Changing company directors is a common part of running a limited company. A director may resign, a new director may join, or responsibilities may change as the business grows. Even if the process seems simple, it is important to keep clear records.
Director changes can affect Companies House filings, bank mandates, tax records, contracts, insurance and internal company documents. Keeping the right paperwork can help avoid confusion later.
Director appointment records
When a new director joins the company, keep a clear record of the appointment.
Useful documents include:
- director appointment form
- board resolution
- meeting minutes
- Companies House filing confirmation
- director consent to act
- updated company register
- identity documents, if needed for banking
- proof of address, if needed for compliance checks
The company’s internal records should match the information filed at Companies House.
Director resignation records
If a director resigns, keep documents showing when and how the resignation happened.
This may include:
- resignation letter
- board minutes
- Companies House filing confirmation
- updated company register
- final payroll or payment records, if relevant
- handover notes
- access removal confirmation
A clear resignation record can help prevent later disputes about authority or responsibility.
Companies House confirmation
Director changes usually need to be reported to Companies House. Keep confirmation of any filings made.
This may include:
- appointment confirmation
- resignation confirmation
- updated company profile
- confirmation statement updates
- authentication code records
- filing receipt
Check that the public company record is correct after the change.
Board minutes and resolutions
Internal company records are important even if Companies House has been updated. Board minutes and resolutions show that the company properly agreed to the change.
Keep records of:
- date of decision
- directors present
- decision made
- appointment or resignation details
- voting outcome, if relevant
- signature or approval record
These documents can be useful for banks, accountants, investors or legal checks.
Company registers
Limited companies should keep internal company registers up to date.
After a director change, check:
- register of directors
- register of directors’ residential addresses
- register of persons with significant control, if relevant
- shareholder register, if shares also changed
- company secretary records, if applicable
The company’s internal records should be consistent with Companies House filings.
Bank and finance records
If a director had access to the business bank account, update bank records promptly.
You may need to update:
- bank mandates
- account signatories
- online banking users
- debit cards
- loan documents
- overdraft authority
- payment approvals
- finance agreements
Banks may ask for identity documents, board resolutions or Companies House evidence before updating access.
HMRC and payroll records
Director changes may affect payroll, tax and HMRC records.
Keep documents connected to:
- PAYE records
- salary payments
- director payroll setup
- P45, if leaving employment
- dividend records, if also a shareholder
- benefits or expenses
- self assessment information
- accountant correspondence
Tell your accountant about the change as early as possible.
Contracts and authority
A director may have signed contracts, approved payments or acted as a company contact. After a director change, review key business documents.
This may include:
- client contracts
- supplier agreements
- leases
- insurance policies
- finance agreements
- software admin accounts
- professional memberships
- licences or permits
Make sure the right person has authority to act for the company.
Access and security records
When a director leaves, remove access to systems and sensitive information where appropriate.
Check:
- online banking access
- accounting software
- email accounts
- company files
- payment systems
- client portals
- Companies House access
- domain and website accounts
- password managers
Keep a record of access changes to protect the business.
Common mistakes to avoid
Director changes can create problems if records are incomplete.
Common issues include:
- Companies House filing is missed
- resignation letter is not kept
- bank mandate is not updated
- old director still has online access
- internal company register is outdated
- accountant is not informed
- contracts still name the old director
- payroll records are unclear
- shareholder changes are confused with director changes
Final thoughts
Changing company directors should be documented carefully. Keep appointment or resignation records, Companies House confirmations, board minutes, updated company registers, bank records, HMRC documents and access change records.
Clear paperwork helps small businesses stay organised and can prevent problems with banking, tax, contracts and future company checks.