{"id":173439,"date":"2022-08-04T02:54:55","date_gmt":"2022-08-04T01:54:55","guid":{"rendered":"https:\/\/legalvision.co.uk\/?p=173439"},"modified":"2025-07-02T00:40:59","modified_gmt":"2025-07-01T23:40:59","slug":"maintain-company-accounts","status":"publish","type":"post","link":"https:\/\/legalvision.co.uk\/corporations\/maintain-company-accounts\/","title":{"rendered":"What Legal Obligations Do I Have to Maintain Company Accounts in the UK?"},"content":{"rendered":"<p><span style=\"font-weight: 400\">For directors of a limited company, you have a <\/span><a href=\"https:\/\/legalvision.co.uk\/corporations\/directors-duties\/\"><span style=\"font-weight: 400\">legal duty<\/span><\/a><span style=\"font-weight: 400\"> to maintain your company\u2019s accounts and file these with Companies House every year. Failure to accurately maintain your company\u2019s accounts can lead to serious penalties. This article will summarise your obligations to maintain and report company accounts.<\/span><\/p>\n<div class=\"box box--icon box--info\">\n<p><span style=\"font-weight: 400\">This article is only concerned with accounting obligations for directors of small companies directors. Notably, the law imposes different obligations and standards compared to directors of medium-sized and large companies.<\/span><\/p>\n<p><span style=\"font-weight: 400\">Separately, this article is not concerned with accounting principles and techniques. It is instead intended to give you an overview of your legal obligations to maintain and file your company\u2019s accounts. For any queries related to preparing your accounts, you should always instruct a qualified accountant.&nbsp;<\/span><\/p>\n<\/div>\n<h3><span style=\"font-weight: 400\">Small Companies<\/span><\/h3>\n<p><span style=\"font-weight: 400\">The law is quite specific as to what qualifies as a small company. To determine whether you fall within the classification, consider the following features:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\"><strong>company turnover <\/strong>\u2013 your company\u2019s total income, including sales and other activities, is not more than \u00a310.2m a year;&nbsp;<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\"><strong>balance sheet<\/strong> \u2013 your company\u2019s balance sheet (the value of its assets less the amount of its financial obligations) is \u00a35.1m or less; and&nbsp;<\/span><\/li>\n<li style=\"font-weight: 400\"><a href=\"https:\/\/legalvision.co.uk\/employment\/employment-status\/\"><span style=\"font-weight: 400\"><strong>company employees<\/strong><\/span><\/a><span style=\"font-weight: 400\"> \u2013 you employ less than 50 people.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400\">In practice, if two out of three apply, your company will likely qualify as a small company.&nbsp;<\/span><\/p>\n<h2><span style=\"font-weight: 400\">Understanding Your Obligations&nbsp;<\/span><\/h2>\n<h3><span style=\"font-weight: 400\">Fair and True&nbsp;<\/span><\/h3>\n<p><span style=\"font-weight: 400\">As a director, you must only approve accounting reports that provide a fair and true picture of the company&#8217;s accounts.&nbsp;<\/span><\/p>\n<div class=\"box box--icon box--info\">\n<p><span style=\"font-weight: 400\">There is no strict legal definition of &#8220;fair and true&#8221;, but in practice, you should rely on a professional accountant&#8217;s judgment.&nbsp;<\/span><\/p>\n<\/div>\n<p><span style=\"font-weight: 400\">You should note that you cannot delegate this duty. Therefore, if your accountant negligently prepares your accounts, you could still be held liable because you had an obligation to ensure that the accounts were nonetheless &#8220;fair and true&#8221;. However, the law is generally unlikely to hold you liable for any resultant damages if you demonstrated due care in selecting a qualified accountant.&nbsp;<\/span><\/p>\n<p><span style=\"font-weight: 400\">Likewise, you owe the duty to prepare fair and true accounts to two parties:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">your company&#8217;s shareholders; and&nbsp;<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Companies House.<\/span><\/li>\n<\/ul>\n<h3><span style=\"font-weight: 400\">Shareholder Obligations&nbsp;<\/span><\/h3>\n<p><span style=\"font-weight: 400\">Unless your shareholders unanimously agree otherwise, you must prepare full accounts for your shareholders. Full accounts include:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">a balance sheet;&nbsp;<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">a profit and loss statement;&nbsp;<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">notes to the account;&nbsp;<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">the directors\u2019 report; and&nbsp;<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">an audited account unless exempt (see below).&nbsp;<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400\">Your balance sheet must contain a statement affirming that the accounts were prepared according to the small companies regime. You must prominently display this statement.&nbsp;<\/span><\/p>\n<p><span style=\"font-weight: 400\">Your shareholders can unanimously agree that the company prepare abridged accounts (see below).&nbsp;<\/span><\/p>\n<p><span style=\"font-weight: 400\">You should also review your company\u2019s constitution, particularly its <\/span><a href=\"https:\/\/legalvision.co.uk\/corporations\/articles-of-association\/\"><span style=\"font-weight: 400\">articles of association<\/span><\/a><span style=\"font-weight: 400\">. You want to ensure that there are no express obligations to prepare and file the accounts in a particular way.&nbsp;<\/span><\/p>\n<h3><span style=\"font-weight: 400\">Companies House Filing<\/span><\/h3>\n<p><span style=\"font-weight: 400\">After you have prepared your accounts, you must deliver the balance sheet to the Companies House Registrar. Notably, your balance sheet must be accurate up to the last day of the financial year.&nbsp;<\/span><\/p>\n<p><span style=\"font-weight: 400\">Unless you express otherwise, you should also send your profit and loss accounts and the directors&#8217; report. However, you can opt-out of this requirement in what is known as &#8220;filleting your accounts&#8221;.&nbsp;<\/span><\/p>\n<p><span style=\"font-weight: 400\">Additionally, you must file your company accounts within nine months of the last day of the accounting period. For many companies, the accounting period coincides with the anniversary of the date of the company&#8217;s incorporation.&nbsp;<\/span><\/p>\n<div class=\"box box--icon box--info\">\n<p><span style=\"font-weight: 400\">You can choose to jointly file your accounts with <\/span><a href=\"https:\/\/www.gov.uk\/government\/organisations\/hm-revenue-customs\"><span style=\"font-weight: 400\">HMRC<\/span><\/a><span style=\"font-weight: 400\"> and <\/span><a href=\"https:\/\/www.gov.uk\/government\/organisations\/companies-house\"><span style=\"font-weight: 400\">Companies House<\/span><\/a><span style=\"font-weight: 400\">.&nbsp;<\/span><\/p>\n<\/div>\n<h2><span style=\"font-weight: 400\">Abridged Accounts<\/span><\/h2>\n<p><span style=\"font-weight: 400\">If the shareholders unanimously agree, the company can file abridged accounts. These accounts contain less information. Specifically:<\/span><\/p>\n<ol>\n<li><span style=\"font-weight: 400\">The balance sheet need only include summary line items. For example, instead of providing breakdowns of each current and long-term debtor (trade, debt, etc.), the company can simply aggregate the amounts.&nbsp;<\/span><\/li>\n<li><span style=\"font-weight: 400\">The profit and loss statement need only disclose the gross profit or loss rather than the turnover and cost of sales.&nbsp;<\/span><\/li>\n<li><span style=\"font-weight: 400\">The accounts do not have to provide as many explanatory notes.&nbsp;<\/span><\/li>\n<\/ol>\n<div class=\"box box--icon box--info\">\n<p><span style=\"font-weight: 400\">The shareholders must consent each year the company wishes to file abridged accounts. 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The benefit is that this costs significantly less. The downside is that lenders and other key stakeholders may be less inclined to transact with a business that does not have independently audited accounts.&nbsp;<\/span><\/p>\n<h2><span style=\"font-weight: 400\">Micro-Entities&nbsp;<\/span><\/h2>\n<p><span style=\"font-weight: 400\">The law recognises certain sufficiently small companies as \u201cmicro-entities\u201d. Notably, the filing obligations for micro-entities are less demanding.&nbsp;<\/span><\/p>\n<p><span style=\"font-weight: 400\">In general, a company will be a micro-entity where two of the three following conditions apply:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">yearly turnover is \u00a3632,000 or less;&nbsp;<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">balance sheet total is not more than \u00a3316,000; or<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">the company does not employ more than ten people.&nbsp;<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400\">Further, micro-entities must prepare for their shareholders:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">an abridged balance sheet;<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">an abridged profit and loss statement; and&nbsp;<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">an auditors report unless self-exempt.&nbsp;<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400\">You must provide the accounts to Companies House.<\/span><\/p>\n<h2><span style=\"font-weight: 400\">Key Takeaways<\/span><\/h2>\n<p><span style=\"font-weight: 400\">Directors have several obligations, including ensuring their companies&#8217; accounts are prepared for shareholders and filed with Companies House. These accounts must give a \u201cfair and true\u201d value of the company\u2019s affairs. This duty is non-delegable. Therefore, directors should take care to ensure a qualified professional is preparing the company\u2019s accounts. Small companies do not have to disclose as much information on their accounts. Some small companies may qualify as micro-entities, which entitle them to fewer preparation requirements.&nbsp;<\/span><\/p>\n<p><span style=\"font-weight: 400\">If you need further guidance, our&nbsp;<\/span><a href=\"https:\/\/legalvision.co.uk\/corporate-lawyers-lp\/\"><span style=\"font-weight: 400\">experienced corporate lawyers<\/span><\/a><span style=\"font-weight: 400\"> can assist as part of our LegalVision membership. For a low monthly fee, you will have unlimited access to lawyers to answer your questions and draft and review your documents. So call us today at <a href=\"tel:+448081968584\" class=\"AVANSERnumber dynamic-number\">0808 196 8584<\/a> or visit our<\/span>&nbsp;<a href=\"https:\/\/legalvision.co.uk\/membership\"><span style=\"font-weight: 400\">membership page<\/span><\/a><span style=\"font-weight: 400\">.<\/span><\/p>\n<h2><span style=\"font-weight: 400\">Frequently Asked Questions&nbsp;<\/span><\/h2>\n\n\n<div class=\"schema-faq wp-block-yoast-faq-block\"><div class=\"schema-faq-section\" id=\"faq-question-1659577784797\"><strong class=\"schema-faq-question\"><strong>Am I legally required to keep current accounts for my company?<\/strong><\/strong> <p class=\"schema-faq-answer\">Yes, the law requires company directors to keep and maintain company accounts for the shareholders&#8217; benefit and file with Companies House.\u00a0<\/p> <\/div> <div class=\"schema-faq-section\" id=\"faq-question-1659577795919\"><strong class=\"schema-faq-question\"><strong>How often do I have to produce company accounts?<\/strong><\/strong> <p class=\"schema-faq-answer\">You must prepare and file your company accounts at least once a year.\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\/173439\" \/>            <input value=\"https:\/\/legalvision.co.uk\/corporations\/maintain-company-accounts\/\" type=\"hidden\" name=\"currenturl\"\n                   id=\"currenturl\">\n            <input value=\"What Legal Obligations Do I Have to Maintain Company Accounts in the UK?\" 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>For directors of a limited company, you have a legal duty to maintain your company\u2019s accounts and file these with Companies House every year. Failure to accurately maintain your company\u2019s accounts can lead to serious penalties. This article will summarise your obligations to maintain and report company accounts. This article is only concerned with accounting<a href=\"https:\/\/legalvision.co.uk\/corporations\/maintain-company-accounts\/\">Continue reading <span class=\"sr-only\">&#8220;What Legal Obligations Do I Have to Maintain Company Accounts in the UK?&#8221;<\/span><\/a><\/p>\n","protected":false},"author":13461,"featured_media":3180,"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":"173092,2259,2039,892,2909,2030","_relevanssi_noindex_reason":"","editor_notices":[],"footnotes":""},"categories":[28],"tags":[20,100,137,919,920,921],"class_list":["post-173439","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-corporations","tag-small-business","tag-articles-of-association","tag-companies-house","tag-small-company","tag-micro-entity","tag-company-accounts"],"acf":[],"yoast_head":"<!-- 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