you need to cancel your code sooner ring our Contact Centre on +44 (0)303 1234 500.

3.9 Can I change my Company Authentication Code?

On the 'Menu' screen select 'Company Registration Details'.
Select 'Change the Company Authentication Code' and enter your new 6 character code.
Click 'SUBMIT' to update your details.

3.10 I submit information for more than one company can I use the same Authentication Code

Yes, initially you will receive a different code for each company, but you can then alter the codes so that they are all the same.

From the 'Sign in and registration' screen enter your registered email address and security code.
On the next screen enter the company type, company number and Company Authentication Code.
On the 'Menu' screen select 'Company Registration Details'.
Select 'Change the Company Authentication Code' and enter your new 6 alphanumeric character code. This code can be the same code for all companies that you submit information on.

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4.  Submitting an Annual Return Document

4.1 What is an Annual Return?

The Annual Return is the snapshot of certain company information on a particular date (the legal return date or the 'made-up' date. It is separate from the company's annual accounts.

The Annual Return must contain:

If the company has share capital, the annual return must also contain:

4.2 Shareholder details:

This also applies to Public companies that traded on a regulated market and re-registered to Private during the period of the Annual Return.

4.3 What is my expected Annual Return date?

The expected date of the Annual Return is the latest date on which the company can legally make an Annual Return: the 'legal return date'. The legal return date is usually the anniversary of the incorporation of the company, or 12 months after the date of the previous Annual Return registered at Companies House.

A company can make an Annual Return for an earlier date but not a later date. The date that you choose for the Annual Return is called the 'made-up date'. This is the date at which all the information in the Annual Return must be correct.

4.4 Why can't I alter my Annual Return date to one in the future?

An Annual Return must be filed at least once every year. The expected date of the Annual Return is the latest possible date you can use, based on the date of your previous return or, if the company has not previously delivered an Annual Return, the date the company was incorporated.

4.5 What can I change my Annual Return date to?

Your Annual Return date can be changed to an earlier date but see the 28-day rule.

4.6 What is the 28-day rule?

To avoid having to file a second Annual Return to the 'legal return date', make sure your made-up date is less than 28 days before the submission date. If you do this, your Annual Return will be submitted on time and, assuming it is correctly completed, the legal return date will be re-set and you will not be required to submit an Annual Return for another 12 months.

4.7 What is the made-up date?

The made-up date is the date at which all the information in an Annual Return must be correct. The made-up date is usually the anniversary of:

4.8 What's a 'traded company'?

A traded company is a Public company whose shares have been admitted to trading on a regulated market.  (AIM is not a regulated market).

4.9 Why am I being asked if my company re-registered from Public to Private?

This question is asked so we can identify what information you will need to provide in the shareholders section of your annual return.  This question allows us to manage the different information required for Public companies (that trade on a regulated market) and Private companies.

4.10 I have sent to Companies House details of changes since the made up date, how will this be shown?

All changes submitted to Companies House since the made-up date will be displayed as part of your Annual Return data. Do not revert this back to how it was at the made-up date.

4.11 Changing data: documents associated with an Annual Return dated on or after 01/10/2009

4.11.1 Can I change the information shown on my Annual Return?

Yes. When you select to complete an Annual Return, you will be given the opportunity to update your company information. The Annual Return is a 'snapshot' of company information at a point in time and so any changes you make will appear on the Annual Return, and separate documents will be created to register those changes at Companies House. As you work through the Annual Return, selecting on the relevant options available to update your information.

Only at the end of the process, when you have finished the Annual Return and submitted it to Companies House, will any of the changes you made and any associated forms be submitted to Companies House. If you exit before completing or submitting the Annual Return, no information will be submitted.

All 'Address Details' and 'company officer' information provided within the Annual Return will be reflected in the submitted Annual Return, these changes will also automatically submit separate forms relevant to the changes made (e.g. CH01, TM01, ADO1).

If the information you provide falls outside of your Annual Return date the change will be filed separately and not be reflected in the submitted Annual Return.

More information on how to update company information is covered in sections 4 - 11.

The 'company officer' information covered above only applies to an Annual Return and event date on or after 01/10/2009. 

For information on how to include company details within an Annual Return dated before 01/10/2009 see section 4.12.

4.12 Changing data: restrictions on changes dated before 01/10/2009

4.12. 1 Are there any restrictions on changing information within my Annual Return?

Yes. 

If your Annual Return is dated before the 01/10/2009 you will be restricted from changing 'Registered Office Address' and 'company officer' information within the Annual Return. 

These changes must be made outside of the Annual Return using 'old' Companies Act 1985 forms available from the 'Old forms' menu.  There are no restrictions on changing the address of Register of Members or Register of Debenture Holders within an Annual Return dated before 01/10/2009, but separate forms 353 and 190 will not be created or submitted.

If your Annual Return is dated on or after the 01/10/2009, but 'company officer' changes you wish to make have an 'event date' (e.g. resignation date) before this date, these changes must be made outside of the Annual Return using 'old' Companies Act 1985 forms available from the 'Old forms' menu.

4.12. 2 How do I update my Annual Return if it is affected by these restrictions?

To ensure your Annual return reflects the changes you should:

4.13 If I have input the wrong details can I change it?

If you have changed any details and selected 'Submit', the change is displayed on the screen. Select the 'Undo last change' button and the original information will be re-displayed. No form will be created when you submit your Annual Return to Companies House. The change has been cancelled.

If you have reached the Annual Return confirmation screen and details entered are wrong, select the relevant tab to navigate to the section, locate the change and select the 'Undo last change' or 'UPDATE' button, as appropriate.

If you 'Undo last change' no form will be created when you submit your Annual Return to Companies House. The change has been cancelled.

If you 'UPDATE', the revised information alone will be shown on the form created when you submit your Annual Return to Companies House. The initial change has been cancelled in favour of the amendment.

The 'Undo last change' button can also be used if changes have been made in error to the wrong appointment.

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5.  Annual Return – Registered Address Details

5.1 What is my Registered Office Address?

The Registered Office Address is the 'home' of the company to which all official documents, notices and court papers have to be sent by law. The Registered Office Address can be anywhere in England, Wales, Scotland or Northern Ireland depending on where the company is registered.

When a company changes its Registered Office Address the new address must be notified to Companies House on a Form ADO1.

5.2 How can I change my Registered Office Address?

The Address Details screen displays the current Registered Office Address. Click on the 'UPDATE' button, complete the new address details and 'Submit'. If you successfully complete the change, the new Registered Office Address details will be displayed within the Annual Return and a Form ADO1 will be created when you submit the Annual Return to Companies House.

To go back to the Annual Return, without making any changes, click the 'Cancel' button.

If the Annual Return is dated before 01/10/2009, you will not be able to change the Registered Office Address details - restrictions affecting Annual Return changes are covered in Section 4.12.

If your Annual Return is dated before 01/10/2009 you will be able to update the location of the Register of Members and Register of Debenture Holders within the Address Details section.

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6. Annual Return – Company register(s) and address

6.1 What is my SAIL Address?

The Single alternative inspection location (SAIL)) is an alternative location address to the company's Registered Office, where company records can be kept and made available for inspection.  The company can only have one alternative location (SAIL address) at any given time.

The company does not have to have a SAIL address and if one is not registered it will be assumed that all company records are located at the company's Registered Office Address.

The company may keep company records at both the SAIL and the Registered Office Address, or choose to keep all company records at the SAIL address.

The location of the SAIL address must be in the same part of the UK as the registered office (e.g. a company registered in England and Wales can have a SAIL address located in England or Wales, but not in Scotland or Northern Ireland).

The SAIL address only needs to be included within the Annual Return if records are kept at the SAIL address.

6.2 What company records do I need to make available for inspection?

A company, depending on its company type, may have some or all of the following records:

A company may keep some or all of its company records at either its SAIL (Single alternative inspection location) or Registered Office Address.  A company record is not permitted to be kept in both locations at any given time.

The company must provide details of company records kept at the SAIL address within the Annual Return.  The company does not have to provide details of company records kept at the Registered Office Address within the Annual Return.

6.3 How can I change or update my SAIL address and location of company records?

The SAIL address and any company records held the SAIL address will be displayed.

To update the SAIL address and/or the location of company records click on the 'UPDATE' button and you will be presented with a screen which allows you to update both.

Complete the new address and select (or unselect if appropriate) the company records kept at the SAIL address then 'Submit'.  If you successfully complete the change, the new SAIL address will be displayed within the Annual Return, plus any records held at the SAIL address.  A Form AD02 will be created for a change to the SAIL address, while a form AD03 or AD04 will be created for any changes to the location of company records. 

The additional form types will only be created when you submit the Annual Return to Companies House.

To go back to the Annual Return, without making any changes, click the 'Cancel' button.

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7.  Annual Return - company officer

7.1 Who are the officers of the company?

The officers of the company are the appointed Secretary and Directors. A private limited company must have at least one director, a company secretary is optional. Public companies must have at least two directors and one secretary.

A Director is a person (or corporate entity) appointed by the company members to run the company on their behalf.  All companies must have at least one natural person (non-corporate entity) director that is at least 16 years of age.

A Secretary is a person (or corporate entity) appointed by the directors to be the chief administrator of the company.

7.2 What is a Corporate Entity?

A corporate entity is when a company rather than an individual is appointed as an officer of a company.

7.3 What is an appointment type?

The 'Appointment type' indicates whether the officer is a person or corporate.  If indicated as 'assumed' it means we have been unable to confirm the 'Appointment type' from information previously provided. 

An 'assumed Appointment type' will be confirmed once a change form is registered.  You will have the opportunity to select the 'Appointment type' during the process of completing a change form.

7.4 Are there new requirements for officer's information?

Yes.  If you are prompted to do so, you will be required to provide new information.

If the director is a person, the new details required are of 'Country/State of residence'.

If the director or secretary is corporate, you must provide new details dependent on whether the corporate entity is considered an 'EEA' or 'non-EEA' company (European Economic Area).

If the 'Appointment type' is assumed (see section 7.3) it may reference both types of new information requirements.  You will only be required to satisfy one of these, not both.  The new information required will be dependent on whether the appointment is a person or corporate.

For more information on the specific officer information requirements, please see the relevant section:

7.5 How do I change officer details?

From the company officer section, select the 'Change Details' button for the corresponding appointment.

Complete the update of details (including the date of the change) and select 'Submit'. If you successfully complete the change, the new details will be displayed within the Annual Return and the corresponding change form will be created when you submit your Annual Return to Companies House.

If the date of the change is later than the date of the Annual Return, a warning will be shown that the details will be filed separately to the Annual Return.

To go back to the Annual Return, without making any changes, click the 'Cancel' button.

If the Annual Return is dated before 01/10/2009, you will not be able to change the 'company officer' details - restrictions affecting Annual Return changes are covered in section 4.12.

If your Annual Return is dated on or after the 01/10/2009, but 'company officer' changes you wish to make have an 'event date' (e.g. date of change) before this date, these changes must be made outside of the Annual Return using 'old' Companies Act 1985 forms. 

Information on how to carry out these changes is covered in section 4.11.

7.6 How do I terminate (resign) an officer appointment?

From the company officer screen select the 'Terminate Appointment' button next to the appointments name.

Complete the resignation date and select 'Submit'. If you successfully complete the termination, the date of termination will be displayed within the Annual Return and the corresponding termination form will be created when you submit your Annual Return to Companies House. If the date of the resignation is later than the date of the Annual Return, a warning will be shown that the details will be filed separately to the Annual Return.

To go back to the Annual Return, without making any changes, select the 'Cancel' button.

If the Annual Return is dated before 01/10/2009, you will not be able to change the 'company officer' details - restrictions affecting Annual Return changes are covered in section 4.12.

If your Annual Return is dated on or after the 01/10/2009, but 'company officer' changes you wish to make have an 'event date' (e.g. resignation date) before this date, these changes must be made outside of the Annual Return using 'old' Companies Act 1985 forms.  Information on how to carry out these changes is covered in Section 4.11.

7.7 Can I appoint a Director or Secretary who isn't shown on the Annual Return?

If you have previously appointed the director or secretary to this company using either WebFiling or on a paper form, do not re-appoint the person when completing this part of the Annual Return.

If you have not previously appointed the director or secretary to this company, select the appropriate appointment form link at the bottom of the 'company officer' screen.

Complete the appointment form and related screens and select 'Submit'.

If you successfully complete the appointment the newly appointed company officer will be displayed within the Annual Return and the corresponding appointment form will be created when you submit your Annual Return to Companies House. If the date of the appointment is later than the date of the Annual Return, a warning will be shown that the details will be filed separately to the Annual Return.

To go back to the Annual Return, without making any changes, select the 'Cancel' button.

For more information on the specific officer information requirements, please see the relevant section:

If the Annual Return is dated before 01/10/2009, you will not be able to change the 'company officer' details - restrictions affecting Annual Return changes are covered in section 4.12.

If your Annual Return is dated on or after the 01/10/2009, but 'company officer' changes you wish to make have an 'event date' (e.g. appointment date) before this date, these changes must be made outside of the Annual Return using 'old' Companies Act 1985 forms.  Information on how to carry out these changes is covered in section 4.11.

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8. Annual Return - SIC (Standard Industrial Classification) Codes

8.1 What is an SIC code?

The SIC (Standard Industrial Classification) is the principal business activity of the company.

A company can have up to a maximum of four SIC codes displayed.

8.2 How many SIC codes can a company have?

A company must have a minimum of one SIC Code denoting its principal business activity, and a maximum of four.

On its first Annual Return an SIC Code will not be shown and the company is required to select one.

8.3 How can I change an incorrect SIC code?

If an incorrect code is displayed either: select the 'Add new code' button and choose an appropriate code from the drop down descriptions. Submit the code and return to the SIC Code screen and click on the Remove button next to the incorrect code, or if only one SIC code is displayed select the 'Change' button and choose the appropriate code from the drop down descriptions. Submit the code and return to the SIC Code screen. The new code will now be displayed.

8.4 Why hasn't my company got a SIC code?

On a company's first Annual Return an SIC code will not be shown, the company is required to select one.

8.5 How do I select a SIC code?

To select an SIC Code click the 'Add New code' button and choose an appropriate code from the drop down descriptions.   Submit the code and return to the SIC Code screen.

8.6 My SIC Code was obsolete from 1st January 2003, what do I need to do?

If your SIC Code is obsolete click on the 'Add New Code' button and choose an appropriate code from the drop down descriptions.

If there is only one code displayed select the 'Change' button and then choose an appropriate code from the drop down descriptions.

Submit the code and return to the SIC Code screen. Click on the 'Remove' button next to the code that you want to delete.

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9. Annual Return - Capital

9.1 What companies do not have any Capital?

Every limited company has at least 1 share. The only company types that do not have shares are 'Private Company Limited by Guarantee with no share capital', 'Private Company Limited by Guarantee exempt under section 60' and 'Private Unlimited company without share capital'.

9.2 How is my share capital displayed?

The company share capital is displayed within each currency.

Each currency shows the issued share capital divided into the share types and the total number of shares issued.

9.3 What is the currency?

The currency is that of the shares allotted e.g. sterling, Euros, etc.

9.4 What are the legacy currencies?

The legacy currencies are those in circulation before the Euro in Austria, Finland, Italy, Belgium, France, Luxembourg, Germany, Greece, The Netherlands, Spain, Ireland and Portugal.

9.5 How many currencies can I have my share capital in?

You can add as many different currencies as you wish, the same currency cannot be provided more than once.

9.6 How do I change my legacy currency?

For advice on changing a company's legacy currency, contact the Contact Centre on +44 (0)303 1234 500.

9.7 What is the class of share?

The class of share is the name attached to the share e.g. ordinary, preference, redeemable etc.

9.8 What share classes can I select?

You can provide a class of share, either by selecting the 'Change' button and choosing one from the list provided or by manually entering a class of share. The most common share classes are Ordinary, Preference, Deferred Ordinary, Deferred, redeemable Preference, A ordinary and B ordinary.

The class of share provided on the Annual Return must correspond on the 'Capital and shareholder' screen. If the 'class of share' does not correspond, you may be required to correct the information to proceed.

For example: The Capital screen displays 'ordinary A' class of share and the shareholder' screen displays 'ordinary'. This would be highlighted as a mismatch error because the class of share does not correspond.

9.9 What is the 'Amount paid up on each share'?

This is the value paid up on each share e.g. 1.00.  This amount should include the share premium. If no amount has been paid '0' should be entered.

9.10 What is the 'Amount unpaid up on each share'?

This is the value unpaid up on each share e.g. 1.00.  The amount should include the share premium.  If no amount has been paid '0' should be entered. 

9.11 Why can't I add multiple amount paid and unpaid details within a class of share?

This form is not currently able to capture multiple paid or unpaid amounts for the same class of share. 

This information can currently only be provided using the Software Filing service or by submitting the paper version of the form.

9.12 What is 'Number of shares'?

The number of shares is the total of individual shares e.g. 100

9.13 What is the 'Aggregate nominal value'?

The nominal value is the face value of the shares. It is also the minimum amount that must be paid for shares.

9.14 What is the 'Total aggregate value' of shares?

Within each currency this should be the number of shares multiplied by the nominal value of each share. 

9.15 What are the 'Prescribed particulars'?

(a) particulars of any voting rights, including rights that arise only in certain circumstances;
(b) particulars of any rights, as respects dividends, to participate in a distribution;
(c) particulars of any rights, as respects capital, to participate in a distribution (including on winding up); and
(d) whether the shares are to be redeemed or are liable to be redeemed at the option of the company or the shareholder and any terms or conditions relating to redemption of these shares.

9.16 How do I update my statement of capital?

To update or amend a statement of capital, select the 'Update/Amend' button make the necessary changes and 'Submit'. 

New details provided will be displayed in the refreshed screen.

9.17 How do I add details of a new share class to a currency?

To add details of a new share class select the 'Add share class to this currency' button, complete the mandatory details and select 'Submit'.

New details provided will be displayed in the refreshed screen.

9.18 How do I add details of a new currency and a new share class?

To add details of a new currency and share class select the 'Add new currency and share class' button, complete the mandatory details and select 'Submit'. 

The currency type can only be selected from the drop down list provided. Each currency type can only be selected once.

New details provided will be displayed in the refreshed screen.

9.19 Can I amend the capital information on this screen?

Yes, statement of capital and allotment details can be amended prior to submission. 

Amendments can be made by selecting the 'Update/Amend Capital' and the 'Amend allotment' buttons.

Information can be removed by selecting the 'Remove capital' button.

New details provided will be displayed in the refreshed screen.

9.20 What does the 'Remove capital' button do?

If selected 'Remove capital' will mark the associated capital as removed, the information will still be displayed but NOT submitted with the form. 

Information marked as removed can be restored to its original state by selecting the associated 'Undo last change' button.

You can add as many different currencies as you wish, the same currency cannot be provided more than once.

9.22 How do I update the company's share capital on the Annual Return?

To update the company's share capital from the Capital section, select the 'Update/Amend Capital' button.

All the fields must be completed.

Select 'Submit' and on the shared capital will be updated.

Changing the company's issued share capital on the Annual Return does not create any associated forms when you submit your Annual Return to Companies House.

9.23 What does the 'Undo last change' button do? 

The 'Undo last change' button allows you to undo the last change made in that section, this option will be available for selection until the information is either restored to its original state or removed if new.

9.24 I have been displayed a warning screen because I have increased my issued share capital. What do I need to do?

When the company's issued share capital is increased the warning screen is displayed to advise you may need to submit a 'Return of allotment of shares' form. The 'Return of allotment of shares' SH01 and 88(2) forms are available from the main menu.  SH01; if the shares were allotted on/after 1/10/09 an 88(2); if the shares were allotted before 1/10/09.

9.25 How do I add extra share classes on the Annual Return?

To add extra share classes on the Annual Return Share Capital screen select the 'Add share class to this currency' button.

All the fields must be completed.

The share class will be added to the Capital screen.

9.26 How do I add extra currencies on the Annual Return?

To add extra currencies on the Annual Return Capital screen select the 'Add new currency and class' button.

Select the currency and complete all required fields then select 'Submit'.

The extra currencies will be added to the Capital screen.

9.27 I have been displayed a warning screen because I have increased my issued share capital. What do I need to do?
When the company's issued share capital is increased the warning screen is displayed to advise you may need to submit a 'Return of allotment of shares' form. 
The 'Return of allotment of shares' - SH01 or 88(2) forms are available from the main menu.  SH01 -if the shares were allotted on/after 1/10/09 an 88(2) - if the shares were allotted before 1/10/09.

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10. Annual Return – shareholders

10.1 Is there a shareholder limit within the annual return?

Yes.  A maximum of 350 individual and joint shareholders can be provided on electronically submitted Annual Returns.

The issued share capital recorded in the Capital section of the Annual Return must match the shares held by shareholders shown in the shareholder section of the Annual Return. If they do not match, a warning will be displayed and you will be asked to correct the data before you submit your Annual Return.

Note: This validation is only applicable for companies required to provide the names of all its shareholders.

The class of share provided on the Annual Return must correspond on the 'Capital and shareholder' screen. If the 'class of share' does not correspond, you will be required to correct the information to proceed.

For example: The Capital screen displays 'ordinary A' class of share and the shareholder screen displays 'ordinary'. This would be highlighted as a mismatch error because the class of share does not correspond.

10.2 How do I change the class of shares held?

To change the class of shares held on the Annual Return shareholders screen select the 'Update' button, add the new class and the number of shares, select Submit.

The changes to the class of shares will now be shown on the shareholders screen.

10.3 How do I change the number of shares held?

To change the number of shares held on the Annual Return shareholders screen, select the 'Update' button, add the new class and the number of shares, select Submit.

The changes to the number of shares will now be shown on the shareholders screen.

10.4 How do I show that the shares held have been transferred from a shareholder?

To show that the shares held have been transferred, select the 'Transfer out' button. Complete the Number and the date of transfer, select Submit.

10.5 How do I show that the person/s displayed no longer has any shares?

The individual's shareholding will now be displayed as nil and the shareholder details will be removed from the register.

For joint shareholdings:

10.6 How do I change a shareholders address?

To change a shareholders address from the 'shareholders' section, select the 'Change shareholder Details' button and input the address changes.
Select 'Submit' and the new details will be displayed on the shareholders screen.
Note: The following companies must not provide shareholder addresses:
Private and Public companies; not traded on a regulated market with an Annual Return made-up-date on or after 1/10/08

10.7 How do I add details of a new shareholding / shareholder?

On the shareholders screen, select the 'Add / update other shareholders' button and complete the shareholders name, address (if applicable), share class, number of shares and the date they were purchased (acquisition date).

This includes any persons or corporate bodies who were shareholders of the company since the date of the annual return.

10.8 How do I add a new joint shareholding

On the shareholders screen select the 'Add new joint shareholder' button and provide details of the joint shareholders name and address (if applicable).

10.9 How do I remove a joint shareholder?

On the shareholders screen select the 'Remove shareholder' next to the individual's name.  'Removed' will be displayed alongside all removed shareholders.

10.10 How do I transfer a shareholder's shares?

On the shareholders screen select the 'Transfer out' button, enter the number of shares and date they were transferred and select Submit.

To allocate these shares to a current shareholder select the 'Update' button and increase the number of shares.

To allocate these shares to a new shareholder select the 'Add / update other shareholders' button and complete the shareholders name, address (if applicable), share class, number of shares and the date they were purchased (acquisition date).

10.11 I have wrongly added a joint shareholder to a shareholding. What do I do?

On the shareholders screen select the 'Remove shareholder' next to the individual's name.  'Removed' will be displayed alongside all removed shareholders.

The joint shareholder will then be removed.

10.12 How do I add details of shareholders who are not listed?

In shareholders section, select the 'Add / update other shareholders' button and complete the shareholders name, address (if applicable), share class, number of shares and the date they were purchased (acquisition date).

This includes any persons or corporate bodies who were shareholders of the company since the date of the annual return.

10.13 How do I add details of individuals who are no longer shareholders but were during the dates of this Annual Return?

In shareholders section, select the 'Add / update other shareholders' button and complete the shareholders name, address (if applicable), share class, number of shares and the date they were purchased (acquisition date).

This includes any persons or corporate bodies who were shareholders of the company since the date of the annual return.

10.14 What is the acquisition date?

The acquisition date is the date the shares were obtained by the shareholder.

10.15 There are no Shareholdings or shareholders displayed for the company?

If there are no details of shareholdings being displayed, this may be the company's first Annual Return, firstly select the 'Update' button and provide the details of the share class and number.

Then add the shareholders by clicking on the 'Add additional shareholders' link and provide the shareholders details.

10.16 Why has my paper filed Annual Return and SH01 not updated the capital & shareholders information on my Annual Return?

As from the 1st April 2006 all paper filed company information regarding capital & shareholders (e.g. return of allotment of shares and Annual Return) will be placed on our records, however the information will not be updated on future Annual Returns.

All electronically filed information regarding capital & shareholders will be placed on our records and will be updated within the electronic Annual Return on WebFiling.

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11. Confirmation (Submit) screen

11.1 What does the Submit screen show?

The 'Submit' screen provides details of all the changes made to the company data within the Annual Return session. Where applicable the form types they relate to are also displayed e.g. Change of Registered Office Address (ADO1) as the changes are shown as this form on the public record.

To amend any of the changes within the Annual Return prior to submission, select the relevant tab(s) to return to the section required.

Please note that applications to join or leave the PROOF scheme are not placed on the public record.

11.2 I can see I have made a mistake on my Annual Return. What do I do?

To amend any of the changes within the Annual Return prior to submission, select the relevant tab(s) to return to the section required.

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12. Contact Details and Authorisation

12.1 How will my email address be used?

We will use the email address to issue responses regarding your document filing.  You will receive an email confirm receipt of the filing within approximately 3 hours, with a further email confirming the document's acceptance or rejection within about 2 working days.

12.2 Can I change my email address?

The email address initially displayed is the one linked to your security code.  It can be changed on the Contact Details screen, but the new email address will only be used for communications relating to that particular document filing.

You can change the email address on a permanent basis via 'My Account Details', which can be accessed from the tool-bar on the main menu.

12.3 How will my Contact Details be used?

If you provide the additional contact details of Forename, Surname and Telephone Number, these can be used by our staff to contact you directly, should there be any issues with your filing.

You do not have to provide additional contact details, but if you do, all three fields (Forename, Surname, and Telephone Number) must be completed.

The additional contact details you give may be visible to searchers of the public record.

12.4 What does the 'position of the person authorising' mean?

It is the position of the person who is authorising the submission of the company information being filed.  The list provided contains positions of those persons who can authorise the submission of company information. 

The position does not necessarily have to be the person inputting the data within the WebFiling system, but rather the person who is authorising the submission on behalf of the company whose record is being updated – the person who would provide a signature on a paper equivalent of the form. 

You do not have to indicate the position of the person authorising.

12.5 Can the positions listed authorise all form types?

No. Most of the positions can file all form types, although the following exceptions apply.

A Liquidator can only authorise the filing of:

An Annual Return (AR01) filing cannot be authorised by:

A Return of allotment of shares (SH01) filing cannot be authorised by:

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13. Payment

13.1.1 Payment - How much does the system cost?
To submit your Annual Return document the fee is £15.  All other forms are free of charge, whether they are filed independently or in association with an Annual Return.

The only additional costs are your telephone charges whilst online. This cost will depend on the contract you have with your own Internet Service Provider (ISP).

13.1.2 What options do I have for paying?

Payment of the £15 Annual Return fee can be made online using a Credit or Debit Card, or by a previously agreed Online Filing Services Credit Account.

13.1.3 How do I pay to file my Annual Return form?

Within the Annual Return option when the Contact Details are completed the Payment screen is displayed.

To pay - select either the Credit / Debit Card or Account option.

Note: an account is required to be set up in advance. See Payment by Account section.

13.2 Payment by Credit or Debit Card

13.2.1 What is the submission number?

The submission number is a unique number linked to your data.

Make a note of this number and if you have not received an email confirming receipt within 3 hours ring the Companies House Contact Centre on +44 (0)303 1234 500.

13.2.2 How do I pay by Credit or Debit Card?

To pay by Credit or Debit Card, on the Payment screen select the 'Credit or Debit Card' option. Select the Submit button and the NetBanx screen will be displayed.

Complete your card details, email address, postcode, reference and 'Confirm'.

You will automatically return to the Companies House site where the Confirmation screen will be displayed.

13.2.3 What Credit or Debit Card are accepted?

Companies House accept the following Credit or Debit Card - Visa, MasterCard, Switch / Solo, Delta, American Express and Diners Card.

13.2.4 How do I know my Credit or Debit Card information will be safe?

Companies House uses NetBanx, a secure payment gateway, for collection of your card details.

All the information you supply on the Payment screen (including credit and debit card numbers) is encrypted.

The information is then taken off the internet and passed to the bank on a private link.

13.2.5 If my Credit or Debit Card is not accepted what do I do?

When your Credit or Debit Card is not accepted firstly check that the correct number has been input.  If possible try an alternative card.

132.6 Do I receive confirmation that the fee has been charged to my debit/credit Card?

When NetBanx have verified your debit/credit card details a Confirmation screen is displayed.

Companies House also display a Confirmation screen to show that the fee has been received.

Finally an email will be sent to you from NetBanx confirming the payment and amount.

13.2.7 Who are NetBanx?

NetBanx are a secure payment gateway, used by Companies House, for collection of your Credit or Debit Card details.

13.2.8 Do Companies House maintain the details of my credit/debit Card

Companies House do not maintain any of the card details.

They use NetBanx, a secure payment gateway, for collection of your card details.

All the information you supply on the Payment screen (including credit and debit card numbers) is encrypted.

The information is then taken off the internet and passed to the bank on a private link.

13.2.9 If my transaction was interrupted or failed during payment what do I do?

If your transaction was interrupted or failed during payment you will be sent an email from Companies House informing you that payment was not received.

Log back into WebFiling, to return to your Annual Return submission select to 'Continue with this Annual Return.  To cancel your Annual Return submission and return to the main menu select the 'Forget all changes' option.

13.2.10 What do I do if I have received an email from NetBanx to say my payment was successful, however I have received an email from Companies House to say that payment has not been received?

This can happen if your system navigation failed following payment or if you failed to return to the Companies House website following payment.

Telephone the Companies House Contact Centre on +44 (0)303 1234 500 and they will inform the Companies House Finance Section.

This can happen if your system navigation failed following payment or if you failed to return to the Companies House website following payment.

Telephone the Companies House Contact Centre on +44 (0)303 1234 500 and give them your submission number and card details to arrange payment of the Annual Return over the telephone.

You will then receive an email from Companies House confirming receipt of your data.

13.3 Payment by Account

13.3.1 What is a Companies House account?

A Companies House Online Filing Services account is a credit account, this must be set up in advance, it is available to presenters filing 10 or more annual returns a year.

13.3.2 How do I set up an account?

To set up a Companies House Account print off and complete the Online Filing Services Account Application Form and send it to the Finance Section Companies House Crown Way, Cardiff CF14 3UZ.

13.3.3 Are there any minimum requirements for an account?

Yes there are minimum requirements. An online filing service account is only available for presenters filing 10 or more Annual Returns a year.

13.3.4 What can the account be used for?

The account can only be used to pay for information presented on the Companies House WebFiling and Electronic Filing services.

13.3.5 I already have an account for Electronic Incorporations can I use the same account to pay for my Annual Returns?

An Electronic Filing Account can also be used for the payment of electronically filed Annual Returns.

On the Payment screen enter your allocated Presenter ID and Presenter Authentication Code.

13.3.6 How do I pay for my account?

To pay for your account Companies House will invoice you on a monthly basis.

13.3.7 How long will it take to set up an account?

When you have completed your Online Filing Services Account Application Form, send it to Companies House and allow 10 working days for your account to be set up.

You will then be sent your Presenter ID and Presenter Authentication Code which can be input into the Payment Details screen.

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14. event dates and what form to submit

14.1 New appointments and event dates

If the officer was appointed on or after 1/10/09:

If the officer was appointed before 1/10/09, submit:

14.2 Change of officer details and event dates

If the change occurred on or after 1/10/09:

If the change occurred before 1/10/09, submit:

14.3 Officer termination (resignation) and event dates

If the termination (resignation) occurred on or after 1/10/09:

If the termination (resignation) occurred before 1/10/09:

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15. Appointing a new officer

15.1 How do I appoint a new officer?

To appoint a new officer you should select the appropriate appointment form, dependent upon whether you are appointing a person or a corporate entity to the position of director or secretary.  There are four Companies Act 2006 forms to cover the different information requirements of each appointment type.

There are two Companies Act 1985 forms which are still available for appointments before 01/10/2009.  The appointment forms are listed below and the specific requirements of each are covered within the corresponding section number:

15.2 What is a director?

A Director is a person (or corporate entity) appointed by the company members to run the company on their behalf.  All companies must have at least one natural person (non-corporate entity) director that is at least 16 years of age.

15.3 What is a secretary?

A Secretary is a person (or corporate entity) appointed by the directors to be the chief administrator of the company.

15.4 What is a corporate entity?

A corporate entity is when a company rather than an individual is appointed as an officer of a company.

15.5 How do I know who the current company officer are?

The current officers of the company can be seen by selecting the 'View current appointments' link from any of the four appointment screens.

15.6 How does a new officer consent to act?

Appointment forms filed electronically must contain three items of personal information, chosen from seven, relating to the officer being appointed or, in the case of corporate appointments, the person authorising the appointment on behalf of the corporate entity. The three items of personal information represent the consent to act as an officer of the company and takes the place of a signature.

15.7 Can I still appoint an officer using a form 288a?

Yes.  You can still appoint a director or secretary using a form 288a, but only if the appointment date is before 01/10/2009. 

Two versions of form 288a are available, one for the appointment of a person and the other to appoint a corporate entity.  Both are available from the 'Old forms' tab on the main menu.

The following information will be relevant if you are submitting a form 288a:

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16. Appointment of director

The form AP01 'Appointment of director' should only be used to appoint a person to the position of company director.

16.1 What fields are mandatory on form AP01?

The mandatory fields needed to be completed within the director's general details are Date of appointment, Date of birth, First forename, Surname, Country/State of residence, Nationality, Business Occupation.

The mandatory fields needed to be completed within the director's service address and residential address details are Country, Building name/No, Address, Post Town - these address fields only need to be completed if the address is being provided in full.

16.2 What are Former Names?

You should only provide former names if they have been used in the course of business.

16.3 What is a service address?

The service address is a location where official documents and notices can be delivered (serviced) for the attention of the company officer. The address information provided will appear on the public record.  The address does not have to be a residential address, but if a residential address is provided within the address fields of the service address section, it will appear on the public record.

16.4 What is the usual residential address?

The director's residential address is the home address of the director.  The residential address information will not appear on the public record, so long as it is provided within the address fields of the residential address section. 

Companies House will only provide residential address information to specified Public Authorities and Credit Reference Agencies – if a disclosure exemption is in place, this information will not be provided to Credit Reference Agencies.

16.5 What is the 'Register of Directors'?

The 'Register of Directors' is maintained by the company and contains the details on each director (person and corporate) such as name, service address and general details (similar to the information provided to Companies House).  The director's residential address, which is specific to person appointments, is not held in the 'Register of Directors', it is held in the 'Register of Director Residential Addresses'.

The 'Register of Directors' must be kept available for public inspection.

16.6 What is the 'Register of Director Residential Addresses'?

This register contains the usual residential address of each director who is a person.  The 'Register of Director Residential Addresses' should not be revealed or made available to the public.  The company should only use the information within this register to communicate with the director and to update records held at Companies House.

16.7 What is the Service Address 'same as' option and its connection with the 'Register of Directors'?

The service address can be provided to Companies House as a full address or you can indicate it is the "same as the registered office".  The option provided should be based upon how the address is entered in the company's own 'Register of Directors'. 

The "same as" option benefits companies with directors whose service address is situated at the same location as the company's registered office.  By using a "same as" entry in their register, they do not need to change this entry should the Registered Office Address move location. 

If the "same as" option is used, the service address will be considered to be situated at the same location as that of the company's Registered Office Address, and will continue to be considered the "same as" until the service address is changed to a full address.

If the company's Registered Office Address is changed and the service address is "same as the registered office" at the time of the change, the service address will also be considered to have moved location with the Registered Office Address.

If the "same as the registered office" is provided to Companies House, a statement to this affect will appear on the public record.

16.8 What is the Residential Address 'same as' option and its connection with the 'Register of Director Residential Addresses'?

The director's residential address can be provided to Companies House as a full address or you can indicate it is the "same as the service address".  The option provided should be based upon how the address is entered in the company's own 'Register of Director Residential Addresses'.

If the "same as" option is used, the residential address will be considered to be situated at the same location as that of the service address, and will continue to be considered the "same as" until the residential address is changed to a full address.

If the service address is changed and the director's residential address is "same as the service address" at the time of the change, the director's residential address will also be considered to have moved location with the service address.

If the "same as the service address" option is provided to Companies House, this information will not appear on the public record.

The director's residential address cannot use the "same as service address" option if:

16.9 What is a disclosure exemption?

A director who is subject to (or in the process of applying for) a disclosure exemption, will not have their usual residential address information provided to Credit Reference Agencies.

If a director is subject to this disclosure exemption, they should indicate this on their appointment form.  No information regarding an individual's disclosure exemption will appear on the public record.

For an individual to be granted a disclosure exemption, a separate application must be made under Section 243 of the Companies Act 2006.

Any individuals who were subject to a confidentiality order under the Companies Act 1985 on 01/10/2009, will be treated the same as those with a disclosure exemption under s243.

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17. Appointment of corporate director

The form AP02 'Appointment of corporate director' should only be used to appoint a corporate body or firm (entity) to the position of company director.

17.1 What fields are mandatory on form AP02?

The mandatory fields needed to be completed are Date of appointment, Name of corporate body or firm, Country, Building name/No, Address, Post Town, Surname and Forename (of the person authorising).

Also, you must select whether the company is an EEA or non-EEA (European Economic Area) company and provide details accordingly.  If the company is considered to be:

- EEA company ; provide details of 'Place where file is kept' and 'Registration Number'.
- non-EEA company; provide details of 'legal form' and 'governing law'

17.2 What is the European Economic Area?

It is an economic area encompassing European Union (EU) members and many of its regulations, including company law.

The countries currently comprising the European Economic Area (EEA) are:

Austria, Belgium, Bulgaria, Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Ireland, Italy, Latvia, Liechtenstein, Lithuania, Luxembourg, Malta, Netherlands, Norway, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden, United Kingdom.

17.3 What is an EEA company (European Economic Area)?

An EEA company is one to which the First Company Law Directive (68/151/EEC) applies.  For EEA companies, you are required to give details of the register where the company file is kept (including the relevant state), plus the register (central register, commercial register, company register) as mentioned in Article 3 of the Directive.

An EEA company is not determined by whether it is geographically situated within one of the countries comprising the EEA.

17.4 What is a non-EEA company (European Economic Area)?

A non-EEA company is one to which the First Company Law Directive (68/151/EEC) does not apply.

A non-EEA company is either a body corporate or firm that is a legal person under its governing law, such as a UK Limited Liability Partnership, Scottish Limited Partnership, United States LLC etc.

An EEA company is not determined by whether it is not geographically situated within one of the countries comprising the EEA.

17.5 Who is the Person Authorising?

The 'Person Authorising' is an individual who is an authorised signatory of the corporate body being appointed (e.g. director).  An authorising name must be provided as all appointments require a 'Consent to Act', including the appointment of a corporate body. 

The individual who is the 'Person Authorising' should also be the one whose personal information is used within the 'Consent to Act' screen – see section 15.6.

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18. Appointment of secretary

The form AP03 'Appointment of secretary' should only be used to appoint a person to the position of company secretary.

18.1 What fields are mandatory on form AP03?  

The mandatory fields needed to be completed within the secretary's general details are Date of appointment, First forename and Surname.

The mandatory fields needed to be completed within the secretary's service address are Country, Building name/No, Address, Post Town - these address fields only need to be completed if the address is being provided in full.

18.2 What are Former Names?

You should only provide former names if they have been used in the course of business.

18.3 What is a service address?

The service address is a location where official documents and notices can be delivered (serviced) for the attention of the company officer. The address information provided will appear on the public record.  The address does not have to be a residential address, but if a residential address is provided within the address fields of the service address section, it will appear on the public record.

18.4 What is the 'Register of Secretaries'?

The 'Register of Secretaries' is maintained by the company and contains the details on each secretary (person and corporate) such as name and service address (similar to the information provided to Companies House).

The 'Register of Secretaries' must be kept available for public inspection.

18.5 What is the Service Address 'same as' option and its connection with the 'Register of Secretaries'?

The Service Address can be provided to Companies House as a full address or you can indicate it is the "same as the registered office".  The option provided should be based upon how the address is entered in the company's own 'Register of Secretaries'.

The "same as" option benefits companies with secretaries whose service address is situated at the same location as the company's registered office.  By using a "same as" entry in their register, they do not need to change this entry should the Registered Office Address move location.

If the "same as" option is used, the service address will be considered to be situated at the same location as that of the company's Registered Office Address, and will continue to be considered the "same as" until the service address is changed to a full address.

If the company's Registered Office Address is changed and the service address is "same as the registered office" at the time of the change, the service address will also be considered to have moved location with the Registered Office Address.

If the "same as the registered office" is provided to Companies House, a statement to this affect will appear on the public record.

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19. Appointment of a corporate secretary

The form AP04 'Appointment of corporate secretary' should only be used to appoint a corporate body or firm (entity) to the position of company secretary.

19.1 What fields are mandatory on form AP04?

The mandatory fields needed to be completed are Date of appointment, Name of corporate body or firm, Country, Building name/No, Address, Post Town, Surname and Forename (of the person authorising).

Also, you must select whether the company is an EEA or non-EEA (European Economic Area) company and provide details accordingly.  If the company is considered to be:

- EEA company; provide details of 'Place where file is kept' and 'Registration Number'.
- non-EEA company; provide details of 'legal form' and 'governing law'

19.2 What is the European Economic Area?

It is an economic area encompassing European Union (EU) members and many of its regulations, including company law.

The countries currently comprising the European Economic Area (EEA) are:

Austria, Belgium, Bulgaria, Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Ireland, Italy, Latvia, Liechtenstein, Lithuania, Luxembourg, Malta, Netherlands, Norway, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden, United Kingdom.

19.3 What is an EEA company (European Economic Area)?

An EEA company is one to which the First Company Law Directive (68/151/EEC) applies.  For EEA companies, you are required to give details of the register where the company file is kept (including the relevant state), plus the register (central register, commercial register, company register) as mentioned in Article 3 of the Directive.

An EEA company is not determined by whether it is geographically situated within one of the countries comprising the EEA.

19.4 What is a non-EEA company (European Economic Area)?

A non-EEA company is one to which the First Company Law Directive (68/151/EEC) does not apply.

A non-EEA company is either a body corporate or firm that is a legal person under its governing law, such as a UK Limited Liability Partnership, Scottish Limited Partnership, United States LLC etc.

An EEA company is not determined by whether it is not geographically situated within one of the countries comprising the EEA.

19.5 Who is the Person Authorising?

The 'Person Authorising' is an individual who is an authorised signatory of the corporate body being appointed (e.g. director).  An authorising name must be provided as all appointments require a 'Consent to Act', including the appointment of a corporate body. 

The individual who is the 'Person Authorising' should also be the one whose personal information is used within the 'Consent to Act' screen – see section 15.6.

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20. Changing company officer details

20.1 How do I change the details of an existing company officer?

To change the details of an existing company officer you should select the appropriate form from the menu. There are four Companies Act 2006 forms to cover the different information requirements of each appointment type.

There is one Companies Act 1985 form which is still available for changes before 01/10/2009.

The change forms are listed below and the specific requirements of each are covered within the corresponding section number:

Once you have selected a form, a list of the existing officers will be displayed.  You should click the 'CHANGE DETAILS' button alongside the company officer you wish to change the details of.

Once presented with the change form it will be populated with the existing company officer details.  You can delete or overtype these details as is necessary.

NOTE: the change form should not be used to appoint new officers.

20.2 Why do I need to confirm the appointment type?

You may be asked to confirm the appointment type as a person or a corporate body during the process of changing company officer details.  This screen will only be displayed if the appointment type of the officer has not been confirmed previously.

It is necessary for you to confirm the appointment type so that you can be directed to the appropriate change form.  The appointment type will be confirmed on our records (as either person or corporate) once the change form is registered.

20.3 Can I still change officer details using a form 288c?

Yes. You can still change the details of a director or secretary (person or corporate) using a form 288c, but you should only use the form 288c if the date of change is before 01/10/2009.

Form 288c is available from a list of Companies Act 1985 forms accessed via the 'Old forms' tab on the main menu.

The following information will be relevant if you are submitting a form 288c:

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21. Change of director's details

21.1 How do I change Service Address details?

You will be provided with the current service address details and these can be changed by selecting the "same as" button or supplying new address details.  To supply new address details select the corresponding button and the address fields will be enabled.

21.2 What is a Service Address?

The service address is a location where official documents and notices can be delivered (serviced) for the attention of the company officer. The address information provided will appear on the public record.  The address does not have to be a residential address, but if a residential address is provided within the address fields of the service address section, it will appear on the public record.

21.3 How do I change residential address details?

The residential address details and can be changed by selecting the "same as" button or supplying new address details.  To supply new address details select the corresponding button and the address fields will be displayed.  The current residential address details are not displayed - for reasons of privacy the director's residential address details are not available to the public.

21.4 What is the usual residential address?

The director's residential address is the home address of the director.  The residential address information will not appear on the public record, so long as it is provided within the address fields of the residential address section. 

Companies House will only provide residential address information to specified Public Authorities and Credit Reference Agencies – if a disclosure exemption is in place, this information will not be provided to Credit Reference Agencies.

21.5 What is the 'Register of Directors'?

The 'Register of Directors' is maintained by the company and contains the details on each director (person and corporate) such as name, service address and general details (similar to the information provided to Companies House).  The director's residential address, which is specific to person appointments, is not held in the 'Register of Directors', it is held in the 'Register of Director Residential Addresses'.

The 'Register of Directors' must be kept available for public inspection.

21.6 What is the 'Register of Director Residential Addresses'?

This register contains the usual residential address of each director who is a person.  The 'Register of Director Residential Addresses' should not be revealed or made available to the public.  The company should only use the information within this register to communicate with the director and to update records held at Companies House.

21.7 What is the Service Address 'same as' option and its connection with the 'Register of Directors'?

The service address can be provided to Companies House as a full address or you can indicate it is the "same as the registered office".  The option provided should be based upon how the address is entered in the company's own 'Register of Directors'. 

The "same as" option benefits companies with directors whose service address is situated at the same location as the company's registered office.  By using a "same as" entry in their register, they do not need to change this entry should the Registered Office Address move location. 

If the "same as" option is used, the service address will be considered to be situated at the same location as that of the company's Registered Office Address, and will continue to be considered the "same as" until the service address is changed to a full address.

If the company's Registered Office Address is changed and the service address is "same as the registered office" at the time of the change, the service address will also be considered to have moved location with the Registered Office Address.

If the "same as the registered office" is provided to Companies House, a statement to this affect will appear on the public record.

If you make changes to the details of the service address, these may affect how the director's residential address is recorded within the company's own 'Register of Director Residential Addresses' – especially if a "same as" option is in place. If there are no changes affecting the 'Register of directors' residential addresses' you will be prompted to confirm this at the point of submission.

21.8 What is the Residential Address 'same as' option and its connection with the 'Register of Director Residential Addresses'?

The director's residential address can be provided to Companies House as a full address or you can indicate it is the "same as the service address".  The option provided should be based upon how the address is entered in the company's own 'Register of Director Residential Addresses'.

If the "same as" option is used, the residential address will be considered to be situated at the same location as that of the service address, and will continue to be considered the "same as" until the residential address is changed to a full address.

If the service address is changed and the director's residential address is "same as the service address" at the time of the change, the director's residential address will also be considered to have moved location with the service address.

If the "same as the service address" option is provided to Companies House, this information will not appear on the public record.

The director's residential address cannot use the "same as service address" option if:

21.9 What is a disclosure exemption?

A director who is subject to (or in the process of applying for) a disclosure exemption, will not have their usual residential address information provided to Credit Reference Agencies.

If the director is subject to a disclosure exemption, a statement to this affect will be displayed on screen.  No information regarding an individual's disclosure exemption will appear on the public record.

If the director is not subject to a disclosure exemption, a checkbox option will be provided for the individual to notify they are in the process of applying for an exemption.

For an individual to be granted a disclosure exemption, a separate application must be made under Section 243 of the Companies Act 2006.

Any individuals who were subject to a confidentiality order under the Companies Act 1985 on 01/10/2009, will be treated the same as those with a disclosure exemption under s243.

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22. Change of corporate director's details

22.1 How do I change the EEA / non-EEA details?

You must select the button relating to whether the company is an EEA or non-EEA (European Economic Area) company and provide details or overtype details accordingly.  If the company is considered to be:

22.2 What is the European Economic Area?

It is an economic area encompassing European Union (EU) members and many of its regulations, including company law.

The countries currently comprising the European Economic Area (EEA) are:

Austria, Belgium, Bulgaria, Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Ireland, Italy, Latvia, Liechtenstein, Lithuania, Luxembourg, Malta, Netherlands, Norway, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden, United Kingdom.

22.3 What is an EEA company (European Economic Area)?

An EEA company is one to which the First Company Law Directive (68/151/EEC) applies.  For EEA companies, you are required to give details of the register where the company file is kept (including the relevant state), plus the register (central register, commercial register, company register) as mentioned in Article 3 of the Directive.

An EEA company is not determined by whether it is geographically situated within one of the countries comprising the EEA.

22.4 What is a non-EEA company (European Economic Area)?

A non-EEA company is one to which the First Company Law Directive (68/151/EEC) does not apply.

A non-EEA company is either a body corporate or firm that is a legal person under its governing law, such as a UK Limited Liability Partnership, Scottish Limited Partnership, United States LLC etc.

An EEA company is not determined by whether it is not geographically situated within one of the countries comprising the EEA.

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23. Change of secretary's details

23.1 How do I change service address details?

You will be provided with the current service address details and these can be changed by selecting the "same as" button or supplying new address details.  To supply new address details select the corresponding button and the address fields will be enabled.

23.2 What is a service address?

The service address is a location where official documents and notices can be delivered (serviced) for the attention of the company officer. The address information provided will appear on the public record.  The address does not have to be a residential address, but if a residential address is provided within the address fields of the service address section, it will appear on the public record.

23.3 What is the 'Register of Secretaries'?

The 'Register of Secretaries' is maintained by the company and contains the details on each secretary (person and corporate) such as name and service address (similar to the information provided to Companies House).

The 'Register of Secretaries' must be kept available for public inspection.

23.4 What is the Service Address 'same as' option and its connection with the 'Register of Secretaries'?

The service address can be provided to Companies House as a full address or you can indicate it is the "same as the registered office".  The option provided should be based upon how the address is entered in the company's own 'Register of Secretaries'.

The "same as" option benefits companies with secretaries whose service address is situated at the same location as the company's registered office.  By using a "same as" entry in their register, they do not need to change this entry should the Registered Office Address move location.

If the "same as" option is used, the service address will be considered to be situated at the same location as that of the company's Registered Office Address, and will continue to be considered the "same as" until the service address is changed to a full address.

If the company's Registered Office Address is changed and the service address is "same as the registered office" at the time of the change, the service address will also be considered to have moved location with the Registered Office Address.

If the "same as the registered office" is provided to Companies House, a statement to this affect will appear on the public record.

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24. Change of corporate secretary's details

24.1 How do I change the EEA / non-EEA details?

You must select the button relating to whether the company is an EEA or non-EEA (European Economic Area) company and provide details or overtype details accordingly.  If the company is considered to be:

24.2 What is the European Economic Area?

It is an economic area encompassing European Union (EU) members and many of its regulations, including company law.

The countries currently comprising the European Economic Area (EEA) are:

Austria, Belgium, Bulgaria, Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Ireland, Italy, Latvia, Liechtenstein, Lithuania, Luxembourg, Malta, Netherlands, Norway, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden, United Kingdom.

24.3 What is an EEA company (European Economic Area)?

An EEA company is one to which the First Company Law Directive (68/151/EEC) applies.  For EEA companies, you are required to give details of the register where the company file is kept (including the relevant state), plus the register (central register, commercial register, company register) as mentioned in Article 3 of the Directive.

An EEA company is not determined by whether it is geographically situated within one of the countries comprising the EEA.

24.4 What is a non-EEA company (European Economic Area)?

A non-EEA company is one to which the First Company Law Directive (68/151/EEC) does not apply.

A non-EEA company is either a body corporate or firm that is a legal person under its governing law, such as a UK Limited Liability Partnership, Scottish Limited Partnership, United States LLC etc.

An EEA company is not determined by whether it is not geographically situated within one of the countries comprising the EEA.

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25. Terminating the appointment of an existing company officer

25.1 How do I terminate (resign) an appointment?

To terminate (resign) the appointment if an existing company officer you should select the appropriate form, dependent upon whether you are terminating the appointment of a director or secretary.  There are two Companies Act 2006 forms, applicable to either a director or secretary appointment type.

There is one Companies Act 1985 form which is still available for resignations before 01/10/2009.

The termination forms are listed below and the specific requirements of each are covered within the corresponding section number:

(288b) Terminating appointment as director or secretary – for resignation date before 01/10/2009 - form 288b is covered in section 25.4

Once you have selected a form, a list of the existing officers will be displayed.  You should click the 'TERMINATE APPOINTMENT' button alongside the company officer you wish to resign.

25.2 Termination of appointment of director

You will be directed to form TM01 if you have selected to terminate the appointment of a company director from the list of current company officer.

The resignation date entered should meet the following criteria:

25.3 Termination of appointment of secretary

You will be directed to form TM02 if you have selected to terminate the appointment of a company secretary from the list of current company officer.

The resignation date entered should meet the following criteria:

25.4 Can I still resign an officer using a form 288b?

Yes.  You can still resign a director or secretary (person or corporate) using a form 288b, but you should only use form 288b if the date of resignation is before 01/10/2009.

You will be directed to form 288b once you have selected the appointment to be terminated from the list of current company officer.

The resignation date entered should meet the following criteria:

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26. Change of Registered Office Address

26.1 What is the Registered Office Address?

The Registered Office Address is the 'home' of the company.  The address must be a physical location for the delivery and inspection of documents.  It cannot be a PO Box number (unless contained within a full address), a DX or LP number.

The address must be located in the same area of the UK in which your company is registered:

26.2 How do I change my Registered Office Address?

To change your Registered Office Address you should select the form ADO1 'Change of Registered Office Address'.

Once selected, you will be presented with a screen which displays the current Registered Office Address and blank address fields to enter new details.  Once you have entered the new details, click the 'SUBMIT' button to file the change at Companies House.

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27. Single alternative inspection location (SAIL) and Company records

27.1 What is a SAIL address?

The SAIL (Single alternative inspection location) is an alternative location address to the company's Registered Office, where company records can be kept and made available for inspection.  The company can only have one alternative location (SAIL address) at any given time.

The company does not have to have a SAIL address and if one is not registered it will be assumed that all company records are located at the company's Registered Office Address.

The company may keep company records at both the SAIL and the Registered Office Address, or choose to keep all company records at the SAIL address.

The location of the SAIL address must be in the same part of the UK as the registered office (e.g. a company registered in England and Wales can have a SAIL address located in England or Wales, but not in Scotland or Northern Ireland).

The SAIL address only needs to be included within the Annual Return if records are kept at the SAIL address.

You can update your SAIL address by filing a form AD02 'Notification of Single alternative inspection location'.

27.2 What company records do I need to make available for inspection?

A company, depending on its company type, may have some or all of the following records:

A company may keep some or all of its company records at either its SAIL (Single alternative inspection location) or Registered Office Address.  A company record is not permitted to be kept in both locations at any given time.

The company must provide details of company records kept at the SAIL address within the Annual Return.  The company does not have to provide details of company records kept at the Registered Office Address within the Annual Return.

You can provide notification of company records kept at the SAIL address by filing a form AD03 'Change of location of company records to the Single alternative inspection location (SAIL)'.

You can provide notification of company records kept at the registered office by filing a form AD04 'Change of location of company records to the registered office'.

27.3 What does the SAIL screen allow me to do?

The SAIL screen is a 'composite' screen which will be displayed once you have selected one of the three available SAIL transactions (i.e. AD02, AD03 or AD04).

The 'composite' SAIL screen is made up of sections which allow you to change or update the SAIL address and notify the movement of company records to or from the SAIL address.

Depending on which SAIL transaction is completed, the relevant SAIL form will be submitted:

27.4 How do I change or update my SAIL address?

To change or update your SAIL address, you should select the form AD02 'Notification of Single alternative inspection location'.

Once selected, you will be presented with a 'composite' screen which includes a section where you can update the SAIL address.

If a SAIL address is currently registered it will be displayed at the top of the page and within the appropriate address fields.  To update the SAIL address you should enter or overtype the address details.

27.5 Where can a SAIL address be situated?

The SAIL address must be physical location for the inspection of documents and must be situated in the same area of the UK in which the company is registered (e.g. if the company is registered in England and Wales, the SAIL address must be located in England or Wales).

27.6 How do I move records to my SAIL address?

To move the location of company records to the SAIL address, you should select the form AD03 'Change of location of company records to the Single alternative inspection location (SAIL)'.

Once selected you will be presented with a 'composite' screen which includes a section where you can select which company records you wish to move to the SAIL address.

You move the records to the SAIL address by selecting the checkbox adjacent to the required company record(s).  Notification of the movement of the record(s) will only be made once you click 'SUBMIT'.

A SAIL address must be registered (via form AD02) before, or with a notification of company records that are kept at the SAIL address (via form AD03); both transactions can be done from within the same 'composite' SAIL screen.

27.7 How do I move records from my SAIL address to my registered office?

To move the location of company records from the SAIL address the company's registered office, you should select the form AD04 'Change of location of company records to the registered office'.

Once selected you will be presented with a 'composite' screen which includes a section where you can select which company records you wish to move from the SAIL address to the company's registered office.

You are only permitted to move company records to the registered office if they have been previously kept at the SAIL address.

Only records which are currently kept at the SAIL address will have their checkbox already selected, as a result of a notification being previously registered by the company.

You move the records from the SAIL address to the registered office by unselecting the checkbox adjacent to the required company record(s).  If a company record(s) is not already selected you will not be able to move them to the registered office, as they are not currently held at the SAIL address.  Notification of the movement of the record(s) will only be made once you click 'SUBMIT'.

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28. Return of allotment of shares

28.1 Can I still allot share using the form 88(2)?

Yes. You can still submit the form 88(2); excluding non-cash, but only for shares allotted before 01/10/2009.

28.2 What is the form SH01?

The form SH01 is submitted to notify Companies House of new shares allotted.  This form can only be submitted for shares allotted on or after 1/10/09.

28.3 How is my share capital displayed?

The company share capital is displayed within each currency.

Each currency shows the issued share capital divided into the share types and the total number of shares issued.

28.4 Can I make changes to statements of capital?

Yes.  Existing statements of capital can be updated to reflect the company's latest statement of capital.  At least one allotment must be provided to submit the SH01 form as the form to notify details of new shares allotted.

28.5 What are the dates allotted?

This is the date of when the company agreed to allocate shares.

28.6 Are the allotted dates mandatory?

The date when the shares were 'allotted from' is mandatory, however the dates the shares were 'allotted to' is optional.

28.7 How do I provide details of new shares allotted?

To provide new allotment details select the 'Add allotment' button for the relevant class of share and provide all the mandatory information.  For zero values enter 0. 

This form can only be submitted for shares allotted on or after 1/10/09.  Shares allotted before 1/10/09 must be submitted using the 88(2) form.

28.8 What is the currency?

The currency is that of the shares allotted e.g. sterling, Euros, etc.

28.9 What are the legacy currencies?

The legacy currencies are those in circulation before the Euro in Austria, Finland, Italy, Belgium, France, Luxembourg, Germany, Greece, The Netherlands, Spain, Ireland and Portugal.

28.10 How many currencies can I have my share capital in?

You can add as many different currencies as you wish, the same currency cannot be provided more than once.

28.11 What is the class of share?

The class of share is the name attached to the share e.g. ordinary, preference, redeemable etc.

28.12 What share classes can I select?

You can provide a class of share, either by selecting the 'Change' button and choosing one from the list provided or by manually entering a class of share.  The most common share classes are Ordinary, Preference, Deferred ordinary, Deferred, Redeemable Preference, A ordinary and B ordinary.

28.13 What is the 'Amount paid up on each share'?

This is the value paid up on each share e.g. 1.00.  This amount should include the share premium. If no amount has been paid '0' should be entered.

28.14 What is the 'Amount unpaid up on each share'?

This is the value unpaid up on each share e.g. 1.00.  The amount should include the share premium.  If no amount has been paid '0' should be entered. 

28.15 Why can't I add multiple amount paid and unpaid details within a class of share?

This form is not currently able to capture multiple paid or unpaid amounts for the same class of share. 

This information can currently only be provided using the Software Filing service or by submitting the paper version of the form.

28.16 What is 'Number of shares'?

The number of shares is the total of individual shares e.g. 100.

28.17 What is the 'Aggregate nominal value'?

The nominal value is the face value of the shares. It is also the minimum amount that must be paid for shares.

28.18 What is the 'Total aggregate value' of shares?

Within each currency this should be the number of shares multiplied by the nominal value of each share. 

28.19 What are the 'Prescribed particulars'?

(a) particulars of any voting rights, including rights that arise only in certain circumstances;
(b) particulars of any rights, as respects dividends, to participate in a distribution;
(c) particulars of any rights, as respects capital, to participate in a distribution (including on winding up); and
(d) whether the shares are to be redeemed or are liable to be redeemed at the option of the company or the shareholder and any terms or conditions relating to redemption of these shares.

28.20 How do I update my statement of capital?

To update or amend a statement of capital, select the 'Update/Amend' button make the necessary changes and 'Submit'. 

New details provided will be displayed in the refreshed SH01 screen.

28.21 How do I add details of a new share class to a currency?

To add details of a new share class select the 'Add share class to this currency' button, complete the mandatory details and select 'Submit'.

New details provided will be displayed in the refreshed SH01 screen.

28.22 How do I add details of a new currency and a new share class?

To add details of a new currency and share class select the 'Add new currency and share class' button, complete the mandatory details and select 'Submit'. 

The currency type can only be selected from the drop down list provided. Each currency type can only be selected once.

New details provided will be displayed in the refreshed SH01 screen.

28.23 Can I amend the capital information on this screen?

Yes, statement of capital and allotment details can be amended prior to submission. 

Amendments can be made by selecting the 'Update/Amend Capital' and the 'Amend allotment' buttons.

Information can be removed by selecting the 'Remove capital' and 'Remove allotment' buttons.

New details provided will be displayed in the refreshed SH01 screen.

28.24 What does the 'Remove capital' button do?

If selected 'Remove capital' will mark the associated capital as removed, the information will still be displayed but NOT submitted with the form. 

Information marked as removed can be restored to its original state by selecting the associated 'Undo last change' button.

If Capital is removed any associated allotments will also be removed.

28.25 What does the 'Remove allotment' button do?

If selected 'Remove allotment' will mark the associated allotment as removed, the information will still be displayed but NOT submitted with the form. 

Information marked as removed can be restored to its original state by selecting the associated 'Undo last change' button.

28.26 What does the 'Undo last change' button do? 

The 'Undo last change' button allows you to undo the last change made in that section, this option will be available for selection until the information is either restored to its original state or removed if new.

28.27 I have been displayed a warning screen because I have increased my issued share capital. What do I need to do?

When the company's issued share capital is increased the warning screen is displayed to advise you may need to submit a 'Return of allotment of shares' form. 

The 'Return of allotment of shares' SH01 and 88(2) forms are available from the main menu.  SH01; if the shares were allotted on/after 1/10/09 an 88(2); if the shares were allotted before 1/10/09.

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29. Change of accounting reference date

29.1 What is an Accounting Reference Date?

The Accounting Reference Date is the company's financial year-end. It also determines when the accounts are due for delivery to Companies House.

29.2 What is a form AA01?

You must complete a form AA01 if you wish to change your Accounting Reference Date.

29.3 Do I have to change my Accounting Reference Date?

You do not have to change your Accounting Reference Date unless you need to prepare accounts to a different date to the one you already have.

29.4 How long can I extend my Accounting Reference Period for?

You can extend to a maximum period of 18 months. e.g.
Previous Period: 30/05/2008
Day after 31/05/2008 (beginning of new period)
Current Period 30/05/2009
Cannot extend 30/05/2009 to a date greater than 30/11/2009

For first accounts you can only extend the period for 18 months from the date of incorporation. e.g.
Date of Incorporation: 10/09/2007
Period given: 30/09/2008
Cannot extend to a date greater than 09/03/2009

29.5 What is the minimum period I can shorten to?

You can shorten the period to any length of time, as there is no minimum period that you can file accounts to.

29.6 What is my current Accounting period?

This is the date your current year's accounts will end on. This date is displayed on the company details screen on the Web Check service.

29.7 What is an immediately previous accounting period?

The immediately previous accounting period is the made up date of last year's accounts.

29.8 I have already shortened my Accounting Reference Date, can I shorten it again?

Yes, you can shorten your Accounting Reference Date as many times as you like.

29.9 I have extended my Accounting Reference Date last year. Can I extend it again?

You can only extend your Accounting Reference Date once in five years, unless you qualify for one of the following exemptions:

29.10 Does the form AA01 have a filing deadline?

Yes. A form AA01 must be filed by the same filing deadline as that of the accounting period you wish to change.

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30. Company Accounts

30.1 Which type of accounts can I file?

Using the WebFiling service you can file Dormant Company Accounts (DCA) accounts, and audit exempt abbreviated accounts. These accounts should be an exact copy of the accounts already approved and signed on behalf of the company's board of directors.

30.2 When can I file them (i.e. service availability)?

The WebFiling service is available 24 hours a day, 7 days a week.  The service will only be unavailable for essential maintenance at scheduled times – these times will be advertised on the Companies House website.

30.3 Where can I find more information on accounts?

More in-depth information on annual accounts is included within the guidance named 'Life of a Company – Part 1 Annual Requirements – GP2', which is available on the Companies House website.

30.4 How can I file my accounts?

Firstly, you are obliged to prepare accounts, get them approved by the board of directors and signed on behalf of the board by a director of the company.

Register for the WebFiling Service:

From the Menu screen choose Dormant Company Accounts (DCA) or audit exempt abbreviated accounts.

Ensure that your company meets the criteria provided to submit these accounts
Download the Adobe Acrobat reader.

From the template screen click to continue to download your accounts template
The template will be downloaded to your PC.

Complete the template, save and upload the accounts to Companies House.

You will receive an email to confirm that Companies House have received the accounts.

30.5 Do I need any software to download the accounts templates?

Yes. You will need Adobe Reader version 7.0.9 or later (click here for further version information), which is available to download from the Adobe website; this version can be run in conjunction with the latest version (a link is provided from the accounts screens)

Note: You should use the latest version of Adobe Reader which is compatible with your operating system.

30.6 The minimum system requirements to use this version of Adobe are as follows:

Windows:

Macintosh:

30.7 What are the templates?

The Dormant Company Accounts (DCA) and Audit Exempt Abbreviated accounts templates are 'intelligent forms' that can be downloaded to your PC. The user can save it and return to it any number of times before submitting the accounts data online to Companies House. The templates feature in-built checks to help you avoid calculation errors or omissions.

30.8 Why can't I send you a PDF attachment?

We cannot accept PDF attachments because they do not comply with the directions set out in Registrar's Rules, which determine the form, manner and authentication of documents.  These rules are made in accordance with requirements for proper delivery of documents set-out in the Companies Act 2006.

If you do submit your accounts as a PDF or Word document attached to an email, we will print them, reject them on our computer systems and return them to you.

30.9 Can I use the same authentication code as my annual return?

Yes. Once an authentication code has been obtained, then that code can be used to file any document using either the Web Filing service or an approved software package.

30.10 I submitted my accounts on paper and they were rejected, can I resubmit electronically (& vice-versa)?

Provided the accounts haven't been accepted, a company can reverse the decision if they have been filed on paper or electronically (i.e. if submitted on paper and rejected, they can then resubmit electronically, and vice versa).

30.11 How do I sign my document?

The company authentication code will act as the signature on the document. An electronic document cannot be physically signed, so the requirement for a director to sign the accounts on behalf of the board is satisfied by sending the company authentication code to Companies House.

30.12 Do I have to keep a paper copy?

Yes, copies of all company documentation must be kept for a minimum of 10 years.

30.13 Can I print a paper copy of my accounts?

When you have completed your accounts template you can then use the print button on the form to print a final copy for your records. After this final printed copy of the accounts has been approved and signed on behalf of the board, the 'submit' button can be pressed to electronically send the accounts to Companies House.

30.14 Why do I have to download a template, I'd rather it be onscreen?

Given the complexity of accounts, it was felt that to complete them on-line would take too long, and may require more than one person to complete different parts. Using the template allows the user to save the document locally, and complete within they're own time. Once completed a print of the finalised accounts can be kept for reference purposes.

30.15 My computer does not meet the minimum requirements for the adobe Reader. How can I file my accounts electronically?

You are unable at present to file your accounts electronically using WebFiling. You can use commercially available software that has been approved by CH to submit your accounts electronically. If you do not have access to this software then you have to file on paper.

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31. Confirmation that submitted information has been received, accepted or rejected

31.1 How will I know if Companies House has received my data?

Companies House will send you an email within 3 hours to confirm receipt of your data. This does not mean that your data has been accepted.

If you do not receive an email call our Contact Centre on +44 (0)303 1234 500.

31.2 How many days does it take to processS my data?

When you have received an email confirming receipt, it will then take 2 working days to process your data.

31.3 How will I know if the data I submitted to Companies House has been accepted?

The data is processed within 2 working days, you will then be sent a second email to inform you if your data has been accepted or rejected.

31.4 How will I know if the data I submitted to Companies House has been rejected?

The data is processed within 2 working days, you will then be sent a second email to inform you if your data has been accepted or rejected.

If your data is rejected the reasons will be included in the email.

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32. Other Information

32.1 How do I print copies of the screens?

To print any of the screens within the WebFiling system select the 'Control' and 'P' keys to display the print window. From the window select 'OK' to print the screen.

Alternatively when the Printer Friendly button is displayed on screen, select this button. The contents of the screen and your print window are displayed. From the window select 'OK' to print the screen.

32.2 How are documents 'signed'?

Each electronic document is filed using a company Authentication Code known only to Companies House and the company or a presenters acting on the company's behalf.

The Authentication Code takes the place of the signature on the document.

32.3 What is the legal basis for WebFiling?

The Registrar has the power to direct the form, manner and authentication of documents filed using the WebFiling service.  These are set out in Volume 1 of Registrar's Rules which are prepared in accordance with the Companies Act 2006 – section 1068 (sub-sections 1 to 4).

32.4 Is WebFiling suitable for bulk use?

Each transaction has to be entered one at a time on the WebFiling service. For bulk use the Software Filing service is more appropriate. Ring the Contact Centre on +44 (0)303 1234 500.

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33. How do I know what forms I've submitted during the session?

What's View filing summary?

33.1 Details of what forms you have submitted during the session

To find out what forms you have submitted during the session select the 'View filing summary' option from the main menu.  All forms submitted during the session will be listed by form number and name.

This screen only displays the forms submitted for the company you are currently signed in for.

33.2 How long does it take to display a submitted form?

Details of submitted forms should be displayed within a few minutes of the information being submitted to Companies House. 

33.3 The screen says 'No transactions have taken place'?

If 'No transactions have taken place' a form has not been submitted, please allow a few minutes for the submitted form details to be displayed.

33.4 How long is this information available for?

The 'View filing summary' information is only available for the current session.  It will not be displayed when you next sign in.

33.5 How do I know what I've submitted once I've logged out?

Details of forms submitted of the last 10 days are available on the 'View data submitted' screen.  See section 34 for more information.

33.6 Can I view submitted forms?

Yes. Details of forms submitted of the last 10 days are available on the 'View data submitted' screen.  See section 34 for more information.

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34. View Data Submitted

34.1 What does the View Data Submitted screen display?

The View Data Submitted screen displays the company information sent to Companies House using WebFiling for a specific security code. 

This section will display details of all forms submitted by a presenters. If the presenters has submitted information for more than one company during the last 10 days, each submission should be displayed and available for selection (apart from account templates).

Note: Account Templates are not available for selection. Applications to join or leave the PROOF scheme are not submissions of company data and will not be shown on the 'View Data Submitted' screen.

34.2 For how long is the company data displayed?

The data is displayed for 10 days after original submission.

34.3 Do I need any specific software to view the data?

The data can be viewed in PDF. PDF (Portable Document Format) software is available over the internet from the website of ADOBE.com

34.4 How do I choose PDF?

Click on the appropriate PDF image icon.

34.5 How do I view my company data?

When you click on the document icon, in Internet Explorer a pop up window is displayed giving instructions on how to view and download the information. Clicking on 'Here' transfers the document to your web browser and automatically displays it.

34.6 Will a copy of my information be automatically saved?

No the information will not automatically be stored on your computer; it is just a display image within your web browser. If you close down your browser or switch off your computer the document will disappear and you will have to download it again. You should therefore always store your document on your computer before doing any work with it.

34.7 How do I save the document?

To save the document on your computer for viewing and printing at a later date, select 'Here' with the right button of your computer mouse. This will display a short menu.

Select the menu option, 'Save Target As...' Once the computer has begun the document download, a Save As window will appear allowing you to specify a suitable directory on your computer in which to save the document.

Once a destination directory has been chosen a File Download window will appear telling you that the document is being downloaded and giving you a progress indication. When this window disappears downloading is complete and the document will be located in your chosen directory.

34.8 Does this confirm that the documents submitted have been accepted by Companies House?

No, the data on the screen is what has been submitted to Companies House using WebFiling. You will receive a separate email indicating whether your data has been accepted or rejected.

34.9 What is the 'submission number'?

The submission number is allocated to your data on the Confirmation screen when it is sent using WebFiling.

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35. What's 'File for a different company'?

The 'File for a different company' option enables you to file for a different company without having to log out and back into the service. 

This option is available for companies already registered to file electronically.

To file for a different company select 'File for a different company' from the man menu and enter the company number and company authentication code.

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36. Can I find out my current company information held by Companies House?

Yes.  To request details of your company's current information select 'Order email of current company information' from the main menu, a screen will be displayed to confirm receipt of your request.

36.1 What information is contained in this report?

This report will contain the information normally submitted with an annual return form:

36.2 How is my current company information sent to me?

The current company information will be sent by email to your WebFiling email address as a PDF attachment.

Please ensure your PC security settings are configured to receive email attachments.

36.3 When will the report be sent to me?

Your current company information report will be emailed to you within 2 hours of companies House receiving the request.

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37. PROOF Scheme

37.1 What is PROOF?

PROOF is Protected Online Filing. It enables companies to protect themselves from unauthorised changes to their company's record as it prevents the filing of certain paper forms. These include documents for an appointment/termination/change of particulars of company officer and the change of the registered office.

Once you have successfully joined the scheme, Companies House will reject any paper versions of these forms and send them back to the Registered Office Address. This will help ensure that any changes made have been registered by the company itself.

37.2 How do I register my company for PROOF?

The PROOF scheme is now available online. To join, you simply need to agree to the Terms and Conditions and choose 'Join PROOF'. Following the confirmation screen, you can proceed to the WebFiling menu for filing documents.

Once your company is in the PROOF scheme, you can be assured that attempts to file the following forms on paper will be rejected:

37.3 How do I know if my company is already registered for PROOF?

You can view your company's PROOF Status on the WebFiling Menu Screen. There is a new box on the right hand side which displays whether your company is registered for PROOF or not. (Please note that applications to join or leave PROOF in the last 48 hours may not have yet been applied, but should show a status of pending).

37.4 How do I leave the PROOF scheme?

You can leave the PROOF scheme by selecting the 'Leave PROOF here' link in the PROOF Status box on the Menu screen. Leaving the PROOF scheme means that your company will no longer be protected against fraudulent filings on paper.

37.5 What forms are covered by the PROOF scheme?

The following forms are all within the PROOF scheme and, if filed on paper, will be rejected:

37.6 Why do I need to transfer to a new PROOF scheme?

Companies House has now launched a new Statutory PROOF scheme.  This means that PROOF has improved security features and new terms and conditions. 

To ensure your company remains protected against fraudulent filings, you must transfer to the new Statutory PROOF scheme now.  The old PROOF schemes will be withdrawn at some point and you will therefore lose your protection if you do not accept these new Terms and Conditions.

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38. What is a 'c' or 'CYM' form (e.g. AD01c or 288aCYM)?

38.1 What is a 'c' or 'CYM' form type?

These form types are prescribed bilingual statutory forma for Welsh companies that contain both Welsh and English form text. All forms available on the WebFiling service are available bilingually except for the PDF Account templates.

38.2 Who can submit 'c' or 'CYM' form types?

A 'c' or 'CYM' form should only be submitted by eligible Welsh companies whose memorandum and Articles Of Association say that the registered office of the company is to be in Wales (as opposed to in England and Wales). More information is available in Guidance B.

38.3 Welsh companies

A Welsh company is a company eligible to submit bilingual 'c' and 'CYM' form types, whose memorandum and Articles Of Association say that the registered office of the company is to be in Wales (as opposed to in England and Wales).

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