Guidance

Inconsistencies on the public register

Updated 24 July 2015

1. Definition of an inconsistency

How we define an inconsistency

We use the term ‘inconsistency’ where we receive information that appears to be inconsistent with the officer information already on file for a company or LLP at Companies House. When we identify an inconsistency we will tell you about it. An example of this would be an appointment we have already been notified of but a further appointment form has been filed with a different date of appointment.

What Companies House does with forms that are inconsistent

Where a form is completed correctly we are not able to reject the form just because the information appears to contradict something you have already told us. If the form is accepted we will tell the person who filed the latest information that there appears to be something inconsistent with information that is already on the company or LLP record.

Is it only named officers that are treated as inconsistent?

Any information on the Register could be viewed as inconsistent. However, Companies House will only notify you of inconsistencies regarding officers named on that company or LLP record. We may also write to you if we receive a complaint from a customer about an inconsistency on your company record.

Potential effect of Inconsistencies on your company or LLP record

Unresolved inconsistencies on your record could mean that there has been a mistake, or that you have forgotten to file a form that should have been delivered before the latest one.

What to do next

Check your company or LLP record to understand what you have already told us and whether there are any mistakes or missing forms on the register.

For more specific advice please refer to the relevant type of change you have told us about e.g. appointments, change of particulars or termination of appointment.

You can correct any errors in your company’s record by filing any missing forms or by correcting any mistakes in your filing history – see our GP6 guidance booklet, for further details.

Make sure that any other errors are dealt with before returning a rejected form to us.

Not resolving an inconsistency issue.

It is very important that you take action to check your company or LLP record and respond to us if we make you aware of an inconsistency. If you do nothing we may publicly mark up the company or LLP record as inconsistent. This will be visible to any person searching your record.

If you continue to do nothing the registrar may ultimately issue a notice to resolve the inconsistency. If you do not respond to it within 14 days then the company and every officer who is in default may be guilty of an offense and liable for a fine.

2. Annual return inconsistencies

(Form AR01)

The annual return is a snapshot of the company, it cannot be used to update your company information (with the exception of the SIC code, statement of capital and shareholders list). Any changes to the officers, registered office or information about where you records are kept must be notified on the relevant form. To make this easier, our WebFiling service will allow you to make these changes as part of the annual return and will generate the appropriate document for you.

Receiving notices about officer inconsistencies on an annual return

We may send you a notice to say that we have no record of one or more of the officers on your annual return.

Check that you have given the correct names and dates of birth for each officer. If they are correct then you may have appointed one or more officers but have not filed the relevant form with us first. It may also mean that our records show that officer was appointed but their appointment has since been terminated.

We may also send you a notice to say that your annual return does not include one or more officers that are still shown as current at Companies House.

Check that you have given the correct names and dates of birth for each officer. If they are correct then you may have forgotten to include an officer on the annual return or that an officers appointment has been terminated but you have not notified us on the relevant form.

What you should do next

You must check the company or LLP record. If our records show that a filing is missing or incorrect then you must resolve it. The questions below regarding appointments, change of officer details and termination of officers give further information on how to do this, depending on what type of filing is missing.

3. Officer appointment inconsistencies

(Forms AP01, AP02, AP03, AP04, LL AP01, LL AP02)

Receiving a notice that the person is already appointed

This usually means that we have already had an appointment form for this person but the first form shows a different date of appointment. If both forms have been accepted we will note that there is an inconsistency for that person on our records and we will expect you to follow this up.

What you should do next

You must check the company or LLP record. If the form has not been returned to you and it, or the earlier form, shows the wrong date of appointment then you may wish to have it removed. You can do this by applying for rectification. For more information on how to do this please refer to Q9, chapter 2 of our GP6 guidance booklet.

If the form has been returned to you and the record for that person is correct then you do not need to return the form to us. However if the record for that person is incorrect then you may be able to file a 2nd copy of that form with the details corrected. For more information on how to do this please refer to Q14, chapter 2 of our guide GP6. Alternatively you may be able to correct your company or LLP record by applying for rectification. For more information on how to do this please refer to Q9, chapter 2 of our GP6 guidance booklet.

Make sure that any other errors are dealt with before returning a rejected form to us.

4. Change of officer details inconsistencies

(Forms CH01, CH02, CH03, CH04, LL CH01, LL CH02)

Receiving a notice that we have no record of the person you have filed a change for

This usually means that we have not had the appointment form for this person. Or we have had the form but the name or date of birth is shown differently and so has created another appointment for that person.

What you should do next

You must check the company or LLP record. If our records do not show the appointment form then you must submit it to Companies House without delay.

If our records do show that person’s appointment with a different name or date of birth then you may be able to file a 2nd copy of that form with the correct details. For more information on how to do this please refer to Q14, chapter 2 of our GP6 guidance booklet.

Receiving a notice that we have already terminated an appointment you are making a change for

This may mean that the date of termination or change of particulars is incorrect. Alternatively it could mean that the person has resigned but has since been reappointed but not been notified to Companies House.

What you should do next

You must check the company or LLP record. If the date of change or termination is incorrect and both forms have been accepted you may be able to file a second copy of that form with the correct details. For more information on how to do this please refer to Q14, chapter 2 of our GP6 guidance booklet.

If the person has since been reappointed but the notice has not been filed you must submit it without delay.

5. Termination of officers inconsistencies

(Forms TM01, TM02, LL TM01)

Receiving a notice that Companies House has no record of the person you’ve filed a termination of appointment for.

This probably means that we never received that person’s appointment form.

What you should do next

You must check the company or LLP record. If our records do not show the appointment form then you must submit it to Companies House without delay.