Filing your Confirmation Statement is a mandatory annual obligation for every limited company in the UK. It confirms that the information held by Companies House about your company is correct or tells them about any changes that have occurred.
Understanding the process helps you stay compliant, avoid penalties and keep your company records accurate. This guide provides practical steps for UK early-stage founders and e-commerce sellers to complete the task efficiently.
What is a Confirmation Statement and Why is it Required?
Every limited company must review and confirm its information at Companies House at least once every 12 months. The Confirmation Statement replaced the old Annual Return in 2016 and is a shorter, more frequent way to keep public records up to date.
The document confirms details such as the company’s registered office, directors, shareholders, share capital and people with significant control (PSC). Accurate records help maintain trust with banks, suppliers, customers and potential investors. Failing to file means your company could face enforcement action from Companies House.
Annual Review Requirements
You must file a Confirmation Statement within 14 days of the review period ending. The first statement is due 14 days after the first anniversary of incorporation. After that, the review period is every 12 months from the date of the previous statement.
Review all information currently held by Companies House. Even if nothing has changed, you still need to file to confirm the details remain correct. Companies House sends reminders, but it is your responsibility as a director to ensure the filing happens on time. Check the current deadlines and requirements directly on the Companies House website because rules can be updated.
What Information Must Be Updated?
When preparing your statement, examine these key areas:
- Company details – registered office address, trading address, nature of business (SIC codes)
- Directors and secretaries – appointments, resignations, changes to personal details
- Shareholders and share capital – new share issues, transfers, changes in share classes or rights
- People with Significant Control (PSC) – any new or ceased PSC, changes to their details or notifications
- Registered charges or mortgages – although these are often updated separately
For an e-commerce business, a change of address when moving from a home office to a fulfilment centre or warehouse must be reported. If you have issued new shares to raise capital or brought in a co-founder, these changes must be reflected accurately.
Step-by-Step Guide to Filing
1. Log in to your Companies House account at GOV.UK. You will need a Companies House WebFiling account or to use software that connects to their system.
2. Find your company and select ‘Confirmation Statement’ from the filing options.
3. Review the pre-populated information shown on screen. Compare it carefully against your own records.
4. Make any necessary updates. You may need to file separate forms first (for example, appoint a new director using form AP01 or update PSC using form PSC01) before the Confirmation Statement can reflect those changes.
5. Confirm that all details are correct or record the changes. Answer any questions about share capital or PSC that appear.
6. Check the review period dates shown. These must match the 12-month period you are confirming.
7. Pay any applicable fee using the online payment system and submit. You will receive an email confirmation and a stamped copy for your records.
Keep a copy of the submitted statement and note the next due date in your calendar.
The 14-Day Deadline and Penalties for Late Filing
The law requires you to deliver the Confirmation Statement no later than 14 days after the end of the review period. This deadline is strict. Late filing can result in a civil penalty that increases the longer the delay continues. In serious or repeated cases, directors can also face prosecution and a criminal record.
Penalties are set by the government and change from time to time, so always check the current amounts on the Companies House website before assuming a specific figure. The best way to avoid any penalty is to file early and set calendar reminders at least one month before the due date. If you realise you have missed the deadline, file as soon as possible and consider seeking professional advice on next steps.
Common Mistakes and How to Avoid Them
Many new founders forget that even dormant or early-stage companies must file. Another frequent error is assuming that filing accounts satisfies the Confirmation Statement requirement; the two are separate obligations with different deadlines.
Ensure shareholder and PSC information is consistent across all your records. For example, if an e-commerce seller brings in a family member as a shareholder, both the share register and Companies House records must be updated at the same time. Double-check addresses; a simple typo in a postcode can cause unnecessary correspondence from Companies House.
Use the online preview function before submitting to catch errors. If your company has complex share structures or multiple PSCs, consider using accounting software that integrates with Companies House or speaking to an accountant to ensure accuracy.
Staying Organised as an Early-Stage Business
Maintain an internal company register that mirrors the information held at Companies House. Update it whenever a change occurs rather than waiting until the Confirmation Statement is due. This makes the annual task much quicker.
Many early-stage e-commerce founders work from home or shared spaces initially. When you move premises or start using a virtual office, remember to update the registered office address promptly so that official correspondence reaches you.
At Loomworks in Liversedge, selected founders benefit from a registered address as part of the support offered. Regardless of your location, treat the Confirmation Statement as a core administrative task that protects the limited liability status you chose when incorporating.
Frequently asked questions
Do I need to file a Confirmation Statement if my company is dormant?
Yes. All limited companies must file a Confirmation Statement every year regardless of trading activity. Dormant companies still need to confirm that their details have not changed. Failing to file can lead to the company being struck off the register.
What happens if I miss the 14-day deadline?
Companies House will apply a late filing penalty. The amount increases with the length of delay. Directors may also face prosecution in extreme cases. File as soon as you realise the mistake and check the current penalty levels on GOV.UK.
Can I file the Confirmation Statement myself or do I need an accountant?
Most straightforward filings can be completed by directors using the Companies House online service. If your company has complex share structures, multiple directors or frequent changes, professional help can reduce the risk of errors.
How do I know when my next Confirmation Statement is due?
The due date is 14 days after the end of each 12-month review period. Companies House shows the next due date in your online account. Set a reminder in your calendar one month before to allow time for review and any necessary updates.
Does changing my address affect the Confirmation Statement?
Yes. You must update the registered office address using the correct form before or at the same time as filing the Confirmation Statement. Any other address changes, such as a new trading address, should also be reported if Companies House holds that information.
Related reading: How to Legally Change Your Company Name After Incorporation, How to Remove or Resign a Company Director, How to Appoint a New Director to Your UK Company. Browse all company admin & legal guides or apply to Loomworks.