Filing a confirmation statement is an important legal requirement for companies registered in the United Kingdom. It helps ensure that company information held by Companies House remains accurate and up to date. This document replaces the older annual return and must be submitted at least once every 12 months. Whether you are a company director, secretary, or administrator, understanding how to file a confirmation statement correctly can help you stay compliant with UK corporate regulations and avoid penalties. The process is straightforward if you follow the necessary steps and know what information you need to provide.
What Is a Confirmation Statement?
A confirmation statement is a document submitted to Companies House that verifies the information about your company. It confirms that details such as the registered office address, company officers, people with significant control (PSCs), and share structure are accurate and up to date.
Why It’s Important
- It ensures your company records are correct in the public register.
- It’s a legal obligation under the Companies Act 2006.
- Failure to file can lead to penalties or even company dissolution.
When to File a Confirmation Statement
You must file a confirmation statement at least once every 12 months, based on the confirmation date. This date is typically the anniversary of your company’s incorporation or the date of your last confirmation statement filing.
Key Timing Rules
- You have 14 days from the confirmation date to file.
- You can file a statement early if changes have occurred.
- If your company details change, file the relevant updates first before submitting the confirmation.
Information You Need to Check
Before filing, make sure the following company details are correct:
- Registered office address
- Company type and status
- Director and secretary information
- Shareholder details and share structure
- People with significant control (PSCs)
- Standard Industrial Classification (SIC) codes
If anything has changed, update this information separately using the appropriate Companies House forms before filing the confirmation statement.
Steps to File a Confirmation Statement Online
Filing online is the most common and convenient method. Here’s a step-by-step guide to doing it through the Companies House WebFiling service:
Step 1: Sign In or Register
- Go to the Companies House WebFiling portal.
- Sign in with your company authentication code and email address.
- If you don’t have an account or authentication code, you must register and request them before proceeding.
Step 2: Select Your Company
- Once logged in, choose your company from the dashboard.
- You’ll see an option to file a confirmation statement if it’s due.
Step 3: Review Company Details
- Check all sections for accuracy, including officers, PSCs, and registered address.
- If changes are needed, you must file separate forms before continuing.
Step 4: Update Shareholder Information
- Confirm or edit details of shareholders and share capital.
- If you’ve issued new shares or transferred shares, reflect those changes.
Step 5: Confirm SIC Codes
- SIC codes indicate your company’s business activity.
- Make sure these codes are up to date and relevant to your operations.
Step 6: Submit and Pay
- Review the final summary of all entered information.
- Submit the confirmation statement and pay the £13 fee online.
- You’ll receive an email confirmation once it’s accepted.
Filing by Paper Form
While online filing is recommended, you can also submit a confirmation statement using paper form CS01. This method costs £40 and takes longer to process.
Steps to File by Paper
- Download form CS01 from the Companies House website.
- Fill in the required information carefully and accurately.
- Attach supporting documents if needed (e.g., statement of capital).
- Send the completed form and payment by post to Companies House.
Be aware that postal delays can affect your filing deadline, so send it well before the 14-day limit expires.
How to Correct Mistakes
If you realize that your confirmation statement contains an error after submission, take action promptly:
- You may need to file a replacement confirmation statement with corrected information.
- Contact Companies House for guidance if the error is serious or affects public records.
Accuracy is essential since incorrect filings can create legal complications or mislead stakeholders.
Confirmation Statement vs Annual Accounts
It’s important not to confuse the confirmation statement with your company’s annual accounts. Both are filed annually but serve different purposes.
Key Differences
- Confirmation Statement: Verifies company details and structure.
- Annual Accounts: Provide financial information and reports.
You must file both documents separately to remain compliant with UK company law.
Consequences of Not Filing
Failing to file a confirmation statement on time can have serious consequences:
- Your company may be struck off the register.
- You may face legal action or fines.
- Your company’s reputation may be damaged among partners and clients.
To avoid these issues, it’s a good idea to set calendar reminders or use a filing agent for assistance.
Using a Company Formation Agent
If you prefer not to manage filing tasks yourself, you can hire a company formation agent or accountant. These professionals can:
- Monitor filing deadlines
- Ensure your records are accurate and complete
- Submit forms on your behalf
While this comes at a cost, it can save time and reduce the risk of errors, especially for busy business owners.
Tips for Staying Organized
Keeping your records updated year-round makes filing a confirmation statement easier. Here are a few best practices:
- Maintain a digital log of director and shareholder changes
- Update your PSC register regularly
- Set automated email alerts for due dates
- Review your SIC code annually to match your business activities
With a little organization, filing becomes a routine task rather than a last-minute rush.
Filing a confirmation statement is a necessary part of maintaining a registered company in the UK. By understanding the steps involved, preparing the required information, and meeting your deadlines, you can ensure your company remains compliant and in good standing. Whether you choose to file online or by paper, accuracy and timeliness are key. Keeping your company details current and organized not only fulfills legal obligations but also builds trust with clients, partners, and investors. Make the confirmation statement a regular part of your business maintenance routine for long-term success.