You want to register a private limited company in the UK without missing a step, without paying for advice you don’t need, and without discovering three weeks later that you forgot something that costs you a fine. This checklist is built for exactly that. It walks through the decisions you make before you touch a form, the details you need to have ready, the registration itself, and the obligations that start the moment your company exists.
Before you do anything else, decide one thing: who the shareholders will be and in what proportions. Everything downstream — the people with significant control register, the share capital, the paperwork you’ll file later — flows from that single decision. Founders who skip it end up re-filing documents or, worse, arguing about equity after the company already exists. Settle it first, in writing, even if it’s just an email between two people that says who owns what.
Pre-Registration Decisions and Documents
Registering a company with Companies House is genuinely quick. The preparation is where most of the time goes, so work through this before you start the application.
Choose the company name. It has to be unique, must not be offensive, and can’t be too similar to an existing registered name. It also can’t imply a connection to government or a professional body you’re not part of. Check the name against the public register before you get attached to it. If you plan to trade under a different name, that’s fine — but the registered name is the legal one and it appears on every filing.
Decide the registered office address. This is the official address for correspondence and it becomes public. It must be a real UK address where documents can be delivered and acknowledged. It doesn’t have to be your trading address, and it doesn’t have to be your home — but if you use your home, accept that it will show up on the public record. A virtual office is acceptable as long as it meets the delivery and acknowledgement requirement.
Pick a SIC code. This is a five-digit code describing what the company does. You’ll need at least one. Choose the closest match rather than agonising over precision; you can update it later.
Appoint at least one director. Directors must be at least 16, not disqualified, and not an undischarged bankrupt. You’ll need their full name, date of birth, nationality, occupation, and a service address for each. The service address is public; the residential address is not, unless it’s used as the registered office.
Identify shareholders and share structure. A private limited company needs at least one shareholder. Most first-time founders issue ordinary shares of £1 each. Keep it simple. Record who holds how many shares, because this feeds the statement of capital.
Identify people with significant control. Anyone who owns more than 25% of the shares or voting rights, or who otherwise exercises significant influence, must be listed. This is a legal requirement, not an optional extra.
Prepare a memorandum and articles of association. The memorandum is a short statement that the subscribers agree to form the company and take at least one share each. The articles are the rules governing how the company runs. Most small companies adopt the model articles, which Companies House provides as a standard set. If you want custom articles — for example, to control how shares transfer — get them drafted before you register.
Have your authentication ready. Online registration requires identity verification for directors and people with significant control. Have a government-issued photo ID and a way to complete a liveness check or upload documents. Doing this before you start the form saves a stalled application.
One more decision worth making now: your accounting reference date. New companies default to the last day of the month in which they were incorporated, twelve months on. You can change it later, but knowing what you’re getting into helps you plan the first set of accounts.
The Registration Steps and What They Cost
Once the preparation is done, registration is the short part.
Step one: register online. The fastest route is the online incorporation service. You’ll enter the company name, registered office, directors, shareholders, statement of capital, SIC code, and people with significant control. You’ll also confirm you’re adopting the model articles or upload your own. The online fee is £50. Paper filing costs £71 and takes considerably longer. Same-day incorporation is available at a higher fee if you need it urgently.
Step two: complete identity verification. If you haven’t already verified your identity, you’ll do it as part of the process. Expect to confirm your identity through an approved route. This step exists to prevent fraudulent registrations and it’s not optional.
Step three: wait for the certificate. Online applications are usually processed within 24 hours on working days. You’ll receive a certificate of incorporation by email, which is the document that proves the company exists. Keep it safe — banks and other institutions will ask for it.
Step four: check the register. Once incorporated, your company’s details appear on the public register. Look them over and correct anything wrong. Errors are easier to fix immediately than months later.
Total cost, if you use the standard online service and adopt model articles: £50. That’s it. You don’t need to pay an agent, though some people choose to for convenience. You don’t need a solicitor for a straightforward single-shareholder company. You do need to be accurate.
A note on timing: you can’t trade before incorporation, and you can’t open a business bank account in the company’s name until you have the certificate. Don’t sign contracts personally intending to assign them later without checking the terms.
After Registration: What You Now Owe
The moment the certificate lands, obligations begin. None of them are onerous for a small company, but missing them is expensive.
Register for Corporation Tax. You must tell HMRC the company is active within three months of starting to trade. You’ll need your company’s unique taxpayer reference, which HMRC issues after incorporation. If the company isn’t trading yet, you can tell HMRC it’s dormant, but you still have to notify them.
Register for VAT if required. You must register if your taxable turnover over any rolling twelve-month period exceeds the threshold. You can register voluntarily below it. If you’re selling to consumers and your prices are set, voluntary registration changes your margins, so think it through.
Set up payroll if you’ll employ anyone. That includes yourself if you’re taking a salary. Register as an employer with HMRC before the first payday, even if the salary is below the threshold where tax is due.
Keep accounting records. You must keep records of income, expenses, assets, and liabilities. Digital records are fine. Keep them for at least six years from the end of the accounting period.
File annual accounts and a confirmation statement. Accounts are due nine months after your accounting reference date for a private company. The confirmation statement is due annually, within fourteen days of the review period end. Both are filed with Companies House. Late filing penalties are automatic and escalate the longer you leave it.
File a Corporation Tax return. Even if the company made no profit, a return is usually required. The filing deadline is twelve months after the end of the accounting period, and any tax owed is payable nine months and one day after the period ends.
Update the register when things change. New director, new shareholder, changed address, share transfer — most changes must be reported to Companies House, often within fourteen days. Diarise it rather than relying on memory.
Display the company name. It must appear on business letters, order forms, emails, and the company’s website, along with the registered number, place of registration, and registered office address. This is a legal requirement, not a branding choice.
Frequently Asked Questions
Can I register a company at my home address?
Yes. Your registered office can be your home, and many first-time founders do exactly that. The trade-off is that the address becomes public. If you’d rather keep it private, use a service address for the directors and a separate registered office that meets the delivery requirement.
How long does registration take?
Online applications are typically processed within 24 hours on working days. If there’s a problem with the name, the details, or identity verification, it takes longer. Paper applications can take several weeks. Same-day service is available at a higher fee.
Do I need an accountant to register a company?
No. Registration is straightforward enough to do yourself, and the online service guides you through each field. An accountant becomes useful once you’re trading, particularly for Corporation Tax, VAT, and payroll. If your share structure is unusual or you’re issuing shares to investors, professional advice is worth the cost.
What’s the most common mistake first-time founders make?
Not deciding the share split before registering, then trying to fix it afterwards. Changing shareholdings later means paperwork, potential tax consequences, and sometimes a disagreement you could have avoided. Agree the split, write it down, and only then start the application.
