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Managing Your Own Company Secretarial Duties at Companies House

(Help Sheet for Business Owners)

Once your company is registered with Companies House, you are legally required to maintain accurate records and comply with ongoing filing obligations. This guide will help you manage your company secretarial duties effectively.

1. Key Responsibilities as a Company Secretary

Even if you have no officially appointed Company Secretary, directors remain responsible for:
✔ Maintaining statutory records
✔ Filing annual returns & accounts
✔ Updating Companies House on changes
✔ Meeting statutory deadlines

2. Keeping Company Records Updated

You must maintain certain records at your registered office or an approved alternative location. These include:

  • Register of Directors & PSCs (People with Significant Control)
  • Shareholder & Share Capital records
  • Articles of Association (Governing rules of the company)
  • Meeting minutes & resolutions
  • Company accounts & financial records

💡 Tip: Digital copies are acceptable but must be easily accessible if requested by Companies House or HMRC.

3. Filing Confirmation Statements (CS01)

Every 12 months, you must file a Confirmation Statement (CS01) to confirm your company details.
✔ Deadline: Every year on your confirmation date
✔ Fee: £13 online / £40 by post
✔ Information to check & update:

  • Company registered office address
  • Director details
  • Shareholding & PSC (Persons with Significant Control)
  • Business SIC codes (Industry classification)

📌 Filing online is easier and faster via the Companies House portal:
🔗 File a Confirmation Statement

4. Reporting Changes to Companies House

You must notify Companies House within 14 days if any of the following change:

Change Type Form to Use Filing Deadline
Change of registered office AD01 14 days
Appointment/removal of a director AP01 / TM01 14 days
Change of director details CH01 14 days
Changes to shareholders SH01 (Share allotment) / SH02 (Reduction) 14 days
Change of People with Significant Control (PSC) PSC01 – PSC09 14 days
Change of company name NM01 (£8 online, £10 paper) 14 days
Change to Articles of Association Submit updated Articles 14 days

📌 Submit these changes online via:
🔗 Companies House WebFiling

5. Filing Annual Accounts

Your annual accounts must be filed every year, even if your company is dormant.

  • Micro-entity (Turnover ≤ £632,000): File simplified accounts
  • Small company (Turnover ≤ £10.2m): Can file abridged accounts
  • Dormant company: Must still submit dormant accounts

✔ Deadline: 9 months after financial year-end
✔ Penalty for Late Filing:

  • 1 day late = £150 fine
  • More than 6 months = £1,500 fine
    ✔ How to File: Online via Companies House or accounting software
    🔗 File Company Accounts

💡 Tip: Small companies can opt for ‘filing simpler accounts’ to reduce admin burden.

6. Holding Meetings & Passing Resolutions

Although private limited companies aren’t legally required to hold AGMs (Annual General Meetings), it’s good practice to:
✔ Document major decisions (director appointments, share issues, dividends)
✔ Keep meeting minutes (Board meetings & shareholder resolutions)

📌 Major decisions require written or special resolutions which must be filed at Companies House if they affect Articles of Association.

7. Closing or Making the Company Dormant

If you decide to cease trading, you must:
✔ Inform HMRC – Close VAT & PAYE (if applicable)
✔ File final accounts & tax return
✔ Apply for voluntary strike-off (DS01)
✔ Pay any outstanding debts before striking off

📌 If you wish to pause trading rather than close, you can declare the company dormant and avoid unnecessary tax filings.
🔗 Close Your Company

8. Common Mistakes & Penalties

🚨 Avoid common mistakes that can lead to fines or legal consequences:
❌ Missing filing deadlines → Automatic penalties
❌ Failing to report changes → Possible criminal charges for directors
❌ Using an incorrect SIC code → Problems with tax authorities

💡 Tip: Set up email reminders from Companies House to stay on top of deadlines!

Final Checklist for Managing Company Secretarial Duties

✅ Maintain statutory records
✅ File Confirmation Statement (CS01) annually
✅ File Annual Accounts within 9 months
✅ Notify Companies House of changes within 14 days
✅ Keep meeting minutes & resolutions
✅ Manage shareholding changes properly
✅ Close or declare dormant status correctly

📌 Need More Help?
Companies House provides guides and support for company directors:
🔗Companies House Director’s Guidance

By following these steps, you can efficiently manage your own Company Secretarial tasks and ensure compliance with Companies House regulations. 🚀

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