What records should a company hold at its Registered Office
Every UK registered company is required under the Companies Act to have certain records available for inspection by anyone who wishes to see them.
These can be kept at the registered office or an alternative location which has been notified to Companies House.
Members and creditors (for the register of charges) can inspect the records free of charge, but there is a fee payable by others. The company and every officer can be convicted of an offence for not having the records which range from £1000-£5000 (it depends on the records missing) plus £100-£500 a day for continued contravention.
The main records that should be available are
a register of members: this records the names and addresses of the shareholders of an incorporated or registered firm and the number and class of shares held by each shareholders, the amount paid and the date the person was registered as a member.
a register of directors and secretaries: this must include the full names, service addresses, country of residence, nationality, date of birth, and occupational details of each director and secretary for the company. There is also a Register of Directors residential addresses. Many private companies do not need to have a company secretary.
a register of charges: this lists all charges (judgments, liens, mortgages) on an incorporated or registered firm’s assets (including over company property). This should be a description of the charge, the amount and the persons entitled to the charge.
Minutes of proceedings of any general meeting (board of directors, managers, annual meetings) of the company – the minutes are formal detailed records of the business and resolutions. Once approved they are accepted a true representation of the meeting and can be used as evidence in legal matters.
Additional Documents – It is worth considering also keeping the Certificate of Incorporation issued by Companies House, copies of documents lodged at Companies House, the memorandum of association and the articles of association.
The penalties for non compliance can be very high. Many companies, especially small private companies, tend to forget and do not consider the implications of failing to produce these records. You can purchase these records quite easily and cheaply or produce them yourself.
For a more details about a registered office address - click here