The duties of the person responsible for company secretarial matters are not defined specifically within company law but may be divided generally into three main areas:
- maintaining statutory registers - keeping the company's records up to date
- completing and filing statutory forms - keeping the public record up to date
- meetings and resolutions (making sure the company abides by both its internal regulations and the law).
Maintaining statutory registers
- The register of members
- The register of directors
- The register of director's residential addresses (this is not made public)
- The register of secretaries
- The register of charges
- The register of persons of significant control
Note: These registers must be made available for inspection by the general public at the company's registered office or at a single alternative inspection location (SAIL) which must also be recorded at Companies House. Alternatively, private companies may also choose (elect) to keep some of the information normally kept in the statutory registers at its registered office or SAIL on the public register at Companies House.
Annual statutory filing duties with Companies House
- The first confirmation statement can be filed at Companies House at any time within 12 months of incorporation. Subsequent returns must be filed at intervals of not more than 12 months. The statement must be filed within 14 days of the end of the review period. The first register of people with significant control is included with the first confirmation statement.
- Before filing the confirmation statement, you should check the information held by Companies House is up to date. If not, you need to update it before submitting the confirmation statement.
- These is must be filed at companies house within 9 months of the end of the accounting year for the company. A fine will be levied if the accounts are late.
Filing statutory forms with Companies House where necessary
These will need to be filed within a specified period of between 14 and 28 days, depending on the change.
- Changes in directors, secretaries and their details including appointments and terminations - within 14 days
- Change of accounting reference date - within 14 days
- Change regarding persons of significant control - within 14 days
- Change of registered office - within 14 days
- Change of name of the company - within 14 days
- New articles of association - within 15 days
- Any resolutions which change the way the company is run - within 15 days
- Any special resolutions to do with transactions - within 15 days
- Register any charges created made - within 21 days
- Return of allotment of shares - within 28 days
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