Throughout the life of a limited company, changes in personal details of key individuals such as directors, company secretaries, shareholders/guarantors, or persons with significant control (PSC) are common. It is essential to report these changes promptly to Companies House.

Additionally, you must update the relevant statutory registers maintained at your company’s registered office or SAIL (Single Alternative Inspection Location) address. This compliance requirement is critical but can often be overlooked. Failing to maintain accurate internal registers can lead to serious repercussions.

Ensuring that both Companies House records and internal statutory registers are kept up to date is crucial for maintaining compliance with legal requirements and demonstrating transparency in your company’s operations.

Reporting a company director’s change of name

When a director changes their name, it is your responsibility to notify Companies House promptly, within 14 days of the change occurring or of being informed by the director. Here’s what you need to do:

1. Notify Companies House: You can report the change of name online or by post using form CH01. Online filing is recommended for its simplicity, speed, and security. There is no fee for updating directors’ details.
2. Updating Companies House Records: Once the form CH01 is processed, Companies House will update the director’s name on the public register of companies. This update typically occurs within 24 hours if filed online.
3. Update Internal Registers: In addition to updating Companies House, you must also update the director’s name in your company’s internal registers:
   • Register of Directors: This internal register must reflect the current names of all directors.
   • Register of Directors’ Usual Residential Addresses: Ensure this register is updated with the director’s new name within the same 14-day timeframe.

Maintaining accurate records both with Companies House and internally is crucial for compliance and transparency within your company.

Reporting a company secretary’s change of name

Not all private limited companies have company secretaries, but if you appoint one, it’s important to keep their details current both at Companies House and in your company’s internal records.

If your company secretary changes their name, you must inform Companies House using form CH03. This can be done online or by post, and there is no fee for updating the secretary’s details.

Here’s what you need to do when your company secretary changes their name:

1. Notify Companies House: Complete form CH03 and submit it to Companies House either online or by post. Online submission is recommended for its efficiency and security.
2. Internal Register of Secretaries: Update your company’s internal register of secretaries to reflect the new name within 14 days of being notified of the change.
3. Timely Reporting: Ensure that both Companies House and your internal records are updated promptly to comply with legal requirements and maintain accurate corporate governance.

By keeping these records up to date, you ensure compliance with regulatory obligations and maintain transparency in your company’s operations.

Reporting a change of name for a shareholder or guarantor (member)

When shareholders or guarantors (referred to as ‘members’) change their names, the procedure for reporting this to Companies House differs slightly from changes to directors and secretaries.

Here’s what you need to do when reporting a change of name for a member:

1. Complete a Confirmation Statement (form CS01): Unlike changes to directors’ and secretaries’ details, you do not need to notify Companies House separately within 14 days. Instead, changes to members’ details can be reported when you file your next confirmation statement using form CS01.
2. Internal Register of Members: Regardless of when you report the change to Companies House, update your company’s internal register of members with the new name within 14 days of being notified.
3. Filing a Confirmation Statement: We recommend filing an early confirmation statement online to ensure that member information is promptly updated on the public register. This proactive approach helps maintain accurate records for shareholdings, business accounts, and company loans.

By following these steps, you fulfill your obligations to both Companies House and your company’s internal governance requirements, ensuring compliance and transparency in your company’s operations.

Reporting a PSC’s change of name

When a person with significant control (PSC) changes their name, it’s crucial to update their details promptly in both your company’s internal PSC register and at Companies House. Here’s what you need to do:

1. Update the Internal PSC Register: Within 14 days of being notified of the change, update your company’s internal PSC register with the new name of the PSC.
2. Complete Form PS04: To notify Companies House of the change, complete form PS04. This form can be submitted online or by post to Companies House free of charge.
3. Timely Notification to Companies House: Once the internal register is updated, you have a further 14 days to notify Companies House using form PS04.

Ensuring that both your internal PSC register and Companies House records are updated promptly is essential for compliance with legal requirements and maintaining transparency in your company’s ownership structure.

How to report changes to your company online

It’s widely recognized that online filing is the most secure and efficient method for submitting information to Companies House. This includes filing confirmation statements, annual accounts, and notifying changes to your company’s details.

To utilize Companies House’s online filing service, WebFiling, you can register free of charge. Upon registration, you’ll receive an authentication code at your registered office address. This code is used to authorize any information filed online.

Additionally, many company formation agents, like HopeTex, offer similar services. Our Online Company Manager portal provides a range of functionalities, including reporting changes to Companies House, completing and filing confirmation statements, managing important company details, and accessing various business services and facilities—all at no cost.