Throughout the life of a limited company, it’s not uncommon for the personal details of key people to change. If a director, company secretary, shareholder/guarantor, or person with significant control (PSC) changes their name, you have to report it to Companies House.
You also need to update the relevant statutory registers that your company keeps at its registered office or SAIL address. This is an important compliance requirement that is often overlooked, but failing to maintain your internal registers can have serious repercussions.
Reporting a company director’s change of name
When a director changes their name, you have a duty to notify Companies House within 14 days of the change occurring (or within 14 days of being informed by the director).
You must report the change of name online or by post using form CH01. Online filing is much simpler, quicker, and more secure. You do not have to pay a fee to update directors’ details.
Once the form has been processed, Companies House will update the director’s name on the public register of companies. This usually happens within 24 hours if the change is reported online.
Additionally, you must update their name in the company’s internal register of directors and register of directors’ usual residential addresses within 14 days.
Reporting a company secretary’s change of name
Not all private limited companies have secretaries. But if you do appoint one, you will have to keep their particulars up to date at Companies House and in your company’s internal register of secretaries.
If your company secretary changes their name, you will need to tell Companies House on form CH03. You can deliver this online or by post and there is no filing fee to pay.
Changes to company secretaries’ details should also be reflected in your register of secretaries and reported to Companies House within 14 days of being notified of the change.
Reporting a change of name for a shareholder or guarantor (member)
The procedure is slightly different when shareholders or guarantors (officially known as ‘members’) change their names. If you need to report any such change, you must complete a confirmation statement (form CS01).
Unlike reporting changes to directors’ and secretaries’ particulars, there is no requirement to notify Companies House within 14 days when members’ details change. You can wait until your next confirmation statement is due to be filed.
In general, however, we recommend filing an early confirmation statement online to ensure that information about members is kept up to date on the public register. This will also prevent any issues arising when dealing with shareholdings, business bank accounts, and company loans.
Regardless of when a member’s change of name is reported to Companies House, you are still required to record the new name in your company’s internal register of members within 14 days of being notified.
Reporting a PSC’s change of name
The details of anyone registered as a person with significant control (PSC) must be kept up to date in your company’s internal PSC register and at Companies House.
To report a change of name for a PSC, you will need to complete form PS04. This can be delivered to Companies House free of charge online or by post.
The PSCs new name must be updated on the company’s PSC register within 14 days. You then have a further 14 days to notify Companies House of the change.
How to report changes to your company online
It is generally accepted that online filing is the safest and most efficient way to deliver information to Companies House. This includes the filing of confirmation statements, annual accounts, and notifications of changes to your company’s details.
You can register for Companies House online filing service, known as WebFiling, free of charge. Shortly afterward, you will receive an authentication code at your registered office address. You will use this to authorise information filed online.
Some company formation agents also provide a similar service. At 1st Formations, our free Online Company Manager portal can be used to report changes to Companies House, complete and file confirmation statements, view and manage important company details, and access a range of services and facilities to benefit your business.