Confirmation Statement Filing Checklist: Prepare Your UK Company Return Easily

Filing your Confirmation Statement is not only a requirement, but an obligation that all UK companies have. Missing a deadline can result in a potential strike-off if non-compliance continues. However, hundreds of directors in the UK struggle every year simply because they do not know what papers are required for CS filing. This Confirmation Statement Filing Checklist will prevent that hassle. Whether it’s your first year or your tenth, this guide will show you exactly how to accurately complete company data and submit on time.

Why You Need A Confirmation Statement Filing Checklist?

Business owners often find it hard to meet deadlines when there is missing documentation or confusion about what is required to be updated. This is why a reliable confirmation statement filing checklist that assists in this regard is important to:

Avoid late filing consequences
Be compliant with Companies House.
Transparency in company operations, as it is a public record.
Save time with an organised CS checklist.
Minimise stress through familiarisation with the required documents for CS.
Stay compliant with statutory obligations

Understand Confirmation Statement Filing Checklist Requirements

A Confirmation Statement (CS) is a statutory filing. It requires every company in the UK to make a filing every year with Companies House. It is essentially a confirmation that the information provided in the statement about your company is correct.

Filing Deadlines

Your company is due to submit a CS01 with a last date of 14 days after your “review period.” The review period lasts 12 months from either:

Your Incorporation Date (For New Companies)
Last CS filing date (for existing companies)

Furthermore, you can submit early filings. In fact, many company directors submit their filings right after their year-end.

Who Must File A Confirmation Statement in the UK?

All private and public limited companies in the UK must file. This applies to the following:

Dormant Companies
Community Interest Companies (CICs)
Companies Limited by Guarantee

However, LLPs are required to file a different document (LL CS01).

Essentials of Confirmation Statement Filing Checklist

This CS preparation guide and confirmation statement filing checklist contain all the documents and details that you require:

1- Company Information Requirements

Collect all necessary documents for the confirmation statement before preparing and submitting the document:

Company Details

Company Name (including trading names)

Company Registration Number

Registered Office Address

Company type and main business activities (SIC Codes)

Importantly, you must ensure that the information provided above is up-to-date. Otherwise, update the information before applying.

SIC Codes

These are the codes that describe the nature of your business. These are also known as the SIC codes, and you will need four of them. Consider these and ensure they apply to your business.

2- Officials Information Requirements

Directors’ Details

Each director will need the following:

Full name (including middle names)
Date of birth
Service address
Residential address (private)
Nationality
Occupation
Appointment Date

Moreover, verify whether any of the directors have stepped down without notice.

Company Secretary

If your company employs a secretary, you must ensure his/her particulars:

Name
Service Address
Appointment Date

Remember, the private company no longer requires a secretary. But if you do, the information needs to be correct.

Corporate Officers

The company might employ corporate directors or secretaries. In this regard, you shall require:

Corporate Entity Name
Registered office
Company number (if UK-registered)
Legal form and jurisdiction (if foreign)

3- Shareholder Information Requirements

Share Capital Statement

Your required documents for CS must incorporate the following details of your company’s share structure:

Total number of shares
Classes of shares (ordinary, preference, etc.)
Aggregate Nominal Value
Contribution paid up per Share
Amount Unpaid (if any)

You also need to file the statement of capital. This will show on your form CS01.

People (Shareholders) with Significant Control (PSC)

PSC registers hold information about persons who have more than 25% of shares or voting rights. Thus, you should:

PSC full name
Date of birth
Nationality
Service address
Nature of control
The date they became a PSC

Conversely, if there is no PSC, you must specify an applicable exemption.

4- Documents Required to File CS

Checklist of mandatory documents

Well, here it goes, all the documents required for CS preparation:

Valid certificate of incorporation
Copies of the previous year’s Confirmation Statement (or incorporation documents if filing for the first time)
Registers of Company Directors
Register of members (shareholders) of the company
PSC register
Share certificates or share register
Trading address details if different from the registered office

Supporting Documentation

Also collect these supporting items:

Authentication code (which will be sent by Companies House)
WebFiling credentials (if filing online)
Appointment letters of the newly appointed officers
Transfer forms of shares if shares changed hands.

How to Prepare Company Info for A Confirmation Statement: Step-by-Step

In this part of our confirmation statement filing checklist, we will explain the process.

Step 1: Checking Current Record

First, visit the Companies House website. Download a current company profile. Then, compare it with your internal registers. Try to find and solve discrepancies (if any are detected).

Step 2: Update Incorrect Information

If incorrect information is entered, corrections must be filed exclusively. For instance:

Form AD01 – Registered office change

Form TM01 – For resignation of directors

Form AP01 – for new appointments

Finally, your CS will accurately represent information.

Step 3: SIC Codes Verification

Review your Standard Industrial Classification (SIC) codes. These must correspond to the nature of your business operations.

Further, make sure they correspond with your Corporation Tax return. These are used for statistical purposes by HMRC.

Step 4: Calculation of Share Capital

Copy the value of Share Capital from the Balance Sheet. Then calculate your total number of issued shares. Next, calculate your total share value.

For example: 100 shares at £1 = £100.

Moreover, attention should also be given to how many shares are paid up and how many are not.

Step 5: Verify PSC Details

Go through your PSC register carefully. Have anyone’s holdings changed? Moreover, check that all dates and addresses are up-to-date.

Cross-References and Compliance Check by HMRC

HMRC is a regulatory body and aims to maintain clarity and accuracy in the public records. Therefore, a proper confirmation statement filing checklist is very handy.

Why HMRC Checks CS?

HMRC frequently verifies the data held by Companies House. They specifically compare:

Details about the Director with Self Assessment records
Share capital with dividend declarations

So, discrepancies can lead to inquiries.

Consistency and Accuracy

Ensure that your CS aligns with your:

Corporation Tax return (CT600)
VAT registration information (if applicable)
PAYE scheme details

As a result, you will meet all compliance requirements.

Methods of Filing Confirmation Statement

Now, as we have a clear confirmation statement filing checklist, filing can be done by following these means:

Online Filing

WebFiling is the quickest way to do it. You’ll require the code sent by Companies House every year.

Paper Filing

Application forms (paper CS01) currently cost £62. Processing times take longer as well

However, some firms may find paper preferable.

Employing an Agent

Accountants, as well as formation agents, can do the paperwork for you. This is to ensure accuracy and reliability.

The Bottom Line

With this complete Confirmation Statement Filing Checklist, you have everything you need for effortless compliance. With this CS preparation guide, you will file the correct information on time.

Always ensure that you review your compulsory documents, CS, before the deadline. Furthermore, maintain and update your company’s records in the HMRC files.

Consequently, you will avoid fines and ensure that your business remains in good standing. In addition, you will relax that your statutory requirements have been met. Begin your preparation today using this confirmation statement filing checklist.