How to File a Confirmation Statement: A Step-by-Step Guide

Filing a Confirmation Statement is an essential requirement for all UK-registered companies, ensuring that the information held by Companies House is accurate and up to date. This annual filing is straightforward but must be done correctly to avoid penalties and potential legal issues. In this article, we’ll guide you through the process How to File a Confirmation Statement, highlighting key steps and best practices to ensure compliance. We will also discuss how professional services like Xact Accountants can assist with this important task.

Understanding the Confirmation Statement

The Confirmation Statement, known as the CS01 form, is a mandatory filing that confirms the details Companies House holds about your company are correct. It replaced the Annual Return in 2016 and is now a simpler document that focuses on key information such as:

• Company Name and Registration Number
• Registered Office Address
• Company Directors and Secretaries
• Shareholders and Share Capital
• People with Significant Control (PSC)

This information is publicly available, making it crucial for maintaining your company’s transparency and credibility.

Preparing to File a Confirmation Statement

Before you file your Confirmation Statement, it’s important to prepare by reviewing your company’s current details. This involves:

1. Reviewing the Information on Record: Log in to the Companies House WebFiling service using your filing login credentials. Here, you can access your company’s existing details and check for any discrepancies. Ensure that your registered office address, directors, and shareholder information are accurate and up to date.
2. Updating Any Changes: If there have been any changes to your company’s details since your last Confirmation Statement, you must update them before filing. This includes changes in directors, secretaries, shareholders, or the company’s registered office address. Any updates should be made through the appropriate forms on the Companies House website, such as the AP01 for new directors or the AD01 for a change of address.
3. Ensuring PSC Register Accuracy: The People with Significant Control (PSC) register is a critical part of the Confirmation Statement. Ensure that all PSCs are correctly recorded and that their details are accurate. Any changes to PSCs must be reported immediately.

Step-by-Step Process to File a Confirmation Statement

Once your company’s details are reviewed and updated, you can proceed with filing the Confirmation Statement. Here’s how:

1. Accessing the WebFiling Service: Start by logging in to the Companies House WebFiling service using your secure filing login credentials. If you don’t have an account, you’ll need to register first, which requires your company’s authentication code.
2. Navigating to the Confirmation Statement Section: Once logged in, navigate to the section where you can file a Confirmation Statement. This section will guide you through the process step by step, asking you to confirm the details held on record.
3. Reviewing Pre-Populated Information: The system will pre-populate the CS01 form with the information currently held by Companies House. Carefully review this information, and if everything is correct, proceed to the next step. If you notice any errors, you should update the information before continuing.
4. Confirming and Submitting the Statement: After verifying that all details are accurate, you will confirm that no significant changes need to be reported. You’ll then be prompted to submit the Confirmation Statement. Upon submission, you’ll receive an acknowledgment from Companies House, confirming that your filing has been received.
5. Paying the Filing Fee: There is a small fee for filing the Confirmation Statement, which can be paid online through the WebFiling service. Ensure you complete this payment to finalize the process.

What Happens After Filing?

Once you’ve successfully filed your Confirmation Statement, Companies House will update your company’s public record. This ensures that anyone searching for information about your company will see the most current and accurate details.

Failing to file the Confirmation Statement on time can lead to penalties, and in extreme cases, your company could be struck off the register. The deadline for filing is usually 12 months from the date of incorporation or from the last Confirmation Statement. Missing this deadline can have serious consequences, so it’s essential to keep track of your filing dates.

Common Mistakes to Avoid

When filing a Confirmation Statement, there are common mistakes that can lead to delays or penalties. Some of these include:

• Failing to Update PSC Information: Any changes to your company’s PSCs must be reported immediately. Neglecting to update this information can result in fines and other penalties.
• Incorrect Shareholder Information: Ensure that all shareholder details are accurate, including any changes in shareholding structure.
• Missing the Filing Deadline: Always be aware of your filing deadline to avoid late submission penalties. It’s advisable to set reminders well in advance.

The Role of Xact Accountants in Filing Confirmation Statements

Filing a Confirmation Statement is a critical administrative task that can be time-consuming, especially if your company’s structure is complex. This is where professional services like Xact Accountants can provide valuable assistance.

At Xact Accountants, we specialize in managing the administrative and compliance aspects of your business, including the filing login of Confirmation Statements. Our team ensures that all details are accurate and up to date before submission, reducing the risk of errors and penalties. We handle the entire process, from reviewing your company’s details to filing the CS01 form and paying the necessary fees.

By partnering with Xact Accountants, you can focus on growing your business, knowing that your compliance obligations are in expert hands.

Conclusion: Importance of Timely and Accurate Filing

Filing a Confirmation Statement is more than just a legal requirement; it’s a vital step in maintaining your company’s good standing with Companies House. Ensuring that your company’s details are accurate and up to date not only helps avoid penalties but also reinforces your company’s transparency and credibility.

With the support of professional services like Xact Accountants, you can ensure that your Confirmation Statement is filed correctly and on time, every time. This allows you to stay compliant with UK regulations and focus on what matters most—running your business effectively and successfully.