Lost Certificate of Incorporation? Here’s how to get a replacement

If you’re panicking because you can’t find your Certificate of Incorporation and your bank’s asking for it, don’t worry. This guide explains how to get a replacement, either as a PDF digital copy or a certified hard copy. You can do this through Companies House or your company formation agent, such as 1st Formations.

Why is the Certificate of Incorporation important?

You’ll be sent a Certificate of Incorporation after forming your company. Vital information about your company is outlined in this document, including:

• Its name
• Registration number
• The date it was incorporated
• The Registrar’s seal

Your Certificate of Incorporation is evidence that your company is registered with Companies House. It also confirms that the company exists as a separate legal entity distinct from its owners.

• How to get a certificate of incorporation
• What is a certificate of incorporation?
• What are the company registration documents?

You may need your Certificate of Incorporation for loan applications, to open a bank account, or to sell your company. If you lose it, don’t worry – here’s how to find it.

How to find a lost Certificate of Incorporation

You have a few different options to choose from when you’ve lost your Certificate of Incorporation and need a replacement. You can contact Companies House or your company formation agent. Here are the steps to take.

Option 1 – Contact Companies House

You can get a digital version of your Certificate of Incorporation using Companies House’s Find and update company information service. Once you have navigated to the service, follow these steps:

1. Enter your company name or number into the search box
2. Find your company on the list
3. Click through to your company’s individual listing
4. Select the ‘filing history’ tab
5. Scroll to the bottom of the page or filter the list by the category ‘incorporation’ and scroll to the bottom
6. Click the link ‘View PDF’, to the right of the result titled ‘Incorporation’

Option 2 – Contact your company formation agent

If you registered your company using a company formation agent, you should be able to use their portal to get a copy of your Certificate of Incorporation. If you used 1st Formations, you can download a copy by following these steps:

1. Log into your account
2. Click ‘My Companies’
3. Select your company from the list
4. Click the ‘Documents’ tab
5. Download a PDF copy of your Certificate of Incorporation

Option 3 – Search your inbox

When you register your company online, you receive your Certificate of Incorporation in PDF format via email. It’s worth searching your inbox to see if you can locate that email with your original certificate attached.

How to get a certified replacement certificate

If you need a certified hard copy of your Certificate of Incorporation, you have to call Companies House on 0303 1234 500. You can’t use the Companies House ‘Find and update company information service’ to request a certified hard copy of the Certificate of Incorporation.

There’s a charge of £15 for a certified hard copy, and it takes up to 4 working days to arrive. If you need the certificate sooner, there’s a same-day service, which costs £50. You’ll need to place your order by 2pm the day before to qualify for this service.

When you need a certified copy

You may need a certified hard copy of your Certificate of Incorporation when you open a business bank account, or if you apply for a loan, grant, or another type of funding. These entities may wish to see your company’s certified Certificate of Incorporation to verify its legal status and to ensure it complies with regulatory requirements.

In addition, you may need a certified Certificate of Incorporation in the following situations:

• Entering into contracts with other companies
• Obtaining business licences
• Buying or renting property
• Conducting business overseas
• Selling new company shares
• Registering your company for Corporation Tax
• Preparing annual accounts
• Selling the company

Will a PDF copy be enough?

Most banks and other organisations are happy with a PDF version of the Certificate of Incorporation. However, it may be prudent to have a certified physical copy on file in case it is requested.

Certified certificate: An alternative option

You can also use a Certified Certificate to prove that your company is incorporated and that it isn’t in the process of being removed from the register. You may need this document if you carry out business abroad. For example, the registrar of companies in the country where you’re doing business may need it.

The Certified Certificate shows the company name, number, and date of incorporation. You can also add extra information, such as details about the company directors, the company secretary, the registered office address, and any changes to the company name.

Ordering a Certified Certificate

To order a Certified Certificate, you need to register for a Companies House service account. When you order your Certified Certificate, you’ll need to know what information about the company you want to be included.

You can order your Certified Certificate using Companies House’s Find and update company information service. Then follow these steps:

1. Search for your company using its name or number
2. Select your company from the list that appears
3. From the company overview screen, select the ‘more’ tab, where you can order a Certified Certificate

A Certified Certificate costs £15. You should receive it within 4 working days.

Keeping your company documents safe

Safe storage tips

To keep important documents like the Certificate of Incorporation safe, be sure to file them as soon as you receive them. Set up a folder system in your email account so you can file your PDF copy as soon as it arrives. If you receive or request a certified hard copy, make sure it has a folder in your filing cabinet that’s clearly labelled.

Keep backups in your formation agent portal

If you formed your company using a company formation agent like 1st Formations, you can store backups of important documents, such as the Certificate of Incorporation, in your account portal.

1st Formations offers a free online company manager service that lets you carry out administrative tasks for your company online.

Top tips for finding your Certificate of Incorporation

If you need your Certificate of Incorporation urgently, use Companies House’s Find and update company information service to get a digital PDF copy. Or download one from your 1st Formations account.

If you need a certified hard copy of your Certificate of Incorporation, this will take longer. You’ll need to phone Companies House, and the wait can be up to 4 working days, unless you pay more for the same-day service.

You can manage all of this through a company formation agent, such as 1st Formations. You can download a digital copy of your Certificate of Incorporation from your 1st Formations account.