The Ultimate Guide to Companies House Forms: A Comprehensive Filing Handbook

Running a business in the United Kingdom is an exciting venture, but it comes with a significant weight of administrative responsibility. At the heart of this responsibility is Companies House, the UK’s registrar of companies. Whether you are launching a fresh startup or managing an established enterprise, your primary duty is to ensure the public record is accurate.

This accuracy is maintained through a series of specific documents known as Companies House Forms. These aren't just "paperwork"; they are legal notifications that update the status, leadership, and financial health of your entity. Failing to submit these correctly—or on time—can lead to late filing penalties, personal liability for directors, or even the striking off of your company.

In this exhaustive guide, we will break down the most essential forms you need to know, from the moment of birth (incorporation) to the final closing of the doors (dissolution).

The Genesis: Incorporating Your Company

Before you can trade as a limited entity, you must bring the company into legal existence. This is known as incorporation.

IN01 – Registering a Private or Public Company

The IN01 form is the "birth certificate" application for your business. It is used to register both private and public companies within the UK. When you fill out an IN01, you are providing the foundation of your company's identity, including:

The proposed company name.

Whether the registered office is in England and Wales, Wales, Scotland, or Northern Ireland.

Details of the first directors (and secretary, if applicable).

A statement of capital and initial shareholdings.

The Cost of Entry:

Filing a paper IN01 costs £40.00. These must be printed on high-quality white A4 paper to be accepted. However, most modern entrepreneurs opt for WebFiling, which reduces the fee to £12.00 for private companies limited by shares with model articles. It is faster, cheaper, and reduces the margin for manual error.

The Memorandum of Association

Alongside the IN01, you must provide a Memorandum of Association. This is a legal statement signed by all initial shareholders (subscribers) confirming their intention to form the company.

With Share Capital: Subscribers agree to take at least one share each.

Without Share Capital: Typically used by companies limited by guarantee (like charities or clubs), where members agree to contribute a specific amount if the company is wound up.

Managing the Board: Appointments and Changes

A company is an artificial legal person; it needs real people (officers) to make decisions. Whenever the leadership changes, Companies House must be notified immediately.

AP01 & AP02 – Appointment of Directors

If you bring a new individual onto your board, you use Form AP01. This form captures the director’s name, service address, and date of birth.

Privacy Note: While directors must provide their residential address, this is kept on a private register. The Service Address is what appears on the public record. Many directors use the company’s registered office to maintain personal privacy.

Corporate Directors: If another company is being appointed as a director, you must use Form AP02.

AP03 & AP04 – Appointment of Secretaries

While private companies are no longer legally required to have a company secretary, many choose to have one to handle compliance. Form AP03 is for individuals, while Form AP04 is for corporate secretaries.

Changing Your Business Coordinates

Your Registered Office Address is the official address where all legal correspondence and formal notices from Companies House and HMRC are sent. It must be a physical location, not just a PO Box (unless the PO Box is part of a full physical address).

AD01 – Change of Registered Office

If you move your headquarters or change your mail-forwarding service, you must file Form AD01.

Crucial Timing: The change doesn't legally take effect until the form is registered.

LLP Exception: If you are running a Limited Liability Partnership, you cannot use the AD01; you must use Form LL AD01.

Financial Accountability and Transparency

Every year, a company must prove it is still active and transparently report its financial standing.

363a – The Annual Return (Confirmation Statement)

Note: In modern practice, the 363a has largely been replaced by the Confirmation Statement (CS01), though the principle remains the same. This document confirms that the information Companies House holds—such as shareholders, SIC codes (Standard Industrial Classification), and capital—is correct. It is a "snapshot" of the company at a specific point in time.

Abbreviated Accounts

The Companies Act 2006 requires companies to make certain financial information public. Smaller companies may be eligible to file Abbreviated Accounts, which provide a simplified balance sheet without the need to disclose a full profit and loss account.

Deadlines: Your first accounts are usually due 21 months after the date of incorporation, and subsequent accounts are due 9 months after your financial year-end.

AA02 – Dormant Company Accounts

If your company has been formed but has not yet traded or made any financial transactions, it is considered "dormant." Even if you aren't doing anything, you must still file accounts. Form AA02 is the simplified way to tell Companies House that the company exists but is inactive.

The End of the Road: Dissolution

Sometimes, a business reaches the end of its natural life. Whether you are retiring or moving on to a new venture, you must close the company correctly.

DS01 – Striking Off Application

If the directors decide to close the company, they file Form DS01. This is a voluntary application to strike the company off the register.

Requirements: A majority of directors must sign the form.

Public Notice: Once filed, Companies House will publish a notice in the Gazette. If no one objects within two months, the company is dissolved.

LLP Exception: Just like the address change, LLPs must use a specific variant: Form LL DS01.

Table of Common Forms

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Service-Related Questions & Answers

1. How long do I have to notify Companies House of a change in director?

You must notify them within 14 days of the appointment or resignation using the AP01 or TM01 forms.

2. Can I use a PO Box as my registered office address?

Yes, but only if it is part of a full physical address with a postcode. You cannot use a PO Box on its own.

3. What happens if I file my accounts late?

Companies House imposes automatic civil penalties starting at £150 for being even one day late, increasing to £1,500 if more than six months late.

4. Is the IN01 form only for private companies?

No, the IN01 is used for both private and public limited companies.

5. What is the difference between a service address and a residential address?

The service address is the "public" address where you receive mail. The residential address is your home, which stays off the public register for safety.

6. Do I need a lawyer to fill out these forms?

No, most forms are designed to be completed by company directors or secretaries, though professional advice is helpful for complex share structures.

7. Can I file everything online?

Most common forms (AP01, AD01, CS01) are available via WebFiling, which is faster and usually cheaper than paper.

8. What is an SIC code?

It stands for Standard Industrial Classification. It’s a five-digit code that describes what your business actually does.

9. Can I strike off a company if it has debts?

You can apply, but creditors have the right to object to the striking off if they are owed money.

10. How often must I file a Confirmation Statement?

At least once every 12 months, even if there have been no changes to the company information.

11. Is a Company Secretary mandatory in 2026?

For private limited companies, it is optional. For public limited companies (PLCs), it remains a legal requirement.

12. What is the fee for changing a company name?

The fee is typically £8 for online filing and £30 for paper filing (NM01 form).

13. What are "Model Articles"?

These are the standard default rules that govern how a company is run. Most companies use these unless they want to write their own bespoke articles.

14. Can I change a company's financial year-end?

Yes, you use Form AA01 to lengthen or shorten your accounting period.

15. How do I know if my form was accepted?

If you file online, you will receive an email confirmation. If filing by paper,

you can check the company's filing history on the Companies House Service website.

Disclaimer: The information provided in this article is for general informational and research purposes only. Company details, features, services, and market positions may change over time. Readers are advised to visit official company websites and conduct independent research before making any business decisions or purchasing services.