Company Administration & Compliance

PLEASE BE AWARE THAT THE ECONOMIC CRIME & CORPORATE TRANSPARENCY ACT 2023 IS BEING IMPLEMENTED IN PHASES AND MAY CHANGE SOME OF THE TEMPLATES BELOW.

Overview

This section covers the essential "back office" administration required to keep a UK company legally compliant. While many SMEs no longer appoint a formal Company Secretary, the legal duties described here - maintaining registers, filing accounts, and updating company details - must still be carried out by the directors.

These templates help you manage the statutory lifecycle of the company, ensuring that your public records at Companies House and your private internal registers match and are up to date.

When to use these documents

Routine annual compliance: Filing Confirmation Statements and Annual Accounts.
Distributing profits: Declaring dividends, issuing tax vouchers, or waiving dividend entitlements.
Updating company details: Changing the company name or moving the registered office address.
Internal record keeping: Updating the Register of Members and other statutory books.
Role management: Appointing or removing a Company Secretary (if you choose to have one).
Closing down: Voluntarily striking off (dissolving) a company.

Compliance and legal framework

Filing Rule: Resolutions vs. Minutes Please note that as of 13 March 2023, Companies House no longer accepts minutes that have a resolution embedded within them. If a resolution is required to be filed (e.g., a Special Resolution to change the company name), you must file a separate copy of the resolution document. You cannot simply file the board minutes that discuss it. Our templates are structured to help you comply with this requirement.

Document Groups in this section

Core Administration & Registers Even if you do not have a company secretary, core administrative tasks must be undertaken, and the directors are ultimately responsible for filings and maintaining company records, such as the Register of Members (shareholders) and other internal registers. This area also covers the Registered Office (documents to move it) and guidance on the Company Secretary role itself.

Filings & Accounts Templates and guidance for the non-negotiable annual filings: Annual Accounts, Abridged Accounts (for small companies), and the Confirmation Statement (formerly the Annual Return).

Dividends & Distributions Once accounts are approved, you may wish to distribute profits to shareholders.

Dividends: Board minutes (for Model or modified articles) and resolutions to declare dividends. Also includes Tax Vouchers and templates for dividends "in specie" (distributing assets rather than cash).
Waivers: A Deed of Waiver for when a shareholder (often an owner-manager) wishes to formally waive their entitlement to a dividend to retain funds in the business.

Significant Changes Documents required when the company undergoes a major identity change, specifically Change of Company Name.

Closing a Company If the company has ceased trading and has no debts, the Voluntary Strike Off documents allow directors to apply to remove the company from the register without a formal liquidation process.

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