Starting a limited company in the UK is a big step, whether you are launching a new business, moving from sole trader to company structure or setting up a side project. Once the company is formed, there are several important documents you should keep safe.
These records can be needed for banking, tax, accounting, contracts, investment, loans, legal checks and future company changes.
Certificate of incorporation
The certificate of incorporation confirms that your company has been registered. It usually shows:
- company name
- company number
- date of incorporation
- company type
- place of registration
Banks, accountants, investors and overseas organisations may ask for this document as proof that the company exists.
Companies House authentication code
The Companies House authentication code is used to file information online. It should be kept secure, as it gives access to important company filing functions.
You may need it for:
- confirmation statements
- company updates
- director changes
- registered office changes
- share changes
- accounts filing
Do not store it somewhere public or share it casually.
Articles of association
The articles of association set out how the company is run. They explain rules about directors, shares, decision-making and company administration.
You may need them for:
- business banking
- investment checks
- legal advice
- shareholder matters
- company disputes
- overseas business applications
If you use standard model articles, still keep a copy with your company records.
Shareholder and director details
Keep clear records of who owns and manages the company.
This may include:
- director appointment details
- shareholder names
- share allocation
- persons with significant control details
- company secretary details, if applicable
- board minutes or resolutions
These records may be needed for banking, accounts, tax and compliance checks.
Business bank account records
Once you open a business bank account, keep all account documents safe.
This may include:
- account opening confirmation
- bank statements
- account terms
- signatory details
- business debit card records
- loan or overdraft documents
- source of funds evidence
Good banking records make accounting and tax much easier.
HMRC and tax records
After company formation, you may receive tax letters and references from HMRC.
Keep documents connected to:
- corporation tax
- PAYE, if you employ staff
- VAT, if registered
- unique taxpayer reference
- tax payment confirmations
- HMRC letters
- accountant correspondence
These records are important for filing, payments and future checks.
Accounting records
A limited company must keep proper financial records.
Useful documents include:
- invoices
- receipts
- bank statements
- sales records
- expense records
- payroll records
- VAT records, if applicable
- annual accounts
- corporation tax returns
Keeping records organised from the beginning can save time later.
Contracts and business documents
Keep documents that explain how the business operates.
This may include:
- client contracts
- supplier agreements
- terms and conditions
- privacy policy
- insurance documents
- licences or permits
- lease or office agreement
- website and domain records
These can help with disputes, due diligence and business growth.
Common mistakes to avoid
New companies often lose or ignore important paperwork.
Common issues include:
- certificate of incorporation not saved
- authentication code misplaced
- business and personal money mixed
- shareholder records unclear
- tax letters ignored
- invoices not numbered
- receipts not stored
- company address not updated
- contracts not signed properly
Final thoughts
When starting a limited company in the UK, keep your certificate of incorporation, articles of association, Companies House details, shareholder records, bank documents, HMRC letters, accounting records and contracts organised from day one.
A simple company document folder can help with banking, tax, legal checks and future business decisions.