Company Filings & Records

What is a Company Authentication Code / WebFiling Authentication Code?

The authentication code is a six-digit alphanumeric code issued by Companies House to limited companies. It serves as a company’s official digital signature and indicates authorisation to file online on behalf of a business.

Businesses use it to file on the following Companies House platforms —

• Companies House using WebFiling
• Find and update company information
• third-party software by a company formation agent

How do you get an authentication code sent to your company's registered office address?

To get your code, register for WebFiling and follow the steps below.

• Sign in to WebFiling.
• Select either 'Your companies' or 'File for a company'.
• Enter the company number and select where the company was registered.
• Select 'Help with authentication code', then 'I do not have an authentication code'.

Companies House will post to your company’s registered office and take about 5 working days to arrive. For privacy and security reasons, Companies House will not send your code to an email ID or tell it to you over the phone.

However, if you incorporated your company through a formation agent, you’ll most likely have the code immediately after incorporation through their online client account.

How do you request an authentication code from Companies House to be sent to a director’s home address?

In response to the impact of COVID-19, Companies House set up a service that allowed company directors to request authentication codes to be sent to their home address instead of the registered office.

To use the service, all you have to provide is —

• the company number
• to sign in to or create a Companies House account, which is different from a WebFiling account

You cannot use this service if the company:

• has filed a document online in the last 30 days
• is not based in the UK
• is not a limited company or limited liability partnership (LLP)
• is dissolved

It takes around 5 working days for an officer to receive an authentication code at their home address.

How to use your code to file online using the webfiling service

You need your Companies House authentication code for all electronic filings through the WebFiling service, including —

• Notice of change of company name
• Change of company details, including confirmation statements and return of allotment of shares
• Appoint a new director or company secretary, or termination.
• Change of registered office and SAIL address
• Annual account filings include changes in accounting reference dates and dormant accounts.

To file, change, or update your company information online, you'll need your:

• email address
• password
• company registration number
• authentication code

It's faster and cheaper to file online since paper form filing fees are higher, and it can take weeks before you get an acknowledgement that a document has been received and approved. However, the online filing process has built-in checks to decrease errors and associated rejections.

You’ll need the code for any of the following official electronic filing channels —

• Companies House WebFiling
• Find and update company information
• third-party software filing service courtesy of an accountant or the agent who formed your company.

To use third-party software, you’ll need to set up an online filing account to get a presenter ID and presenter authentication code.

See also: How to File a Confirmation Statement With Companies House.

How to change your code

You can change the company authentication code as many times as needed to something more memorable but not obvious.

If you suspect an authorised person might know the code or if your company management structure has changed, follow the steps below.

Please note the change will take effect immediately. Therefore, it is important to notify anyone who files on your behalf.

How to cancel your code

To cancel your code, log in to the web filing service and follow the steps to change the code. Once you get to step 6, click to tick the box "I wish to cancel the company authentication code."

As soon as you cancel the authentication code, you can no longer file documents electronically with Companies House. You will have to submit paper filings instead.

If you wish to resume electronic filing, you will need to request a new authentication code from Companies House, which will be sent to your company's registered office address.

What to do when you have lost your company authentication code

If you find yourself in the situation of having lost your company authentication code, follow these steps to request a new one:

• Sign in to WebFiling.
• Select either 'Your companies' or 'File for a company'.
• Enter the company number and select where the company was registered.
• Select 'Help with authentication code', then 'I do not have an authentication code'.

It's important to note that if you previously had an authentication code, Companies House will send you a reminder rather than issuing a new code.

How to protect your authentication code and company details

To protect your company authentication code and other company’s details, it is essential you do not disclose it to any unauthorised person. Consider the following tips for enhancing the overall security of your company.

• Keep people on a need—to—know basis—Access to your company's sensitive information, including the authentication code, should be on a need-to-know basis. If you are working with an agent, ensure they also have a strict disclosure policy governing how they’ll handle your code. 
• Do not disclose your code through unsecured channels. Avoid responding to telephone or email requests for your code from unauthorised persons. There are reported cases of fraudsters posing as Companies House and requesting the code through the phone or email. Ignore such requests. 
• ‍Change it regularly — Over time, your company’s authentication code may become vulnerable due to breaches or leaks. Therefore, it is essential to maintain a consistent schedule of changing the code to reduce the risk of unauthorised access.

What is Companies House Webfiling

Webfiling service is a free online portal that enables business owners to submit statutory documents directly to the government in compliance with their filing requirements.  

You can use it to file the following documents (GOV.UK links) —

With the multiple filing requirements, the advantage of using the online platform is that it's quicker than filing out paper forms. Submitting is instant, and built-in checks help users avoid errors and rejection.

How do I create my Company Webfiling Account?

To create your Companies House online profile, follow these steps —

How do I use the Company Authentication Code for Online Filing and Update Company Details?

The authentication code is a 6-digit alphanumeric code issued to each company. The code is used to file information online and is the equivalent of a company officer’s signature.

You’ll need an authentication code to file your information online via webfiling or a third-party software.

See also: Companies House Company Authentication Code for Webfiling

How to get your company authentication code

To request your code, create an account or sign in to Companies House WebFiling and follow the instructions. Your code will be sent by post to your company’s registered office - it can take up to 5 days to arrive. If your company already has a code, they’ll send you a reminder.

How to use the WebFiling and Protected Online Filing (PROOF) Service

PROOF is a free service designed to protect your company from unauthorised changes by preventing the filing of certain paper forms changing the following details —

• changes to your registered address
• changes to your officers (appointments, resignations, or personal information)
• changes to your company name by special resolution

According to Companies House, there are about 50 to 100 cases of corporate identity fraud every month, which include fraudsters hijacking companies by changing the details of their directors and registered offices.

How to Sign Up for Email Reminders for key filing deadlines

The Companies House e-mail reminder service sends you alerts whenever your company's annual accounts and confirmation statements are due. 

As you subscribe for the alerts you can — 

• choose up to 4 people to receive a notification (including an accountant, formations, or company secretarial agent)
• file your document immediately from a link within the alert
• receive reminders more conveniently
• avoid late filing penalties by filing your accounts on time
• use less paper, contributing to saving the environment

To set up, follow the steps below 

1. sign into your online service account: https://idam-ui.company-information.service.gov.uk/ 
2. Select ‘Activate e reminders’ from your company overview screen.
3. Select ‘Add an e mail address’.
4.  Enter your e mail address (a maximum of 4 for each company).
5.  Follow the link in the email from Companies House to validate your e mail address.

How to File Your Company's Confirmation Statement and Other Forms or Documents

Your statement must be submitted to Companies House within 14 days of your due date.

Once you’ve logged into your online filing account, click on the “file confirmation statement” on your company overview screen. 

On the screen that loads up next, you can change the date of your next statement and report if your company has admitted to trading on a market. 

Click on “next” after you’ve made the necessary adjustments. On this page, you can now verify that the information Companies House holds about your business is correct and up to date.  

See also: How to File a Confirmation Statement With Companies House

How to Use the Find and Update Service for Company Filings

In addition to the Web Filing, you can also use the Find and Update Company Information Service accessible through https://find-and-update.company-information.service.gov.uk/

As the name suggests, it is a portal for finding information and uploading certain information to the Companies House register.

Using the platform, you can search for a company by name, registration number, or officer. By selecting the link to a company of interest, you should be able to access information such as 

• the registered address
• current and resigned officers
• date of incorporation

You’ll also be able to view the filing history and download accounts and confirmation statements if available.

Once you surface a company name, you’ll get the option for filing for that particular company. To access your Find and Update Company Information account, you cannot use your webfiling credentials. Instead, you must sign in with a Companies House email ID and password. 

To sign up, you’ll need to register with an e mail address, where an activation mail will be sent.

A limited company can only file abridged or full accounts and a change to a registered office using the find and update company information service. There are plans to add filings for — 

• other types of accounts
• confirmation statements
• officer appointments
• changes to the company details

What Is a Confirmation Statement?

It is an annual statutory filing requirement for UK private limited companies and LLPs, which verifies that your business particulars held by Companies House are correct at a specific date. You must file at least one confirmation statement at least once a year.

By complying with the requirement, companies uphold transparency and guarantee the accuracy of corporate information within the public domain.

What Information Is Included in a Confirmation Statement?

Before submitting your confirmation statement, search for your company in the public register to review the information Companies House has on record for your company.

Examine it and identify any incorrect or out of date info.

Based on what you find, prepare and submit your confirmation statement to “confirm” the accuracy of your company details or make any required amendments.

The company data to assess in the register which is what you’ll be confirming as accurate in your statement includes —

How to File Your Confirmation Statement With Companies House Online and Make Changes to Your Company Information

To hand in your confirmation statement and update your company details online with Companies House every 12 months, follow these steps:

Please note that the following changes are reported through other Companies House forms. 

• Company name;
• Registered office addresses;
• Constitutions; 
• Director or secretary;
• Changes in the address where statutory registers are kept or
• PSCs information.

For a more detailed guide, refer to the comprehensive information provided in this GOV.UK guide.

To file your statement follow the steps below –

When Is My Confirmation Statement Due?

File your confirmation statement within 14 days of 12 months from the date you incorporate your company. After the first year, subsequent statements should be filed every 12 months from the last confirmation statement date, known as the review period. 

For instance, if your company files a confirmation statement on 30 September 2024. Your next review period will start on 1 October 2024 and end on 30 September 2025.

FAQs

What steps should I take if my company has been struck off and my business bank account is frozen due to failing to submit a Confirmation Statement?

When a company no longer trades or fails multiple times to comply with legal requirements, Companies House marks it for Compulsory strike-off to remove it from the official register so that it ceases to exist as a distinct business entity. 

Before starting the strike-off process, Companies House typically issues at least two warning notices. These notices inform directors about the impending strike-off and explain its reasons. 

Several factors can lead to an involuntary strike-off, including —

• Failure to file confirmation statements;
• Neglecting to submit accounts;
• All directors resigning or being removed without replacement;
• Failture to inform Companies House about a change of registered address; and
• Ceasing trading without filing for dormancy.

Companies House can commence the compulsory strike-off process if any of the above circumstances arise.

You’ll have at least two months to comply with the requirements mentioned in the warning notice. Seek professional advice or engage Companies House directly for help navigating the situation and exploring possible remedies.

Upon receiving a compulsory strike-off notice, address the reasons cited by informing Companies House of your operational status and promptly filing any necessary documents.

After compliance, redirect your attention to addressing frozen accounts by following these steps:

• Settle the winding up petition by clearing any outstanding debt using your private funds.
• Seek a validation order to authorise specific transactions into and out of your bank account during this period. 
• Negotiate a Company Voluntary Arrangement (CVA), including a formal repayment plan. 
• If necessary, explore the option of closing the company voluntarily through a Creditors’ Voluntary Liquidation (CVL).

These strategic steps can help navigate the complexities associated with a compulsory strike-off, allowing you to address immediate concerns and potentially find a resolution that aligns with your company's circumstances.

How much does it cost to file a confirmation statement?

It costs £13 to file your confirmation statement online via WebFiling, and £40 to send your Companies House form CS01 by post. While this method involves traditional mail, it remains a valid option for those who prefer or require a non-digital submission.

It's crucial to consider the mode of filing that best suits your preferences and circumstances. Online filing is generally faster and may offer real-time confirmation, while postal submissions may take longer due to the manual processing involved. Ensure you factor in these costs and choose the method that aligns with your company's needs and timeline.

What happens when I forget to file my confirmation statement? 

Even if you have a company secretary or accountant, the director is ultimately responsible for meeting company filing requirements, like confirmation statements. If you miss the filing deadline, there could be consequences such as late filing penalties, legal implications, and potential damage to your company's good standing. It's essential to prioritize these filings to avoid complications and ensure compliance with regulatory obligations.

What is a Unique Tax Reference Number?

HMRC issues a unique taxpayer reference comprising ten digits (e.g., 0123456789) to all taxpayers, whether they are limited companies, self-employed individuals, or sole traders.

Personal UTR numbers are issued immediately after a self-employed individual files for self-assessment, while UTR numbers are given directly after incorporation. 

Why do I need a UTR Number?

UTR numbers are unique to the holder and, therefore used to identify a person or business for the purpose of taxation. Limited companies use UTR as a reference number when they are -

• Filing returns to HMRC;
• Communicating changes in their accounting period;
• Informing HMRC about changes in their registered details or company structure or

• Transitioning from active to dormant company.

Individuals on self-assessment use a UTR for reference when communicating to HMRC in the following instances —

• File a self-assessment tax return online or via post;
• Work with accountants or other financial advisors;
• Determine their tax bill and pre-pay taxes;
• Claim refunds;
• Track compliance with tax obligations; and
• Ensure accurate record-keeping for tax-related matters.

The reference number helps HM Revenue and Customs track earnings, calculate their liability, and monitor the fulfilment of tax obligations. 

How to Register for a UTR Number From HMRC as a Self-Employed Sole Trader

You will be issued a UTR number during self-assessment registration or when forming an LTD company. To enroll for self assessment with HMRC online, you’ll need a Government Gateway ID and password. If you do not have a business account, you can create one if you are -

• Self-employed as a sole trader
• A business partner, or 
• You need to pay for any other reason; for example, you earn income from a rental property. 

For any other reason, you’ll need to provide your full name, postal address, telephone number, and UK national insurance number and indicate why you are registering for self-assessment. 

To avoid fines, remember the deadline for when you must file returns. 

However, if you’ve ever registered but have not yet received your UTR number, contact HMRC directly through the self assessment helpline on 0300 200 3310. They will post it to you, and this takes around ten days. 

Take time to memorise your number, just like your National Insurance number, it’s yours for life.

How to find your UTR number online?

If you’ve forgotten your UTR number, there are several ways to retrieve it.

Most of your documents from HMRC will show your UTR number; refer to any tax returns letters you receive or forms such as a P60 or P45. Your corporation UTR number will also be printed on your payslip.

See if you can find your UTR number in any of the following resources —

• Get your registered name and number for a ltd company and request your corporation tax UTR online.
• Search through your online Self-Assessment account on the HMRC website.
• Check your “Welcome to Self Assessment letter” (Letter (SA250) sent by HM Revenue & Customs.
• In your “Corporation Tax Information for New Companies” letter (CT41G) sent by HMRC to the official company address 
• Any official correspondence, letters, or notices sent to you by HMRC, for instance, notices for tax payments or statements of accounts. 
• Previous self assessment, company tax returns and other documents. 

However, if you still can’t access previous tax documents (or you want to check your company UTR number), get in touch with HM Revenue & Customs through the self assessment helpline, and they’ll post it to you in 10 working days, or to the registered company address in case of a company utr number.

How do I get a UTR number if I am a Non-Resident?

The law requires non-residents to pay taxes on their UK earnings but not their foreign income. If you are a non-resident, you can apply for UTR through the Government Gateway with the necessary credentials. To get them, you’ll need to have lived in the UK at some point and at least have a National Insurance number (NINO). 

If you do not have NINO, it is possible to register for self-assessment using form SA1, used by those who need to register for UTR number for reasons other than self-employment. As you fill out the PDF, indicate the reason for not providing your NINO. 

Next, you will be asked why you must complete a tax return. Some of your options include if you are - 

• Receiving annual income from a trust or settlement;
• Earning an annual income of over £100,000;
• Getting untaxed income that cannot be collected through your PAYE tax code;
• Earning Income for Child Benefit purposes of over £50,000, and you or your partner is entitled to receive Child Benefit payments on or after 7 January 2013; and 
• Required to pay Capital Gains Tax to pay. 

If you have other reasons for completing your returns, you will be required to give the relevant details. 

Once you obtain a UTR number, you can create a Government Gateway account, sign up for HMRC online services, and file self assessment tax returns. 

For a non-resident company or a collective investment vehicle (CIV) that operates in the country or owns UK-based assets such as shares or land, you are liable to pay your company tax using form CT600 corporation tax return. To file your returns, you will need to provide the following details — 

• Company name (prior names if applicable), registered overseas address, and all contact details.
• Date of incorporation
• Name and addresses of directors
• The date you became liable for company tax 

How do I register for a Company UTR?

To record your company as “active” with HMRC for tax (this must be done within three months of starting any form of business activity or receiving business-related income), you’ll have to provide the following details:

• Company name and company registration number (CRN);
• Trading start date (this will determine the start date of your initial corporate tax accounting period);
• Main address where your business activities are active (this doesn’t have to be your registered office address);
• Outline your company’s principal activities (your SIC code will be needed here).
• The date your company accounts will be noted is also known as the “Accounting Reference Date (ARD).” It is the anniversary of the last day of the month of your business formation;
• Any other information on whether you’ve taken over an existing company/or are part of a group; and 
• Comprehensive details of all company directors (names, addresses, National Insurance number).

If applicable, any information regarding the appointment of an agent (accountant/tax advisor) who handles your company’s tax-related issues.

How long does it take to get a UTR?

How long it takes to get a UTR depends on your circumstances. 

• Individuals register for self assessment online and get their UTR number within ten working days. 
• Non-resident individuals with all the necessary documentation can get their UTR within 21 working days after enrolling for self assessment on the HMRC website. Non-UK resident landlords can register for the Non-resident Landlord (NRL) scheme by calling or writing to HM Revenue and Customs using the following details: 

• For a limited company registered with Companies House, HMRC will automatically get a notification of their formation and send their UTR number within 14 days of incorporation.
• Non-resident corporations must register for corporate tax within three months of becoming liable to pay UK corporate tax. If the corporation has a Government Gateway User ID, HMRC will send the code online. If not, the company will need to create an account and allow up to 8 weeks to process the registration and get access codes to your overseas address.

I lost my UTR number; what do I do?

For lost UTR, don’t worry. Simply look through your correspondence with HM Revenue & Customers. If you cannot trace it, you can call HMRC on 0300 200 3310 to ask about your number and +44 161 931 9070 for those outside the UK. HMRC cannot give your UTR number over the phone, but they’ll send it to you by post in 10 working days.

What is the difference between a UTR Number and a Tax Code?

A UTR number and tax code are tax-related numbers in the UK but for different purposes. A unique tax reference is a 10-digit number identifying an entity for taxation matters issued by Her Majesty Revenue and Customs (HMRC) to individuals or companies.

On the other hand, a tax code is used to identify employers, pension providers, and taxpayers within the context of withholding tax that combines numbers and letters with a distinct meaning. The numbers in a tax code represent the tax-free income an employee can earn in a year, while the letter reflects the employee's situation and how it affects the employee. Therefore, tax codes are not static (they change every year) and are not unique to individuals, and there are situations where two or more people with similar tax dynamics can have the same code.

Currently, the most common tax code is 1257L, which means you can earn up to £12,570 before HMRC requires you to pay your income tax. The letter L means the employee is entitled to the standard tax-free personal allowance. Other letters, such as M, mean the employee has received a transfer of 10% of your partner’s Personal Allowance.

What is a tax return?

Taxpayers must file annual returns with HMRC by post or online, declaring their income and any other relevant financial details helpful in calculating tax liability and scheduling payments or requesting refunds in case of an overpayment. The form is called self assessment because each individual is responsible for reporting their income.

What are the Self Assessment deadlines?

To not miss a deadline, you first need to know that tax dates do not go according to calendar years and are filed in arrears (for the previous year’s income). For instance, when submitting forms in 2023, you are reporting based on 2022 income.

The present tax year starts from April 6, 2023, to April 5, 2024, shortened as 2023/2024, and HMRC requires that self assessment returns be filed by October 5, 2024, if it was your first time filing. Midnight October 31, 2024, and January 31, 2025, are the deadlines for filing a paper tax return and online filing, respectively. HMRC also requires that you pay taxes you owe by January 31, 2025.

Who needs to file a self assessment Tax Return?

In the UK, most people pay tax at source in the form of PAYE (Pay as You Earn) and are not required to file for self assessment. However, according to HMRC, you must file a self assessment tax return (known as an SA100) if, during the tax year, you were -

• Self-employed as a ‘sole trader’ and earned more than £1,000 (before taking off anything you can claim tax relief on);
• A partner in a business partnership, a minister of religion, or a trustee;
• A resident or non-resident who earned over £2,500 in terms of an untaxed interest, rental income, commission, etc;
• Earned over £10,000 before tax in savings and investments or have You have an annual income of £100,000 or more before tax;
• You have capital gains income received by selling or giving away shares or any other relevant asset;
• Had a total taxable income of above £100,000; and
• Had to pay the High Income Child Benefit Charge.

If you need clarification on your situation, please write to us at info@capital-office.co.uk, and we will give you all the information necessary to make a sound decision.

How do I file a Self-Assessment Tax Return Online?

You can file online using form SA100 if you are self-employed and must submit returns for reasons such as receiving rental income.

However, to file returns for a —

• Partnership use the Partnership Tax Return (SA800);
• Trust or an estate files through the Tax and Estate Tax Return (SA900);
• Non-resident using the Residence, remittance basis, etc. (Self Assessment SA109);
• Report  chargeable events, such as the maturity of a life insurance policy, by filing the electronic flat text file specification (previously called magnetic media specifications) — for UK insurers only or the HMRC chargeable events spreadsheet;
• Minister of religion by supplementary pages SA102M; and 
• SA103L for Lloyd's underwriters. 

How do I pay my tax bill?

You can pay your self assessment tax bill by 31 January for taxes owed from the previous year through -

• Online or telephone banking (Faster Payments);
• Debit or corporate credit card online;
• Your bank or building society; 
• Your online bank account;
• CHAPS or Bacs

Note that HMRC’s banking address is:

What are the Self-Assessment Tax Bill Deadlines?

Submitting returns is complex; you must get the timing right to avoid penalties. Note taxation forms are not submitted based on calendar years but tax years and are filed in arrears (for the previous year’s income). For instance, if you are filing returns in 2023, you are filing for 2022 income.

How do you apply for a Company UTR number?

When you set up your LTD company, Companies House automatically sends a notification to HMRC to issue you with a Unique Taxpayer Reference (UTR) number.

What is the difference between a Tax Rebate and a Tax Refund?

Both terms refer to an after-tax refund a taxpayer receives after overpaying their tax invoice. The refund (rebate) refers to the sum you receive from the government when your taxes exceed your actual tax liability.

How do I file my first tax return online?

If this is your first time filing a tax return, begin by enlisting for self assessment. Complete the registration process online on the GOV.UK website. Once registered, you will be assigned a Unique Taxpayer Reference (UTR) number.

Next, gather documents such as P60, P45, and any other relevant tax paperwork. With your documents in hand, determine if you can file online or if you ought to use commercial software and follow the appropriate instructions. The deadline for submitting your tax return is midnight on the 31st of January, following the end of the tax year, and you should always expect to receive a confirmation from HMRC that they have received your return.

Any taxes you owe must be paid by midnight on the 31st of January following the end of the tax year. Various payment methods are available, including online, phone, or postal.

Remember, you can contact HMRC for support if you encounter any questions or require assistance with the tax filing process.