When you apply to register a company, you’ll receive a certificate of incorporation from Companies House once they have approved the application. This document confirms that the company legally exists as a separate legal entity and is distinct from its owners.
Below, we explain what a certificate of incorporation looks like, when you might need to use it, and what you can do if you need a replacement.
What information does the certificate of incorporation include?
A certificate of incorporation is a fairly basic document. Section 15 of the Companies Act 2006, the primary legislation that governs UK companies, states that the certificate must include the following details:
(a) the name and registered number of the company,
(b) the date of its incorporation,
(c) whether it is a limited or unlimited company, and if it is limited whether it is limited by shares or limited by guarantee,
(d) whether it is a private or a public company,
(e) whether the company’s registered office is situated in England and Wales (or in Wales), in Scotland or in Northern Ireland.
The certificate must be signed by the registrar or authenticated by the registrar’s official seal. Here is an example of what a certificate of incorporation looks like:
Once issued, the Companies Act 2006 affirms that “the certificate is conclusive evidence that the requirements of this Act as to registration have been complied with and that the company is duly registered under this Act.” In other words, the company has been registered in accordance with the Companies Act 2006.
Your first certificate of incorporation
How and when you receive your first certificate depends on how you apply to form your company.
Online
If you apply online—be it via a company formation agent like Quality Company Formations or directly with Companies House—you’ll normally receive a digital certificate via email within 24 hours.
Sometimes, this may take longer if your application contains errors. In that case, Companies House will ask for additional information before approving it and issuing a certificate of incorporation.
If you register your company with us, a company expert will check your information before submitting it to ensure it has been completed correctly, thus avoiding potential delays.
By post
Postal registrations take a little longer. These are typically processed within 8-10 days, so you should receive a hard copy of your certificate in the post shortly after. Again, bear in mind that there could be delays, so generally, allow around two weeks for your certificate to arrive.
If you register with Quality Company Formations and purchase one of the following packages, you will receive a hard copy as well as a digital version of your certificate of incorporation:
- Limited Company (Privacy Plus or Fully Inclusive)
- Non-residents
- Multiple Share Class
- Limited by Guarantee
- LLP
- Charity
- RTM
- Property Management
- PLC
It’s worth noting that companies legally exist as soon as they are on the register, even if you’re still waiting for your certificate of incorporation to arrive in the post.
When you might need your certificate of incorporation
A certificate of incorporation serves a larger purpose than authenticating your company’s existence. You won’t need to refer to it often, but there are several situations when it will come in handy.
For example, when you want to open a business bank account. Banks will ask for a copy of your company’s certificate of incorporation to verify its legal status and ensure that it complies with regulatory requirements. If you apply for a loan, grant, or other types of funding, lenders will want to see your certificate for the same reasons.
You might also need it to:
- Enter into contracts with other companies
- Obtain business licenses
- Buy or rent property
- Conduct business overseas
- Sell new company shares
- Register your company for Corporation Tax
- Prepare annual accounts
- Sell the company
To make the above processes easier, it helps to have your certificate of incorporation to hand.
Replacing a lost certificate of incorporation
All company documents should be stored safely and managed appropriately to ensure easy access when needed. However, physical records can be easily misplaced. If you need to replace a lost paper certificate of incorporation, you have a couple of options.
1. Download a PDF from the public register
Companies House makes a “File Copy” available to the public, which contains the same information as the original certificate. They are stored on the Companies House register, which anyone can access.
To download a PDF copy of this certificate, simply search for your company in the register, click on its name on the results page, and go to the ‘Filing history’ tab. In there, select the ‘Incorporation’ filter box, and you’ll see ‘View PDF’ next to ‘Incorporation’ at the bottom of the list.
2. Ask Companies House for a certified copy
You can also request a physical copy of your certificate from Companies House. Simply find your company on the register (following the instructions above) and click on the ‘More’ tab. Then, select ‘Order certificate’.
Alternatively, call Companies House on 0303 1234 500 to order a replacement certificate of incorporation. There are two dispatch opinions: standard, which costs £15 and orders are dispatched within 10 working days, or express, which costs £50 and orders placed before 11am are dispatched the same day.
3. Use the QCF customer portal
If you formed your company through us, you can quickly and easily get a digital copy of your certificate of incorporation at any time by logging into your account.
On the dashboard, click ‘My Companies’, then click ‘View’ next to your company name. Next, select the ‘Documents’ tab, where you can download a PDF of the document.
If you’d like a paper copy of this document, you can purchase it through our online shop for just £10. Click on ‘My Companies’, then ‘View’ next to your company name. Go into the ‘Shop’ tab, where you’ll see the ‘Printed Certificate of Incorporation’ option.
So, if you lose it, there are a few different ways to retrieve your certificate of incorporation.
If you change your company name
You can change your company name at any time after incorporation. If/when you do, you won’t receive a new certificate of incorporation, but you will get a Certificate of Incorporation on Change of Name.
This document will feature your old and new company names and the rest of your company details, which remain the same.
You should still keep your original certificate of incorporation, though—this document will never change. You should keep both records at your company’s registered office address.
Summary
All UK-registered entities receive a certificate of incorporation to indicate that the company legally exists and is ready to trade in the case of private companies. Registering online is quicker, easier, and cheaper, so you’ll receive your certificate much sooner than you would by post.
The easiest option is to form your company through Quality Company Formations. We will email your certificate to you (and send a hard copy if you prefer, depending on your chosen package). If you ever need to retrieve your certificate of incorporation, our online portal makes this really quick and simple.
