When registering a business in the UK, providing the correct company identification is vital to ensure a smooth setup. Companies House requires key documents alongside personal information from directors and shareholders. Additionally, upcoming changes under the Economic Crime and Corporate Transparency Act 2023 will introduce mandatory ID verification. In this guide, we'll explain what documentation you need, why IDs might be rejected, and how to successfully submit them online.
What documents do you need to register a company?
To register a business with Companies House, several key documents are required. These documents form the basis of a company’s registration and legal existence. The main documents include:
Memorandum of association: The memorandum of association outlines the intention of the initial subscribers (shareholders or guarantors) to form a company.
Articles of association: The document detailing how the company will be managed and governed.
Form IN01: A formal application to register the company. This form includes the company name, address, directors, and shareholders' details.
Statement of capital or guarantee: A declaration of shares issued or the amount guaranteed by members in case of a limited-by-guarantee company.
Confirmation of registered office address: The official correspondence address.
What proof of identification is accepted?
If you register directly via Companies House, there are currently no direct ID regulations in place. However, when registering a company, you'll typically need to provide three pieces of personal information about yourself. You'll also need to do the same for any of your shareholders or guarantors. This information includes:
Town of birth
Mother’s maiden name
Father’s first name
Telephone number
National Insurance number
Passport number
Future company identification plans
Companies House is currently setting up a new identification verification process. This is in line with the Economic Crime and Corporate Transparency Act 2023 (ECCTA). In short, this means that anyone looking to set up, run or own a company in the UK will need to verify their identity to prove they are. In the future, identity verification will become compulsory for:
New directors and people with significant control
Existing directors
Anyone acting on behalf of a company
Although this legislation is yet to be fully implemented, Companies House expects to make identity verification compulsory for all incorporations by Autumn 2025. There will be two routes to choose from: verify directly with Companies House or through an Authorised Corporate Service Provider (ACSP). The form of identification needed will be a 'primary identity document' like a passport or driving license.
Editor's insight: "This business ID reform comes from a huge increase in identity fraud in the UK. According to Companies House, 1 in 10 people are affected each year. It's also intended to prevent fictitious directors from being set up."
Reasons why a company ID might not be accepted
There are several reasons why a company’s ID or documentation might be rejected during registration or checks:
Outdated documents: Expired passports or old utility bills will not be accepted.
Mismatched details: The name on the ID must match other submitted documents, such as the director’s name on Form IN01.
Illegible copies: Poor-quality scans or photocopies can result in rejection.
Incorrect address format: Registered office addresses must be formatted correctly and be valid postal addresses.
Unverified documents: If using overseas identification, it may need to be certified or translated by an accredited professional.
Ensuring all information is accurate, clear, and up-to-date is essential to avoid delays or complications.
How do you submit your company ID?
Company identification and registration documents can be submitted electronically or via post to Companies House.
Online Submission
WebFiling service: Most UK companies can register online through Companies House’s secure portal.
Third-party software: Approved filing agents and software providers offer registration services.
Postal Submission
For those choosing the postal route, completed forms and accompanying identification must be sent to the appropriate Companies House office:
Cardiff (for companies registered in England and Wales)
Edinburgh (for Scotland)
Belfast (for Northern Ireland)
Digital submissions are usually faster, with many registrations processed on the same day. Postal applications can take longer, typically within 8 to 10 working days.
Company identification must meet strict standards to ensure your registration is successful. By understanding the required documents and how to submit them correctly, you’ll avoid unnecessary delays and set your business up for smooth operations.
Final thoughts
Having clear, valid, and accurate documents ready will speed up registration. Whether you’re launching a start-up or updating company records, understanding the nuances of providing proof of identity and working with Companies House keeps your business on solid legal ground.