Guidance

Registrar of Companies: rules and powers

Updated 4 March 2024

This guidance is not drafted with unusual or complex transactions in mind. You may need to seek specialist professional advice in those circumstances.

The Registrar of Companies has a range of powers which are in part 35 of the Companies Act 2006 (the act). That legislation is applied to limited liability partnerships (LLPs) by the Limited Liability Partnerships (Application of Companies Act 2006) Regulations 2009.

These include powers to:

• decide on the form, manner of delivery and authentication of documents
• enter into an agreement with companies for an electronic only filing service for certain documents (currently referred to as PROOF)
• amend the register in certain circumstances
• annotate the register in certain circumstances
• set fees for the performance of any of the registrar’s functions

The Economic Crime and Corporate Transparency Act 2023 was given Royal Assent on 26 October 2023. This amended part 35 of the Companies Act 2006 (the act) and significantly enhanced the powers of the Registrar of Companies. This guidance tells you what the registrar’s powers are and gives you an idea of how and when we’ll use them. 

The powers apply to companies and LLPs. In this guidance, any references to ‘company’ or ‘directors’ will apply to ‘LLPs’ and their ‘members’, unless referenced otherwise.

If you are in any doubt about the application of these powers or have an enquiry about the application of these powers to other corporate entity types, contact Companies House.

1. The registrar’s objectives

Section 1081A of the act outlines the statutory objectives of the Registrars of Companies. 

These objectives apply equally to the Registrars for England and Wales, Scotland and Northern Ireland (the ‘registrar’). When performing their functions, the registrar must seek to promote the following objectives:

Objective 1: To ensure any person who is required to deliver a document to the registrar does so and that the requirements for proper delivery are met for all documents delivered under an enactment.

Objective 2: To ensure that information contained in the register is accurate and that the register contains everything it ought to contain. In this objective, the reference to ‘the register’ includes any records kept by the registrar under any enactment.

Objective 3: To ensure that records kept by the registrar do not create a false or misleading impression to members of the public.

Objective 4: To prevent companies and others from carrying out unlawful activities or facilitating the carrying out of unlawful activities by others.

The objectives set out the principles that will govern the use of the registrar’s powers and the allocation of resources.  This will include working closely with and, where appropriate, deferring to law enforcement partners.

2. Powers which relate to the delivery of information

2.1 The form, authentication and manner of delivery of documents

Companies can deliver documents to the registrar digitally, either via computer software systems or Companies House services online, or as paper forms.

In all cases, those delivering documents must meet the registrar’s requirements on the format of the document and the way in which it is delivered. They must also meet the registrar’s requirements as to how the document is authenticated. 

Authentication in this context means that a person has read and approved the contents of the document and has signified their approval in the manner specified by the registrar.  Historically, all documents were authenticated by signature or the use of the company seal. We now ask you to authenticate a document by using a digital code or by printing your name.

These requirements are in addition to any others determined by legislation, such as the act or Limited Liability Partnerships Act 2000.  

We set out the requirements for the form, manner of delivery and authentication of documents in the registrar’s rules, made under section 1117 of the act.

2.2 Digital  delivery of documents

The registrar’s requirements for the form, authentication and manner of delivery of documents by digital means are also included in registrar’s digital filing rules.  

For companies filing digitally via software, the rules set out the format they must use for each document, how they must authenticate the document and how they must send it.

For those filing online, the formats for all individual documents and the method of authentication are shown on our GOV.UK website. Once you have completed the document you should submit it directly via the online service.

2.3 Delivering paper documents

For companies delivering paper documents the registrar’s rules provide for the format of paper forms, setting out, for example, what the forms must look like, how to complete them (for example, in black ink), who can sign them and where to send them.

The rules also cover all paper documents such as annual accounts which companies must deliver to the registrar. In these cases, the rules require, for example, the use of black ink on white paper and set out who must authenticate the documents and where the registered name and number should be stated.

2.4 Rules requiring documents to be delivered together

The rules may set out requirements about persons who are required to deliver (or authorised to deliver) 2 or more documents to the registrar. The rules may require those documents to be delivered to Companies House together.

2.5 Where to find the forms and registrar rules

The registrar’s rules and associated paper forms are available on our GOV.UK website.

Read about what you can file online.

You can also contact Companies House for a hard copy of the rules.

2.6 Delivery and receipt of documents (section 1071)

A document is not delivered to the registrar until the registrar receives it. Generally, for paper documents, we treat a document as received when it has been successfully delivered to Companies House by hand, by post or Document Exchange (DX).

We have set out in rules when documents are legally considered to have been delivered to the registrar.

Each of the following tables set out the point of receipt at our offices based on the frequency of that delivery method :

Delivery by post

Delivery address	Delivery	Point of receipt
Companies House, Crown Way, Cardiff, Wales, CF14 3UZ	Monday to Saturday (excluding bank holidays)	When handed over at a loading bay at Companies House, Crown Way, Cardiff

Delivery by hand

Delivery address	Delivery	Point of receipt
Companies House, Crown Way, Cardiff, Wales, CF14 3UZ.	At any time	When put through the post box situated between the security gates at the main entrance at Companies House, Crown Way, Cardiff

Delivery by DX

Delivery address	Delivery	Point of receipt
Companies House, DX 33050, Cardiff	Monday to Saturday (excluding bank holidays)	When handed over at a loading bay at Companies House, Crown Way, Cardiff

A document delivered digitally is received when it is given ‘queued’ or ‘pre-queued’ status by Companies House (depending on whether the document requires the payment of a fee).

2.7 What is meant by proper delivery of a document (section 1072)

A properly delivered document is one that meets all the requirements of the registrars’ rules and the legislation under which it is delivered. Generally, the legislation sets out what the content of a document should be and the rules set out the form of the document, any requirements for authentication and where it must be delivered.

In particular, a document is properly delivered when:

• it contains all the information required by the legislation
• the contents of the document are factually accurate
• it meets all the legislative and registrar’s rules requirements as to form - for example, it’s in the correct format (the correct paper form or digital format)
• it has been authenticated (by printed name in the case of a paper form or by electronic authentication for digital filing), and includes the company or LLP name and number where required
• it has met any requirements for delivery - for example, it has been sent digitally where the company has agreed with the registrar that it will only file such documents digitally, or in instances where the registrar has imposed the manner of delivery in the rules
• it complies with any language requirements and is accompanied by a certified translation if the document is in a language other than English
• it uses only permitted characters (characters, letters and symbols allowed by the Secretary of State in the Registrar of Companies and Applications for Strike Off Regulations 2009) in names and addresses, unless covered by an exception in those regulations
• it meets the registrar’s requirements for certification or verification of a document as an accurate or correct copy or translation
• it is accompanied by the correct fee for the filing of the document

2.8  What happens if your document is not properly delivered (section 1073)

In most cases, the registrar will reject the document and we’ll tell you what you need to do next to correct it.

The registrar may still accept a document that does not meet the requirements for proper delivery. For example, in a large document it may not be apparent to the registrar that something is missing or incorrect, and they may register it without noticing.

However, the registrar would not accept a document that was not authenticated or did not include the company authentication code, where the fee was not paid, or where information was missing.

Where it is brought to the registrar’s attention that a document does not meet the requirements of proper delivery, they may decide to remove the document or information derived from the document from the register.

2.9  If the registrar accepts a document that is not properly delivered

This does not cancel out the original requirement to deliver it properly. The fact that the registrar has accepted and registered the document does not mean that the original requirement has been satisfied. As a result the obligation to file the document continues and any liabilities that arise from not doing so still apply.

The registrar may decide to take further action after registration. For example, where it comes to their attention (such as a third-party complaint) that some or all of the information in a document is inaccurate. In this case, the registrar may write to the company or LLP asking them to deliver a replacement document, along with a RP01 or LL RP01 covering form, that complies with all the requirements of proper delivery.

If they deliver a replacement document with the appropriate RP01 or LL RP01, the registrar may then remove the original.

A document on the register that contains a trivial inaccuracy that does not affect the underlying meaning of the information will, as a general rule, be regarded as being properly delivered.

For example, an address stated to be ‘23 Station Roaad’ instead of ‘23 Station Road’ will be treated as properly delivered, but an address given as ‘32 Station Road’ instead of ‘23 Station Road’ will not.

2.10 Power to reject documents for inconsistencies (section 1073A)

The registrar may reject a document if it appears to be inconsistent with other information held by or available to the registrar. Any rejected document will be treated as if it had not been delivered to the registrar.

2.11 Documents that should never have been delivered

Sometimes information delivered to the registrar is entirely false or fraudulent. Such information may suggest a person has been appointed to a role within a company without their knowledge or consent, or it may record a transaction that never happened, or it may have been delivered without the knowledge or authority of the company.

Depending on the circumstances, the registrar may deal with this in different ways. See Remove information from Companies House.

3. Powers to amend the register

The act specifies the circumstances where the register can be amended. This chapter sets out the powers and the circumstances when each of the powers can be exercised.

3.1 If a document contains unnecessary material (section 1074)

Sometimes companies send the registrar information that they did not intend to. The act has made provision to address this problem in some circumstances, so that the registrar may be able to remove ‘unnecessary material’ from the register.

Unnecessary material is material that:

• is not necessary to fulfil a statutory obligation
• is not specifically authorised to be delivered to the registrar

The registrar must be satisfied that the information meets both parts of the test before they can consider whether it can be removed.

Where the information is ‘unnecessary material’, the registrar can deal with it in different ways, depending on whether the material can be readily separated from the rest of the document. If it is readily separable, the registrar may then deal with the ‘unnecessary material’ only. See administrative removal from the register.

If the registrar cannot readily separate the unnecessary material from the rest of the registered document, then the document will not have met the requirements of proper delivery. The registrar may then deal with the document as a whole, as explained in administrative removal from the register and may require a replacement document to be delivered.

3.2 If you need to replace a document (section 1076)

The registrar may accept a replacement for a document previously delivered only if the original filed document:

• did not meet the requirements of proper delivery (for example, the information in the document was factually inaccurate, or it was not signed)
• contained unnecessary material

The registrar must be satisfied that the person delivering the replacement document is the person who delivered the original document or is the company to which the original relates. The replacement document must also comply with the requirements for proper delivery.

It is not possible to deliver a replacement document where the original was delivered under the provisions of the act relating to charges - for example, the particulars of a charge. This is because there are already provisions made for the rectification of charges under part 25 of the act.

A replacement document is not appropriate if the original document contains only a trivial inaccuracy.  In that case, you may wish to send a second filing.

3.3 What replacement information you need to send

If you wish to file a replacement, you must send the replacement document or information accompanied by Form RP01 or LLRP01 (for LLPs).  The registrar needs this so that they can link the replacement with the original. You can only file replacements on paper; the facility does not yet extend to digital filing.

In most cases, a full, replacement document will be required with the form RP01 or LLRP01. If the original document is one which had legal consequences when registered by Companies House (such as an incorporation), then only replacement information (not a full document) needs to be delivered with the form RP01 or LL RP01. This is to avoid any confusion for those searching the register, who may raise questions about why there are two fully completed applications for incorporation on a company record. 

Whilst only replacement information is required for a document with legal consequences on registration, sufficient information for the registrar to determine what is being replaced (and for whom) is required. For example, if an erroneous date of birth is provided for a person with significant control (PSC) on an application for incorporation, we will require:

• the relevant page from the application for incorporation (fully completed)
• the covering form RP01 or LLRP01 (for an LLP)

3.4 What happens to the original document

The registrar can decide whether to remove the original document and will consider each case on its merits and in accordance with the registrar’s objectives. The registrar’s decision may result in material from within the document, or the whole document, being removed.

3.5  Annotation of the register (section 1081)

The registrar may annotate the register in certain circumstances so that users of the register are aware of changes they have made.

The registrar must annotate the register to record:

• the date an original document was delivered
• the date of the replacement of a document and the fact that it has been replaced
• the date and under what power they removed any material, and a description of the material
• if a document is rectified under section 859M of the act (rectification of register) the nature and date of rectification
• if a document is replaced under section 859N of the act (replacement of instrument or debenture) the fact is has been replaced and the date of delivery of the replacement

The registrar may also annotate the register:

• where information on the register appears to the registrar to be misleading or confusing, the registrar may annotate the register to remedy (as far as is possible) the confusing or misleading nature of the material
• where information was previously considered by the registrar to form part of the register, but this is no longer the case, the registrar may annotate the register accordingly

The registrar may also remove an annotation if it no longer serves a useful purpose.

3.6 Power to require information (section 1092A)

There may be occasions when a complaint or issue comes to the attention of the registrar, but they are unable to form an opinion about whether to act or engage a power without first obtaining more information.

In these circumstances, the act provides the registrar with a power to send a notice and require a person to provide information to them. This power can be used to enable the registrar to determine:

• whether a person has complied with an obligation to deliver a document to the registrar
• whether a document is, or has been, properly delivered or should form part of the register

This power can be used to require any person to provide information to the registrar. Failure to comply with the registrar’s notice without reasonable excuse is a criminal offence.

3.7  Inconsistency on the register (section 1093)

Where information in a document is inconsistent with other information held in the registrar’s records, the registrar may send a notice to the company.  The company must remedy the inconsistency either by delivering a replacement or additional document, or by any other means, within 14 days of the registrar’s notice. 

The notice to the company will state in what respect the information contained in the document appears to be inconsistent.

Failure to comply with the registrar’s notice on time means the company and any officers in default have committed an offence and may be subject to a fine. The registrar may also place an annotation on the register where material appears to be misleading or confusing.

3.8  What can be administratively removed from the register (section 1094)

The registrar can administratively remove from the register anything that appears to be:

• a document, or material derived from a document accepted under section 1073 (material that was not properly delivered)
• unnecessary material

Before removing material from the register, the registrar must be satisfied the material meets one of these criteria. For documents which have legal consequences on registration at Companies House, the registrar may remove material only if satisfied the interests of the company or applicant in removing the material outweigh the interests of other persons in the material continuing to appear on the register.

We may remove information from an application for incorporation, but we will not remove the entire form or the company’s certificate of incorporation.

3.9 Applying to remove material from the register

In most circumstances, you should apply using form RP08 and send this to Companies House.

The application sets out the requirements to be completed. You must include any information or evidence you think is relevant, to assist the registrar in forming an opinion about whether the material can be removed.

It will not always be necessary to make an application. The registrar’s administrative removal power can be commenced on the registrar’s own motion, or upon receipt of an application. If the registrar is in possession of sufficient information to be satisfied the relevant material is not properly delivered, then they may choose to act without the need of an application for administrative removal.

3.10 Before any material is removed from the company’s record

In some circumstances, the registrar may consider it necessary  to remove material without providing prior notice to the company. For example, if the registrar is satisfied the material is not properly delivered and there is an element of urgency to matters. 

In such cases, the registrar may remove the material and then give notice to any persons they consider it is appropriate to notify.

In other cases, the registrar may provide a period of notice to any persons they consider appropriate before removing any material from the register. This is to allow interested parties (such as the company or its officers) to object to the removal. 

Each case will be considered on its own merits. If you receive a notice of the registrar’s intention to remove material and disagree, you’ll need to respond within the notice period with information to support your objection.

When we receive any objections, or any other representations, the registrar will consider all information in their possession and decide whether to proceed with the removal. If the registrar does decide to proceed and remove the material, they will notify anyone they consider appropriate to notify. This includes any persons that applied for the removal of material and any persons who may have objected to the removal.

3.11  Rectification of the register under court order (section 1096)

The registrar has broad powers to administratively remove material from the register where they determine it is merited or in scope of the power. However, there may be some circumstances when it is appropriate for the court to order the registrar to remove material. In certain cases, the registrar may deem it necessary for the court to decide a point of fact or law.

On order of the court the registrar must remove from the register any material:

• that derives from anything that the court has declared to be invalid or ineffective, or to have been done without the authority of the company
• that a court declares to be factually inaccurate, or to be derived from something factually inaccurate, or forged
• that the court directs to be removed from the register

The court cannot use this power to rectify where the court has other specific powers in the act to deal with the matter. For example, under part 25 of the act (in relation to the register of charges).  Also, the court’s rectification power does not extend to information delivered to the registrar under part 15 of the act (accounts and related documents).

The court order must specify what the registrar must remove from the register and indicate where on the register it is.

The court may make an order for the removal of legal consequences filings for the company if it is satisfied that the interest of the company or where necessary the applicant in removing the material outweighs the interest of any other person in the material continuing to appear on the register.

You should always contact Companies House if you are considering applying for a court order. We can advise in the first instance whether removal of information without a court order is possible. 

Where a court order is required, we’ll work with you to seek to agree the form of the order.  In some cases it may be sufficient for the court to make a declaration as to the nature of the information in question, to enable the registrar to take the appropriate action. For example, where the registrar is unable to determine the extent to which a transaction recorded in a filing has occurred in law.

3.12  Rectification of a company’s registered office address (section 1097A)

How to apply

A company must ensure that its registered office is, at all times, at an appropriate address (within the meaning of section 86 of the act).  Any person may make an application to the registrar if they believe a company’s registered office address is not appropriate. 

You can apply to rectify a company’s registered office address by completing form RP07.

The details you need to provide are set out in the application. You’ll also need to include any information or evidence to support your application, and explain why you believe the company’s address is not appropriate.

If a company is using your home address without your knowledge

You’ll need to contact Companies House as soon as possible.

There may be some instances when we can commence the rectification process, or change the company’s registered office, without needing an application.

If your home address is being used, we’ll still need evidence from you of proprietary ownership of the property. You can enclose this evidence with your initial written contact with Companies House.

Some examples of evidence are:  

• documents showing your proprietary rights to the address, including leasehold or freehold
• a written agreement entitling you to use the address
• a recent utility bill with your details listed as the company’s address

When we receive your application

Upon receipt, the registrar will consider the merits of the application. If the registrar is not satisfied the registered office is not at an appropriate address, they will reject the application.

If the registrar is satisfied the registered office is not at an appropriate address, the registrar may:

• choose to change the company’s registered office to the Companies House default  address without a period of notice
• choose to provide the company with 14 days so they can object to the application and provide evidence to satisfy the registrar that the address is appropriate (or deliver a notice changing the company’s registered office to a new address)

What happens next

If the registrar chooses not to provide a period of notice to the company, the registrar will change the registered office address to what is known as a default address. This is an address held and maintained at Companies House (the default address used will depend on the company’s jurisdiction).    

If a period of notice is given, the registrar may receive a notice of a new address for the company, or an objection from them during that period. If a notice of a new address is not provided, at the end of the notice period the registrar may, if they remain satisfied the address is not appropriate, change the company’s registered office to the default address. 

Alternatively, the company may have provided evidence to satisfy the registrar that the address is appropriate. If this is the case, the company’s record will be unchanged, and the registrar will inform the company and applicant of their decision.

Appealing against the registrar’s decision

If a rectification application (form RP07) is unsuccessful, the applicant may choose to appeal to the court. Any appeal must be made to court within 28 days of the date the applicant was given notice by the registrar of the outcome of their application.

If a company’s registered office was changed by the registrar to the default address, the company may appeal to the court. Any appeal by the company must be made to court within 28 days of them being given notice by the registrar that the registered office has been changed to the default address.

Effects of changing the registered office address to a default address

Certain legal duties of the company will be suspended for a period of 28 days. This starts on the day the registered office address was changed to the default address.

Suspended duties include:

• the duty to make certain registers and company records kept by the company available for inspection
• the duty to display company details at the registered office address
• the duty to state information about the company’s registered office on business communications and documents
• the duty to provide information about the company’s registered office to a person in the course of business

These duties are only suspended temporarily. After 28 days, the company may be committing an criminal offence where there is a failure to comply with relevant legal obligations. 

If a company chooses to appeal to court, the duties remain suspended, until the later of:

• the expiry of the 28-day period from when the address was changed to the default address
• the day the appeal is withdrawn
• 7 days from the day the appeal is finally determined in the registrar’s favour
• 7 days from the day a new address is registered at the direction of the court (following final determination in the applicant’s favour)

If the company continues to have a registered office at the default address

When the registrar changes a company’s registered office to the default address, and provided no appeal has been lodged with the court, the company has 28 days to deliver a notice to the registrar of a new registered office. The notice must include evidence the company has proprietary rights, or permission, to the property.

If a company fails, without a reasonable excuse, to comply with this requirement, the company and every officer of the company that is in default has committed an offence.

Additionally, if a company fails to provide a notice of new registered office address within the 28-day period, the registrar may commence steps which may result in the company being struck off the register. After the 28 days have expired, the registrar may publish a notice in the relevant Gazette of their intention to strike off the company.

This Gazette notice will state that at the end of the 2-month period beginning with the date of the notice, the registrar will strike off the company’s name and the company will be dissolved unless:

• a notice of change of registered office address to a new  address is delivered to the registrar (the notice must be accompanied by evidence that satisfies the registrar that the new address is an appropriate address)
• an objection is received which satisfies the registrar that it is not appropriate to strike the company’s name off the register

If neither a notice of change of registered office address, nor appropriate objection, is received within the 2-month period, the company’s name will be struck off the register and the company will be dissolved.

Other provisions and arrangements that apply to the Companies House default address

Other provisions and arrangements are:

• the company cannot display the company’s name, nor keep, display or make available for inspection its registers, records or indexes or any other documents at the default address
• the registrar is not required to open any documents delivered to the company at the default address
• the registrar can destroy any document not collected by the company 6 months after its receipt, or if the company is struck off
• the company can collect documents received at the default address (where the company gives 5 working days’ notice)

The registrar is under no duty to forward documents to the company when the company has changed the default address to a new registered office address.

If the company wishes to collect documents, they can email enquiries@companieshouse.gov.uk or write to Companies House. We’ll reply with the information we require when you have been in contact.

Serving documents on a company at the Companies House default address

Where the registrar changes a company’s registered office address to the Companies House default address, you can still serve documents on the company at that address.

The registrar only has to keep the documents. The registrar is not required to open any documents delivered to the company at the default address or contact the company to inform it of the receipt of the document, under any circumstances.

The registrar must make the document available for collection by the company for a period of 6 months or until the company is struck off.

3.13 Rectification of register of a person’s service address (section 1097B)

This power applies to the service address of a secretary or director of a company that is not an overseas company or a registrable person or registrable relevant legal entity in relation to a company.

The grounds for making an application to rectify the service address

This power enables or authorises the registrar to change the service address of an officer if satisfied the address does not meet the requirements of section 1141 of the act (conditions with which a service address must comply). 

For the purposes of section 1141 of the act, the conditions are that a service address must be a place where:

• the service of documents can be effected by physical delivery
• the delivery of documents is capable of being recorded by obtaining of an acknowledgement of delivery

The person’s service address would be within the scope of the rectification power if documents cannot be effectively served on that person at the service address shown for them on the register at Companies House.

How to apply for rectification of the service address

You can apply to rectify a person’s service address by completing form RP07.

The details you need to provide are set out in the application, but you should also include any information or evidence in support of your application.

If your home address is falsely shown as a person’s service address

You’ll need to contact Companies House as soon as possible.

There may be some instances when the registrar can commence the rectification process, or change the person’s service address, without an application.

If your home address is being used, we still require evidence from you of proprietary ownership of the property. You can include this evidence with your initial written contact with Companies House. 

Some examples of evidence are:  

• documents showing your proprietary rights to the address, including leasehold or freehold
• a written agreement entitling you to use the address
• a recent utility bill with your details listed as the company’s address

When we receive your application

Upon receipt, the registrar will consider the merits of the application. If the registrar is satisfied the service address does meet the requirements, they will reject the application and return it you.

If the registrar is satisfied the service address does not meet the requirements, the registrar may:

• choose to change the person’s service address to the Companies House default address without a period of notice
• choose to provide the person and company with 14 days so they can object to the application, or deliver a notice changing the person’s service address to a new address

If they object to the application, they must provide evidence to satisfy the registrar that the person’s address does meet the service address requirements in the act.

If they deliver a notice to change the person’s service address, this address must comply with the requirements of section 1141 of the act.

What happens next

If the registrar chooses not to provide a period of notice to the company and person, the registrar will change the person’s service address to what is known as a default address. 

If a period of notice is given, the registrar may receive a notice from the company, changing the person’s service address or the person or company might raise an objection during that period. If a notice of a new address is not provided by the end of the notice period, the registrar may change the person’s address to the Companies House default address, if they remain satisfied the service address does not meet the requirements.

Alternatively, the company or person may have provided evidence to satisfy the registrar that the address meets the requirements. If this is the case, the company’s record will be unchanged, and the registrar will inform the company (and applicant) of their decision.

Appealing against the registrar’s decision

If an application for rectification (Form RP07) is unsuccessful, the applicant may choose to appeal to the court. Any appeal must be made to court within 28 days of the date the applicant was given notice by the registrar of the outcome of their application.

If a person’s service address has been changed by the registrar to the default address, the company may appeal to the court.  Any appeal by the company must be made to court within 28 days of the date the company and the person were given notice by the registrar that the service address had been changed to the default address.

Duty to move the service address from the Companies House default address

If a person’s service address is changed to the Companies House default address, they must take all reasonable steps to ensure the company delivers a notice to the registrar containing a new service address. The notice must  be accompanied by evidence which satisfies the registrar that the new service address satisfies the relevant requirements for a person’s service address in the act.

If no appeal has been made against the registrar’s decision to change the person’s service address to the default address, and no acceptable notice of a change of service address has been delivered to the registrar within 28 days (of the date of the registrar giving notice the address had been changed to the default address), then the person (and where the person is a firm, its officers are in default) may have committed a criminal offence.

3.14 Rectification of register of a person’s principal office address (section 1097C)

This power applies to the principal office address of a secretary or director of a company that is not an overseas company or a registrable person or registrable relevant legal entity in relation to a company.

Grounds for making an application to rectify the principal office address

This power enables or authorises the registrar to change the principal office address of an officer if satisfied the address shown on the register at Companies House is not in fact that officer’s principal office address.

How to apply

You can apply to rectify a person’s principal office address by completing form RP07.

The details you need to provide are set out in the application. You’ll also need to include any information or evidence to support your application.

If your home address is falsely shown as a person’s principal office address

You’ll need to contact Companies House as soon as possible.

There may be some instances when the registrar can commence the rectification process, or change the person’s principal office address, without an application.

If your home address is being used, we’ll still need evidence from you of proprietary ownership of the property. You can enclose this evidence with your initial written contact with Companies House. 

Some examples of evidence are:  

• documents showing your proprietary rights to the address, including leasehold or freehold
• a written agreement entitling you to use the address
• a recent utility bill with your details listed as the company’s address

When we receive your application

Upon receipt, the registrar will consider the merits of the application. If the application is unsuccessful, the registrar will reject it and return it you.

If the registrar is satisfied the principal office address is not that person’s address, the
registrar may:

• choose to change the person’s principal office address to the Companies House default address without a period of notice
• choose to provide the person and company with 14 days so they can object to the application and provide evidence that satisfies the registrar that the person’s address is in fact their principal office address (or the company can deliver a notice changing the person’s principal office address to a new address)

What happens next

If the registrar chooses not to provide a period of notice to the company and person, the registrar will change the person’s principal office address to what is known as a default address. 

If a period of notice is given, the registrar may receive a notice from the company, changing the person’s principal office or the person or company might raise an objection during that period. If a notice of a new address is not provided by the end of the notice period, the registrar may change it to the Companies House default address, if they remain satisfied the principal office address is not that person’s principal office address.

Alternatively, the company or person may have provided evidence to satisfy the registrar that the address is that of the relevant person.  If this is the case, the company’s record will be unchanged, and the registrar will inform the company, person and applicant  of their decision.

Appealing against the registrar’s decision

If an application for rectification (Form RP07) is unsuccessful, the applicant may choose to appeal to the court. Any appeal must be made to court within 28 days of the date the applicant was given notice by the registrar of the outcome of their application.

If a person’s principal office address has been changed by the registrar to the default address, the company may appeal to the court. Any appeal by the company must be made to court within 28 days of the date the company and the person were given notice by the registrar that the principal office address had been changed to the default address.

Duty to move the principal office address from the Companies House default address

If a person’s principal office address is changed to the Companies House default address, they must take all reasonable steps to ensure the company delivers a notice to the registrar containing a new address for them. 

That notice must be accompanied by evidence which satisfies the registrar that the new principal office address for the person is in fact their address.

If no appeal has been made against the registrar’s decision to change the person’s principal office address to the default address, and no acceptable notice of a change of address has been delivered to the registrar with 28 days (of the date of the registrar giving notice the address had been changed to the default address), then the person (and where the person is a firm, its officers are in default) may have committed a criminal offence.

3.15 If a company appoints you without your knowledge or consent

Contact Companies House as soon as possible.

We’ll be able to remove your details if satisfied you have been falsely named as an officer of a company. You’ll need to provide any information or evidence you may have to support your claim.

3.16 Second filings - correcting trivial inaccuracies on the register

As a general rule, a document that contains a trivial inaccuracy that does not affect the underlying meaning of the information, would be regarded as properly delivered. For example, an address stated as ‘23 Station Roaad’.

If a document is properly delivered, it’s not possible to deliver a replacement document. If you want to correct a trivial inaccuracy, you can send a copy of the correct information in the correct form - known as a ‘second filing’. 

A second filing is a copy of the original document with the inaccuracy corrected. You should use form RP04 to send a second filing to Companies House. 

The original form will remain on the register because it was properly delivered. We will not remove the original form but we’ll make the second filing available to searchers to explain the inaccuracy.

You can submit a second filing to correct a very minor inaccuracy in any type of previously submitted form. For a second filing of a legal consequence document, you do not need to submit a full, new document. You’ll need to submit sufficient information for the registrar to determine what is being corrected (and which person). 

For example, if a minor error in an officer’s service address on an application for incorporation, we will require:

• the relevant page from the application for incorporation (fully completed)
• the covering form RP04 (or LLRP04 for an LLP)

4. Other registrar’s powers

4.1 Agreement for delivery by digital means

Companies House has a protected online filing (PROOF) service. Under section 1070 of the act, PROOF allows a company to enter into an agreement with the registrar that it will file certain specified documents electronically only.

On the basis of this agreement, the registrar will not accept those documents when delivered in paper form for that company, other than in the circumstances set out in the agreement. 

The purpose of this is to allow companies to protect themselves against the risk of being hijacked or having other false filings made against them. You can sign up to our PROOF service online.

4.2 How long the registrar will keep documents

The registrar must normally keep original paper documents for companies for 2 years after receiving them.  After that time, the registrar may destroy them as long as they have recorded the information contained within them.

Where the registrar receives a document digitally, they do not have to keep the original document, provided the information contained within the document has been recorded.

4.3 Records of dissolved companies

The registrar will keep records about dissolved companies and other entities available for public inspection on our online register, Find and Update Company Information Service, for up to 20 years. This 20-year period begins with the date the company, or other entity, was dissolved or closed.

Read our guidance on personal information on the public register for a dissolved company.

4.4 Voluntary filing of translations (section 1106)

Companies may deliver voluntary translations of documents that they are delivering or have previously delivered to the registrar that are subject to the enhanced disclosure requirements (see section 1078 of the act).

If you wish to file a voluntary translation, you must send the translation accompanied by form VT01 or LL VT01. The registrar needs this so they can link the translated version of the document with the original.

You can only file voluntary translations on paper. For more information, see volume 2, part 10, chapter 3 of the full registrar’s rules.

4.5 Transliteration of names and addresses

Names and addresses in documents delivered to the registrar (of both individuals, companies and LLPs) must only consist of permitted characters and symbols as specified in the Registrar of Companies and Applications for Striking-Off Regulations 2009.

There are some documents where you can use ‘non-permitted’ characters and symbols in respect of names and addresses within them. These are:

• a memorandum of association(applies to companies only)
• a company’s articles (applies to companies only)
• a court order
• an agreement affecting a company’s constitution delivered under chapter 3 of part 3 of the act (applies to companies only)
• a valuation report delivered under section 94(2)(d) of the act (applies to companies only)
• a document delivered in respect of a company or LLP included in accounts of larger group required to deliver group accounts delivered under sections 400(2)(e) and 401(2)(f) of the act, or as applied by regulation 10 of the Limited Liability Partnerships (Application of Companies Act 2006) Regulations 2009
• a charge instrument or copy charge instrument delivered to the registrar (company charges) delivered under part 25 of the act or as applied to LLPs by the Limited Liability Partnerships (Application of Companies Act 2006) (Amendment) Regulations 2013
• a certified copy of the constitution of an overseas company delivered under regulations 8, 14 or 15 of the Overseas Companies Regulations 2009
• a copy of accounting documents of an overseas company delivered under regulations 9, 32, 45 or 36 of the Overseas Companies Regulations 2009
• a copy of the annual accounts of an overseas company or certain credit or financial institution (to which chapter 2 of part 6 of the Overseas Companies Regulations 2009 applies) delivered under section 441 of the act

4.6  Certification of documents

Where a document delivered to the registrar has to be certified as an accurate translation, or as a correct copy, the registrar has made rules on who is able to certify documents.

Different rules apply depending on whether this obligation arose before 1 October 2009, or on or after that date. See the full registrar’s rules for more information about certification.

5. Quality of documents

We scan the documents and forms you deliver to us to produce an digital image. We then store the original paper documents and use the digital image as the working document.

When a customer searches a record, they see the digital image reproduced online. So it is important not only that the original is legible, but that it can also produce a clear copy.

5.1  Documents filed digitally

Documents filed digitally must comply with the specifications set out by the registrar in the rules on digital filing. The formats for software filing are contained in these rules published on our GOV.UK website, and this contains all the formats you will need to file via that method.

5.2 Paper documents

Generally, every paper document sent to Companies House must state in a prominent position the registered name and number of the company. There are a few exceptions to this rule, which are set out in the published registrar’s rules.

Paper documents should be on A4 size, plain white paper with a matt finish. The text should be black, clear, legible and of uniform density. Letters and numbers must be clear and legible so that we can make an acceptable copy of the document.

When you fill in a form:

• use black ink or black type
• use bold lettering (some elegant thin typefaces and pens give poor quality copies)
• do not send a carbon copy
• do not use a dot matrix printer
• photocopies can result in a grey shade that will not scan well

When you complete other documents, remember:

• the points already made relating to completing forms
• to use A4 size paper with a good margin
• to supply them in portrait format (that is with the shorter edge across the top)
• to include the registered number and name on the first page

See Company details on documents.

6. More information

6.1 Filing documents in other languages

As a general rule, the law requires that you deliver documents to Companies House in English, but there are some exceptions.

Companies and LLPs can deliver the following documents in languages other than English if the document is accompanied by a certified translation into English:

• resolutions and agreements affecting a company’s constitution delivered under chapter 3 of part 3 of the act (applies to companies only)
• accounts of larger EEA (European Economic Area) groups, the group accounts and parent undertaking’s annual report
• accounts of larger non-EEA groups, the group accounts and, where appropriate, the consolidated annual report
• a charge instrument or copy charge instrument
• valuation report required to be delivered to the registrar under section 94(2)(d) of the act (applies to companies only)
• articles of association (applies to companies only)
• memorandum of association (applies to companies only)
• court orders

There are different exceptions for Welsh companies and Welsh LLPs (those complying with section 88 of the act or as applied by the Limited Liability Partnerships (Application of Companies Act 2006) Regulations 2009. They can deliver certain documents in Welsh without the need of an accompanying certified translation in English.

See Companies House Welsh service.