The ultimate guide to filing your confirmation statement to ensure business compliance.
So you’ve set up your company, you’ve registered with Companies House and you’ve got your business up and running. The next step in business compliance? You need to file your confirmation statement.
This simple step-by-step guide will take you through the process of filing a confirmation statement for your business, helping you stay up-to-date with the legal requirements of running a business in the UK. It will cover everything from understanding what a confirmation statement is to gathering the required information and submitting it to the appropriate authorities. So if you’re sitting there wondering ‘how do I file a confirmation statement?’ stick around – this is the blog post you need.
Whether you’re a small business owner or a seasoned entrepreneur, sit down and grab a notebook – this is what you need to do!
What is a confirmation statement?
A confirmation statement is an annual filing requirement for companies in the UK, mandated by Companies House. It’s purpose is to make sure that Companies House have correct and up-to-date information about your business, including key information such as your registered business address, your company directors and any shareholders. It’s a legal requirement for all businesses in the UK.
You need to file a statement of confirmation at least once every 12 months – you’ll need to file more frequently if there are major changes to report, such as a change in company director.
Although there’s no confirmation statement late filing penalty, which means that you won’t have to pay a fine if you don’t file, it’s worth noting that not filing your confirmation statements, annual returns or accounts is a criminal offence – and the registrar could take steps to strike off your company. So it’s really important that you file your confirmation statement with Companies House every year!
We recommend setting an annual alarm called ‘file confirmation statement’ to make sure you don’t forget. And it’s crucial to note that even if nothing has changed, you still need to file a confirmation statement every year. This is to confirm to Companies House that all of the information they hold about your company is still correct.
How to File a Confirmation Statement
There are a couple of different ways that you can file a confirmation statement – but we recommend that you file your confirmation statement online. It’s the quickest and easiest way to make sure that your record is up-to-date with Companies House. Here’s what you need to do.
Top tip! Gather all the information you’ll need first to make this process extra seamless. You’ll need your Companies House login details, your company’s authentication code for Companies House, a list of any updates to your company’s key information (including shareholders and persons with significant control) and the funds to pay the file confirmation statement UK fee.
1. Access the Companies House website
Okay, the first thing you need to do is head to the Companies House website. Once you’re there, hit ‘file your confirmation statement (CS01)’ – you can also type this Google, and the right page will come up.
2. Log in to your Companies House account
Dig out your details and log into your Companies House account. If this is your first time submitting information for your company, you may need to create an account.
You’ll then need to enter your company’s authentication code. This is a 6-character code issued by Companies House that acts as an electronic signature for online filings, to keep your records secure. If you don’t have this code, you can request one from Companies House. It’ll be sent to your registered office address.
3. Selecting your company and confirming the details
After you’ve logged in, you will see a list of companies associated with your account. Select the company for which you need to file the confirmation statement – and if you’ve got multiple companies, make sure you choose the right one! Filing an incorrect confirmation statement is a real pain, as you’re required to re-submit.
Once you’ve selected the correct company, hit the option to file a confirmation statement (CS01).
4. Reviewing and updating company information
This is the part where you need to pay attention to the details. You should now be able to see all the current information held by Companies House on your business. This includes your registered office address, which may be a virtual office, your company directors and secretary, any shareholders and persons with significant control (PSCs), along with SIC codes.
Go through this information and double check that it’s correct. If any information has changed since you last filed a confirmation statement, update the relevant sections. For example, if you’ve moved your registered office or got a new company director.
Since 5th March 2024, companies have also been required to state that the intended future activities of the company are lawful. So you’ll need to do that, too!
5. Confirming your company’s statement of capital
Onto the money part – your company’s statement of capital details the total number of shares, the aggregate nominal value of those shares, and the details of each class of shares. It basically allows Companies House to see exactly how your company’s ownership structure works and get a clear picture of your company’s financial health.
If there have been changes in the share structure for your company, if new shares have been issued or there have been changes in shareholder details, make sure you update this information accurately.
This is also where you’ll need to confirm the details of persons with significant control. This includes individuals or entities that own or control more than 25% of the company’s shares or voting rights, or have significant influence or control over the company.
6. Paying the filing fee and submitting the confirmation statement
Time to submit! Double check that the information you’ve provided is correct, and get ready to pay the filing fee. It costs £34 to file your confirmation statement online or £62 to send HMRC a paper form – which is another reason that it makes sense to file a confirmation statement with Companies House online!
Once you’ve paid the fee, make sure you hit ‘submit’. You’ll receive a confirmation email from Companies House once the statement has been successfully filed.
Common Mistakes to Avoid When Filing Your Confirmation Statement
There are a few pitfalls to avoid when filing your confirmation statement. Here’s what you need to look out for .
1. Make sure you hit the deadline
You risk your company being dissolved by Companies House if you don’t file your confirmation statement on time. Filing a confirmation statement annually for your business is a legal requirement, so it’s important you set plenty of reminders to make sure you get it done.
2. Check you provide accurate information
Providing incorrect or incomplete information about the company’s registered office, directors, shareholders, or persons with significant control (PSCs) will invalidate your confirmation statement, as it’s a legal requirement for the information you provide to be up-to-date and correct. So make sure you cross-check with your internal records to make sure that all the information you provide is accurate and complete.
3. Keep accurate records
The key to filing an accurate and timely confirmation statement is keeping excellent records. If you’ve got up-to-date records of how your shares have been distributed, you know where your company’s authentication code is to access Companies House, and you know exactly what you need to update, you’ll be able to whiz through filing your confirmation statement in no time.
Frequently Asked Questions (FAQs)
When do I need to file a confirmation statement?
Every year. The annual deadline is 14 days after the anniversary of the last confirmation statement or the company’s incorporation date. So set a reminder! Also bear in mind that if something crucial changes within your company, you’ll need to file a confirmation statement when that happens – so sooner than your annual deadline.
How do I file my confirmation statement?
You can file a confirmation statement either online or by post. We recommend filing online, as it’s quicker and cheaper! You’ll need to head to Companies House, hit ‘file your confirmation statement (CS01)’, log into your account, confirm or update the information held about your company, pay the fee, and press submit. Scroll up for our step-by-step instructions!
How much does it cost to file a confirmation statement?
It costs £34 to file your confirmation statement online or £62 to send HMRC a paper form with all the relevant information.
Conclusion
Filing a confirmation statement is an essential part of keeping your business compliant with UK regulations. By following this easy step-by-step guide, you’ll make sure that your company stays on the good side of Companies House, avoiding any penalties and keeping everything transparent for your stakeholders. And don’t forget to set reminders for your filing deadline! Double-check all your details, and keep a copy of your submission for your records. Filing an annual confirmation is a legal requirement, so it’s important that you get it right.
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