{"id":171794,"date":"2022-07-07T01:13:46","date_gmt":"2022-07-07T00:13:46","guid":{"rendered":"https:\/\/legalvision.co.uk\/?p=171794"},"modified":"2025-07-02T00:41:15","modified_gmt":"2025-07-01T23:41:15","slug":"records-for-limited-companies","status":"publish","type":"post","link":"https:\/\/legalvision.co.uk\/startups\/records-for-limited-companies\/","title":{"rendered":"What Records Must I Keep for a Limited Company?"},"content":{"rendered":"\n<p>The role of company director for a limited company comes with many responsibilities, including keeping records of important information. However, many directors do not know the <a href=\"https:\/\/legalvision.co.uk\/corporations\/directors-duties\/\">full extent of these responsibilities.<\/a> For instance, do you note down the minutes of each board meeting? As a company director, you probably should. This article will provide an overview of all the records that directors should keep on behalf of their limited company.&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Overview<\/h2>\n\n\n\n<p>The law requires that all companies keep certain records, including:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>members and director registers,&nbsp;<\/li><li>accounting records such as bank statements,<\/li><li>records of director and shareholder meetings,&nbsp;<\/li><li>agreements,&nbsp;<\/li><li>memos, and&nbsp;<\/li><li>debt documents.&nbsp;<\/li><\/ul>\n\n\n\n<p>Directors must ensure they organise these records appropriately. You are free to keep them in electronic or print format, but if you opt for electronic filing, you must be able to reproduce them in print form if necessary.<\/p>\n\n\n\n<p>If you keep your records in print format, you must take steps to ensure that others do not falsify them.&nbsp;<\/p>\n\n\n\n<p>Additionally, you must keep these records available \u201cfor inspection\u201d, usually at your company\u2019s registered office, which is the address you have on file at&nbsp;<a target=\"_blank\" href=\"https:\/\/www.gov.uk\/government\/organisations\/companies-house\" rel=\"noreferrer noopener\">Companies House.<\/a><\/p>\n\n\n\n<p>If your company is a private company, you can keep your records stored with Companies House through their central register.&nbsp;<\/p>\n\n\n\n<p>We will now go on to look at the records you must keep.&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">1. Members and Directors Registers\u00a0<\/h2>\n\n\n\n<p>Your company\u2019s register of members is a document containing specific information on the <a href=\"https:\/\/legalvision.co.uk\/corporations\/founder-director-shareholder\/\">company\u2019s shareholders.<\/a> This information includes:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>each of the shareholders\u2019 names and addresses;&nbsp;<\/li><li>the date when the shareholder became a shareholder of the company;&nbsp;<\/li><li>for previous shareholders, you must include the date they ceased being a shareholder;&nbsp;<\/li><li>the number and class of shares the shareholder has; and<\/li><li>the amount the shareholder paid for the shares.&nbsp;<\/li><\/ul>\n\n\n\n<p>For any shareholders with 25% or more of the company\u2019s share capital, you must also complete the Persons with significant control (PSC) Register.&nbsp;<\/p>\n\n\n\n<div  class=\"box box--icon box--info\">\n    <p>The PSC register also includes those that can appoint or remove company board members.<\/p>\n<\/div>\n\n\n\n<p>The register of directors is a similar document. For each of the directors, you must include:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>their name (and any former name);&nbsp;<\/li><li>their address;<\/li><li>the country or state where they usually reside \u2014 for UK residents, you must specify which of the four countries within the UK;<\/li><li>their nationality;&nbsp;<\/li><li>what their occupation is; and&nbsp;<\/li><li>their date of birth.<\/li><\/ul>\n\n\n\n\n<a href=\"#content-next\"\n   class=\"block p-4 mt-10 text-xl font-bold text-center text-white no-underline bg-gray-800 rounded-t-xl\">\n    Continue reading this article below the form\n    <i class=\"text-xl fa-regular fa-arrow-down\"><\/i>\n<\/a>\n<div class=\"px-6 pt-10 pb-12 mb-10 text-center bg-gray-100 rounded-b-xl sm:px-12 test\">\n    <div class=\"mb-8 text-2xl font-bold text-orange\">\n        Need legal advice?\n        <br>\n        <span class=\"text-lg not-prose\">\n                            Call <a href=\"tel:+448081968584\" class=\"not-prose\">0808 196 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Accounting Information\u00a0<\/h2>\n\n\n\n<p>Essentially, your company\u2019s accounting information includes all:l&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>receipts;&nbsp;<\/li><li>invoices;&nbsp;<\/li><li>bank statements;<\/li><li>debt documents;&nbsp;<\/li><li>mortgages and other charge documents; and&nbsp;<\/li><li>other such documents that record money coming in and out of your company.<\/li><\/ul>\n\n\n\n<p>Furthermore, you will need this information to produce your annual accounts. Alternatively, you may need to produce these documents in case of a dispute.&nbsp;<\/p>\n\n\n\n<p>Generally, you should keep these files for at least six years. Although, in practice, you may wish to keep them for longer.&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">3. Records of Directors\u2019 and Member\u2019s Meetings<\/h2>\n\n\n\n<p>For every <a href=\"https:\/\/legalvision.co.uk\/corporations\/run-board-meeting\/\">director meeting<\/a> you hold, you must take <a href=\"https:\/\/legalvision.co.uk\/corporations\/board-minutes\/\">minutes of the meeting<\/a>. Additionally, you must retain copies of the minutes for at least ten years. The minutes should record the specifics of the meeting, including:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>the nature and amount of any transaction;&nbsp;<\/li><li>the reasoning behind any decision;&nbsp;<\/li><li>if the meeting addresses the quorum; and&nbsp;<\/li><li>where directors hold the vote and the breakdown of votes.&nbsp;<\/li><\/ul>\n\n\n\n<p>Similarly, you must keep any resolutions that shareholders pass at any shareholder meeting (or \u2018members meeting\u2019).&nbsp; &nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Allowing Others to Inspect the Company\u2019s Records<\/h2>\n\n\n\n<p>The law gives certain people the right to inspect the company\u2019s records.<\/p>\n\n\n\n<p>Generally, shareholders have the right to inspect your company\u2019s records. However, if they notice their intent to inspect the company\u2019s records, you must allow them to do so within a reasonable period.&nbsp;<\/p>\n\n\n\n<p>Any public member has a right to inspect a company\u2019s register of directors or members only if they have a legitimate reason to do so.&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Penalties for Not Complying with Record Keeping<\/h2>\n\n\n\n<p>In many cases, it is a criminal offence not to store your company\u2019s records appropriately. Typically, penalties include fines, but in some cases, you can face disqualification from holding the office of a director in the future.&nbsp;<\/p>\n\n\n\n<p>You can also open yourself up to civil suits by not keeping your company\u2019s records in order.&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Key Takeaways&nbsp;<\/h2>\n\n\n\n<p>Directors must keep records related to their company\u2019s activities. These include a register of all members with significant control in the company, including:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>shareholders;&nbsp;<\/li><li>directors; and&nbsp;<\/li><li>individuals.&nbsp;<\/li><\/ul>\n\n\n\n<p>Directors must also keep the company\u2019s financial accounts in order, including all important&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>banking and loan documents;<\/li><li>invoices; and&nbsp;<\/li><li>receipts of all outgoing and incoming money.&nbsp;<\/li><\/ul>\n\n\n\n<p>If directors do not comply, they can be held criminally liable.<\/p>\n\n\n\n<p>If you need further guidance, our <a href=\"https:\/\/legalvision.co.uk\/corporate-lawyers-lp\/\" target=\"_blank\" rel=\"noreferrer noopener\">experienced corporate lawyers<\/a>\u00a0can assist as part of our LegalVision membership. You will have unlimited access to lawyers to answer your questions and draft and review your documents for a low monthly fee. Call us today at <a href=\"tel:+448081968584\" class=\"AVANSERnumber dynamic-number\">0808 196 8584<\/a> or visit our <a href=\"https:\/\/legalvision.co.uk\/membership\" target=\"_blank\" rel=\"noreferrer noopener\">membership page<\/a>.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Frequently Asked Questions<\/strong><\/h2>\n\n\n\n<div class=\"schema-faq wp-block-yoast-faq-block\"><div class=\"schema-faq-section\" id=\"faq-question-1657152370278\"><strong class=\"schema-faq-question\"><strong>What are company records?<\/strong><\/strong> <p class=\"schema-faq-answer\">Companies must keep track of evidence of their activities, such as where the money goes and where it comes from. This also includes details on its directors and shareholders.\u00a0<\/p> <\/div> <div class=\"schema-faq-section\" id=\"faq-question-1657152378520\"><strong class=\"schema-faq-question\"><strong>What happens if I do not keep my company records.\u00a0<\/strong><\/strong> <p class=\"schema-faq-answer\">Aside from the practical benefits of keeping good records, directors that fail to keep certain records in order can be held criminally liable.\u00a0<\/p> <\/div> <\/div>\n<div class=\"not-prose m-feedback-prompt\">\n    <!-- Thumbs up\/down bar -->\n    <div class=\"m-feedback-prompt__main\">\n        <div class=\"m-feedback-prompt__title\">Was this article helpful?<\/div>\n        <div>\n            <!--span class=\"m-feedback-prompt__button--text\">Thanks!<\/span-->\n            <button type=\"button\" class=\"m-feedback-prompt__button m-feedback-prompt__button--yes\"\n                    data-analytics-link=\"feedback-prompt:yes\" aria-label=\"Agree\">\n                <i class=\"fa-regular fa-thumbs-up fa-3x\"><\/i>\n            <\/button>\n            <button type=\"button\" class=\"m-feedback-prompt__button m-feedback-prompt__button--no\"\n                    data-analytics-link=\"feedback-prompt:no\" aria-label=\"Disagree\">\n                <i class=\"fa-regular fa-thumbs-down fa-3x\"><\/i>\n            <\/button>\n        <\/div>\n    <\/div>\n\n    <!-- Feedback form -->\n    <div class=\"m-feedback-prompt__form\">\n        <div class=\"m-feedback-prompt__form--thanks \">\n            <div>Thanks!<\/div>\n            <p>\n                We appreciate your feedback \u2013 your submission has been successfully received.            <\/p>\n        <\/div>\n        <form id=\"contact-form\" class=\"m-feedback-prompt__form--form\" action=\"\" method=\"post\">\n            <input type=\"hidden\" id=\"authenticity_token\" name=\"authenticity_token\" value=\"9eb4f72322\" \/><input type=\"hidden\" name=\"_wp_http_referer\" value=\"\/api\/wp\/v2\/posts\/171794\" \/>            <input value=\"https:\/\/legalvision.co.uk\/startups\/records-for-limited-companies\/\" type=\"hidden\" name=\"currenturl\"\n                   id=\"currenturl\">\n            <input value=\"What Records Must I Keep for a Limited Company?\" type=\"hidden\" name=\"currenttitle\"\n                   id=\"currenttitle\">\n            <label>\n                <!-- display on thumbs-up -->\n                <span class=\"m-feedback-prompt__feedback m-feedback-prompt__feedback--yes\">\n                    Can you tell us <span class=\"font-semibold\">why<\/span> you found it helpful?\n                <\/span>\n\n                <!-- display on thumbs-down -->\n                <span class=\"m-feedback-prompt__feedback m-feedback-prompt__feedback--no text-lg\">\n                    How can we better improve this article?\n                <\/span>\n                <textarea name=\"feedbackmessage\" id=\"feedbackmessage\" required><\/textarea>\n            <\/label>\n\n            <div class=\"m-feedback-prompt__form--error\" id=\"form-submit-error\"><\/div>\n            <button id=\"submit-contact-form-button\" type=\"submit\" name=\"commit\" class=\"m-feedback-prompt__form--submit\"\n                    data-analytics-link=\"feedback-prompt:submit\">\n                Submit            <\/button>\n        <\/form>\n    <\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>The role of company director for a limited company comes with many responsibilities, including keeping records of important information. However, many directors do not know the full extent of these responsibilities. For instance, do you note down the minutes of each board meeting? As a company director, you probably should. This article will provide an<a href=\"https:\/\/legalvision.co.uk\/startups\/records-for-limited-companies\/\">Continue reading <span class=\"sr-only\">&#8220;What Records Must I Keep for a Limited Company?&#8221;<\/span><\/a><\/p>\n","protected":false},"author":13461,"featured_media":3219,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_relevanssi_hide_post":"","_relevanssi_hide_content":"","_relevanssi_pin_for_all":"","_relevanssi_pin_keywords":"","_relevanssi_unpin_keywords":"","_relevanssi_related_keywords":"","_relevanssi_related_include_ids":"","_relevanssi_related_exclude_ids":"","_relevanssi_related_no_append":"","_relevanssi_related_not_related":"","_relevanssi_related_posts":"2388,2512,2110,2898,2084,3561","_relevanssi_noindex_reason":"","editor_notices":[],"footnotes":""},"categories":[31],"tags":[20,21,545,566,773,849],"class_list":["post-171794","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-startups","tag-small-business","tag-medium-business","tag-board-meeting","tag-shareholders","tag-directors","tag-minutes"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.1.1 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>What Records Must I Keep for a Limited Company? 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He has completed a Law Degree, the Legal Practice Course and a Masters in Sports Law, specialising in Football Law.","url":"https:\/\/legalvision.co.uk\/author\/kieranram\/"},{"@type":"Question","@id":"https:\/\/legalvision.co.uk\/startups\/records-for-limited-companies\/#faq-question-1657152370278","name":"What are company records?","acceptedAnswer":{"@type":"Answer","text":"Companies must keep track of evidence of their activities, such as where the money goes and where it comes from. 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