Company Incorporation Documents
- Laura
- Sep 25
- 3 min read
Once your UK limited company (LTD) is incorporated, there are several key documents you’ll receive (or be expected to generate), and each serves a specific legal or operational purpose.
In this post we will go through the essential company documents, what they’re for, and what you should do with them.
A Certificate of Incorporation
Issued by: Companies House
What it is:
Official confirmation that your company exists
It includes your company number and date of incorporation
It proves your company’s legal existence
What to do:
Keep a copy in your company records
You'll need it when opening a business bank account, applying for credit, etc.
The Memorandum of Association
Issued by: Companies House
What it is:
A short legal document showing the names of the founding members (shareholders) who agreed to form the company.
What to do:
File it in your company’s statutory records
It’s mostly historic — not updated after formation
Articles of Association
Issued by: Provided by you or generated automatically if you used "Model Articles" during the incorporation process
What it is:
The rules for running your company (e.g. director powers, shareholder rights, issuing shares).
What to do:
Keep a copy in your company records
You can amend it later (requires a special resolution and filing with Companies House)
Share Certificates
Issued by: Your company (not Companies House)
What it is:
Legal proof of share ownership for each shareholder
What to do:
Issue to each shareholder within 2 months of incorporation or share issue
Keep copies in the Register of Members
Required for evidence of ownership (e.g. for investors or legal disputes)
Statutory Registers (Company Books)
You are legally required to maintain the following registers:
Register | What it includes |
Register of Members | List of shareholders and their shareholdings |
Register of Directors | Names, addresses, and appointment dates |
Register of Secretaries (if applicable) | If you appointed a company secretary |
Register of PSCs (People with Significant Control) | Anyone with 25%+ shares or voting rights |
Register of Allotments / Transfers | Details of share issues and transfers |
What to do:
Must be kept at the registered office (or SAIL address if applicable)
Can be kept digitally
Not filed with Companies House but must be available for inspection
First Board Meeting Minutes / Director Resolutions
What it is: A written record of the first director decisions — e.g., appointing officers, issuing shares, adopting articles, setting up bank account.
What to do:
Draft and keep on file — helps with bank account opening and future decisions
Not legally required, but considered best practice
Company Registers / Internal Records
A company should maintain a register of important information covering things like:
Accounting records
VAT registration certificate (if registered)
PAYE reference documents (if hiring employees)
Bank account details
Insurance policies (e.g., Employers' Liability)
Leases, contracts, and legal agreements
Where to Keep All These Documents
Physical copies should be kept at your registered office or Single Alternative Inspection Location (SAIL).
Digital records are allowed (e.g. in cloud storage) — just make sure they are secure, organised, and accessible. Always keep backups of key incorporation documents.
Even if you use a formation agent, you are legally responsible for keeping these records. A good agent like TheFormationCompany will provide digital documents and support you with Model Articles, Share Certificate(s), First board meeting minutes and Statutory register templates.
Consider using company secretarial services like our Registered Agent service to support with ongoing filings and updates.