One can compare the confirmation statement of their company with the passport of a person, as both documents contain significant information regarding the identity and status of the entity. If you are running a business in the UK, then this is one of the most significant documents that all UK companies must submit to confirm the name, address, directors, owners, capital, and other ownership data. The destination of the confirmation statement is Companies House. Submission frequency: once a year. In addition to being a legal obligation for entrepreneurs, it is also a way to protect your reputation, avoid fines, and maintain a place on the register. In this article, we describe how to file a confirmation statement, how much it costs, what deadlines must be met, and what consequences there may be for missing or being late in the procedure.
Whom does this concern?
All business entities registered in the UK are required to file a confirmation statement to Companies House every year. This obligation also applies to companies using virtual office or email services in the UK, such as those offered by The Hoxton Mix, provided they are registered with Companies House. Companies House gives companies legal status, the right to do business, name protection, access to financing and other benefits. A confirmation statement confirms that company information is current and correct and helps prevent fraud and misuse.
How to submit a confirmation application?
There are two ways to submit a confirmation application: offline (the old-fashioned way on paper by mail) or online. Filing online is faster, more convenient, cheaper, and more secure than filing on paper. To submit online you need:
- register on the site Companies House,
- log in to your account and fill out your company profile,
- select your company and click on the “File a confirmation statement” button.
- Next, you need to check and confirm company details, including address, directors, substantial owners, classification, capital, and shareholders.
- Once you have confirmed all the details, you need to pay the application fee and receive an email confirmation.
In case you made mistakes when filling out your company profile or something changed in the organization details, you can make clarifications in the same process. To apply by paper, you will need to complete the standardized form CS01, which can be downloaded from the Companies House website or ordered by mail. The paper form is filled in with the same data as for online submission. The form is sent to the Companies House address along with a check or postal order for the amount of the fee, after which you will receive a paper confirmation by mail; but if you are a non-resident — to the virtual office address.
How much does it cost to submit a confirmation application?
To file a confirmation statement, you can pay online upon application or by cheque in the post along with the completed CS01 form. The cost depends on which method you choose — there is a fee of £13 for online filling and £40 for paper submission. You only need to pay once a year, regardless of how many times the company files a confirmation statement, for example, if the vendor details have changed.
Exceptions: Some companies may be eligible for a discount or full fee waiver if they meet certain criteria, such as being a NPO, charity or social enterprise. You can check your eligibility for a discount or exemption on the Companies House website or gov.uk.
What deadlines must be met?
UK legal requirement: The applicant company must submit a confirmation statement at least once a year. The document is submitted no later than 14 days from the end of the review period, not the annual period. The review period is a 12-month interval that begins on the date of incorporation of the organization or from the date of filing of the previous report. For example, if your company was incorporated on January 1, 2023, its review period ends on December 31, 2023; that means you must submit a confirmation statement by January 14, 2024. Another checkpoint — the date you filed your last confirmation statement.
It is important not to miss the deadline; to avoid the case, set up a notification system on the Companies House website, create a calendar reminder, or submit an application in advance. You may also set up timely alerts on the website of a virtual office service provider, if you have used it to register your business. The last method is the most reliable to forestall technical problems or delays for startups, freelancers, and remote workers who want to have a credible and convenient business presence. Follow Changes to UK Company Law for changes in filling out the confirmation statement.
What are the consequences for missing or being late?
If you do not submit your confirmation statement on time, you will inevitably face serious legal and business consequences:
- The company and its officers could face criminal charges, a fine of up to £5,000, or even a prison sentence of up to two years.
- The company may be struck off the register or even liquidated, and its directors may be prosecuted.
- In addition, this may negatively affect the rating and reputation of the business in the corporate environment.
To avoid hassles, pay your bills and file documents on time. If you made a mistake when filling out the form, correct it yourself or contact specialists for help or advice, who provide the services of intermediaries or agents who can apply for you. Consider The Hoxton Mix, which can help you with a registered office address, a mail forwarding service, and a reminder service.
Summarizing
Just like birth and death certificates, the confirmation statement is an important document for business entities, but unlike the previous two, it must be submitted every year to the Government, whether resident or non-resident, as long as they are registered with Companies House. Submitting forms on time and completing them correctly has legal and business implications, so the deadlines, costs, and regulations must be met. If you are experiencing difficulties, for example, you are not a UK resident and therefore have poor knowledge of the legislation, seek help from a specialist. If everything is done on time and correctly, a completed confirmation statement increases business trust and transparency for potential clients, partners, investors, and other stakeholders, protects the company name from use by others, and opens up access to financing or lending for companies. We wish you success in your business and reliable partners in the UK!
