Why the confirmation statement matters

Every UK limited company must file a confirmation statement at least once every 12 months, even if nothing has changed. It is not a set of accounts. Think of it as a health check for the information Companies House holds about your business. You are confirming that the details on the public register are correct, and you must file any changes that have happened during the review period. The deadline is 14 days after the end of your review period. Miss it, and you risk financial penalties, a criminal record for the directors, and even the company being struck off. That makes this a task worth doing carefully, not clicking through in a rush.

Check your registered office and service address

The registered office is the official address for formal correspondence from Companies House and HMRC. It must be a physical address in the UK, and it must be in the same jurisdiction as your company — England and Wales, Scotland, or Northern Ireland. A PO Box alone is not enough unless you also provide a full postal address. If you have moved offices or changed your accountant, make sure the registered office is still somewhere you can receive post promptly.

You can also provide a single alternative inspection location (SAIL) where your statutory registers are kept if they are not at the registered office. Check that the SAIL address and the records held there are still accurate. The confirmation statement gives you a chance to correct any outdated information before it becomes a problem.

Review directors, secretaries and PSCs

List every director currently in office. Include their full name, service address, country of residence, nationality, and date of birth. If a director has resigned or been appointed during the review period, you must file the relevant form — TM01 for a termination, AP01 for an appointment — before or alongside your confirmation statement. The confirmation statement itself does not change these details; it only confirms them. So if something needs updating, do the update first.

If you have a company secretary, check their details too. Many small companies do not have one, which is fine. You also need to check your register of people with significant control (PSC). A PSC is anyone who owns more than 25% of the shares or voting rights, or who otherwise has significant influence or control. Changes to PSCs must be filed separately using the relevant PSC forms. Again, the confirmation statement is a confirmation, not a correction tool.

Shareholder details and share capital

This is often where mistakes creep in. Your confirmation statement must include a statement of capital. That means the total number of shares, the aggregate nominal value, the amount paid up and unpaid on each share, and the currency. It also breaks down the different classes of shares — ordinary, preference, A shares, B shares, and so on — with the rights attached to each.

You then need to list every shareholder (also called a member) with their name, address, and the number and class of shares they hold. If shares have been transferred, allotted, or bought back during the year, your register of members must be up to date before you file. For most allotments you will need to file a return of allotment (SH01) within one month. Share transfers usually need stamp duty or a stock transfer form, and the register must be updated even if Companies House does not need to see the transfer document itself.

Take time to reconcile your internal records with the public register. If a shareholder has changed their address or name, update your register and then reflect that in the confirmation statement. Getting share capital wrong can cause serious problems later — for example, when you sell the company or raise investment.

SIC codes and other required confirmations

Your confirmation statement includes your Standard Industrial Classification (SIC) codes. These describe what your business does. You can have up to four. If you have started a new activity or stopped an old one, choose the codes that best fit now. It is a small detail, but it affects how your company appears in public data and can influence whether lenders or insurers take you seriously.

You also need to confirm that the company intends to carry on business lawfully, and that all the information you have provided is correct. This is a legal declaration. Do not treat it as a formality. If you are unsure about any part, ask your accountant to review the draft before you submit. Online filing is usually quickest, and you will get an email confirmation. Keep a copy for your records.

Practical tips to get it right first time

• Do not assume “no changes” means “no filing”. You still need to submit a confirmation statement every year, even if every detail is identical.
• Work from your statutory registers. Your register of members, register of directors, and PSC register are the source of truth. Check them before you open the Companies House form.
• File changes separately and promptly. Do not wait for the confirmation statement to report a new director, a share allotment, or a change of address. Late filing of those changes can lead to fines.
• Diary your review period. The 12-month period starts on the date of incorporation or the date of your last confirmation statement. Set a reminder two weeks before the deadline.
• Use the right authority. Companies House handles the confirmation statement. HMRC handles your tax returns. Do not mix them up. If you have changed your accounting reference date, tell Companies House separately.
• Ask for help if you are unsure. A good accountant will check your share capital, shareholder details, and registered office in minutes. That is far cheaper than fixing a mistake later.

Filing your confirmation statement is one of those tasks that feels dull until it goes wrong. By checking shareholder details, share capital, and registered office information carefully, and by recording every change with the appropriate authority, you keep your company in good standing and avoid unnecessary stress. Treat it as a yearly MOT for your company’s public record — quick, methodical, and worth doing properly.