Company Documents

When you form a limited company, you'll receive a set of official documents that confirm your business exists and outline how it operates. These documents are essential for compliance, banking, fundraising, and day-to-day administration. This guide explains what they are, how to access them, and how to manage them effectively.

What Are Official Company Documents?

Official company documents are the formal records issued after your company is formed. They verify your company’s legal status and define its structure and governance at the point of incorporation.

Key Documents You’ll Receive

1. Certificate of Incorporation

• Confirms your company legally exists
• Includes company name, registration number, and date of incorporation
• Often required when opening a business bank account

2. Memorandum of Association

• A legal statement displaying agreement of the shareholders to form the company
• Typically a historical document (not updated after incorporation)

3. Articles of Association

• The rulebook for how your company is run
• Covers director powers, shareholder rights, and decision-making processes

4. Share Certificates

• Issued to shareholders as proof of ownership
• Shows number and type of shares held

5. Company Registers (Statutory Registers)

• Records of directors, shareholders, and significant control
• Must be kept accurate and up to date

How to Access Your Documents

You can access your digital company documents through several methods:

1. "Order Fulfilment Email"

• Provided by your formation agent or registration platform
• Usually available in your account dashboard
• Easy to download, share, and store securely

2. "On your Online Dashboard"

• Navigate to your dashboard and select the "My Companies" tile
• Select your company name, then click the "Documents" tab 

How to Manage Your Documents

How to Manage Your Documents

Keeping your company documents organised is essential for smooth operations and ongoing compliance. Different types of documents require different handling, so it’s important to understand how to manage each correctly.

1. Certificate of Incorporation, Memorandum, and Articles of Association

These are historical incorporation documents that capture your company’s structure at the time of incorporation.

• They cannot be edited or amended after creation (although Articles can be updated separately via formal processes, the original version remains on record)
• They should be stored securely as permanent records
• You may need them for legal, banking, or investor-related purposes

2. Share Certificates

Share certificates serve as proof of ownership and must be properly executed to be valid.

This means they must be signed by:

• Two directors, or
• One director and the company secretary, or
• If you are the sole director with no company secretary, a witness must be present and provide a second signature

Make sure:

• Certificates are issued promptly when shares are allocated or transferred
• Copies are retained for your records
• Originals are stored securely by the shareholder

3. Company Registers (Statutory Registers)

Company registers are living documents that must be kept accurate and up to date.

• Update them whenever there are changes to:
  • Directors
  • Shareholders
  • Persons with significant control (PSC)
• Store them securely, either digitally or physically
• Ensure they are accessible for compliance checks if required

Your company documents are often required for:

• Opening a business bank account
• Applying for loans or investment
• Signing contracts or partnerships
• Regulatory or compliance checks
• Selling or transferring shares

Common Questions

Can I replace lost documents?
Yes. Your documents can be re-downloaded via your Dashboard.

Do I need to update all documents regularly?
Not all. For example, the Certificate of Incorporation does not change, but registers and filings must be kept up-to-date.

Who should have access to company documents?
Typically directors, company secretaries, accountants, and authorised stakeholders.