Maintaining Statutory Registers for Your Limited Company

Maintaining statutory registers is a legal requirement for every UK limited company. These records must be kept up to date and available for inspection, helping you demonstrate proper governance and avoid penalties from Companies House.

This guide explains exactly which registers you need, what information goes in each, where and how to store them, and the practical steps you should take as an early-stage founder or e-commerce seller running a limited company.

Understanding Statutory Registers

Every limited company incorporated in the UK must keep certain internal records known as statutory registers. These are distinct from the information filed at Companies House, although some details overlap. The registers provide a complete and accurate picture of the company’s ownership, management and financial security arrangements.

Failure to maintain them properly can result in fines or, in more serious cases, director disqualification. Keeping them current also makes it easier to respond to due diligence requests from banks, investors, landlords or large customers.

Register of Members

The register of members records everyone who owns shares in the company. For most early-stage founders this will be a simple list of individuals or corporate entities that hold shares.

Full name and service address of each member
The number and class of shares held
The date the person became a member
The date they ceased to be a member (if applicable)
Amount paid up on each share

Update the register immediately after any share allotment, transfer or buy-back. Keep the historic information; do not delete old entries. Many founders store this register in a password-protected spreadsheet or dedicated company secretarial software that timestamps changes.

Register of Directors

This register lists every person who is or has been a director. It must contain more information than is shown on the public Companies House register.

Full name, including former names if used for business
Service address (can be the registered office)
Residential address (kept confidential and not open to public inspection)
Date of birth
Nationality
Occupation
Date of appointment and any cessation date

Review the register whenever a director is appointed or resigns. The residential address must be accurate because it is used for official correspondence and may be required by law enforcement or certain regulatory bodies.

Register of Secretaries (if applicable)

Private limited companies are no longer required to appoint a company secretary, but if one is appointed you must keep a register. The details needed are similar to the register of directors but without the residential address requirement.

Record the full name, service address, date of appointment and any cessation. Most new e-commerce and startup companies choose not to appoint a secretary to keep administration simple. If you later decide to appoint one, add the entry on the same day the appointment takes effect.

Register of Charges

This register records any charges or security interests granted by the company over its assets, such as a bank loan secured against stock, debtor book or intellectual property. Even though many charges must now be registered at Companies House within a short period, the internal register must still be maintained.

Description of the charge
Amount secured
Names of the persons in whose favour the charge was created
Date the charge was created
Any variations or releases

Update the register as soon as a charge is created or satisfied. For many founders the first entry appears when they take out a director’s loan or a bank overdraft facility.

Where and How to Store the Registers

You have three main options for storing statutory registers:

Bound physical books kept at the registered office address
Digital records held on company computers or in the cloud, provided they can be printed on demand
Specialist online company secretarial platforms that maintain version history and access controls

Whichever method you choose, the registers must be available for inspection by any member or creditor during normal business hours, usually without charge. Many founders keep both a digital master copy and a printed version in a folder at their accountant’s office or, if using a service like Loomworks, at the incubator’s registered address in Liversedge.

Back up digital records regularly and control access so that only authorised people can edit the registers. Record any corrections with a clear note of the date the change was made and who authorised it.

Practical Steps to Stay Compliant

1. Set a recurring calendar reminder to review all registers at least every quarter.

2. Create a simple checklist that covers share movements, director changes and new charges before you sign any major agreements.

3. Use the same registered office address for all official documents so you always know where the physical copies can be inspected.

4. When issuing new shares, update the register of members and issue share certificates on the same day.

5. Keep minutes of board and shareholder decisions that affect the registers; these provide the audit trail that proves the registers are accurate.

6. If you move premises or change accountants, ensure the new location still allows prompt access to the registers.

Review the registers before any significant transaction such as applying for finance, signing a lease or bringing in a new investor. This habit avoids last-minute scrambles and shows that you take corporate governance seriously.

Frequently asked questions

Do I need to send my statutory registers to Companies House?

No. The registers are internal company records and are not filed at Companies House. However, certain information from the registers is used to complete the annual confirmation statement which is filed electronically. The full registers must be kept at the registered office or another location notified to Companies House.

Can I keep all my registers digitally?

Yes, provided the records are legible, can be printed in hard copy when required, and are properly backed up. Digital registers must still meet the same accuracy and inspection requirements as paper versions. Many founders use spreadsheet templates or dedicated online platforms.

What happens if I forget to update the register of members after issuing shares?

The register will be inaccurate, which breaches company law. This can cause problems when a buyer or lender performs due diligence. Update the register as soon as possible and add a note explaining the late entry. Repeated failures can lead to fines or director sanctions.

Where should I store the registers if I work from home?

You can keep them at your home address if that is also the registered office. Otherwise store them at the registered office or at an accountant’s premises. The important point is that anyone entitled to inspect them must be able to do so without unreasonable delay.

Do I still need a register of charges after Companies House registration?

Yes. The internal register of charges must be maintained even though most charges are also filed on the public register at Companies House. The internal record helps you track variations, partial releases and satisfaction of security.