Keeping evidence of submitted company filings

A filing evidence pack should show what was approved, what was sent and what Companies House accepted. These are separate stages. Saving only an email that says the work was requested leaves the company unable to explain whether the obligation was actually completed.

Preserve the approved source information

Keep the decision, transaction document or checked data that supports the filing. Record who approved the final information and which company number it relates to. This is particularly useful where an adviser prepares submissions for several connected companies.

Use clear version names and retain the final approved copy. Avoid replacing it with a later working draft that does not match the information sent.

Capture submission details

Save the submitted document or available filing summary, the date, reference and any payment receipt. For an online process, distinguish a completed submission from a page saved before the final step. For post, retain suitable dispatch evidence and the contents sent.

A payment record proves that money moved; it does not necessarily establish which information was accepted. Keep it with the submission record rather than using it as the sole evidence of compliance.

Check acceptance and the resulting entry

Companies House may reject or query information. A receipt therefore should not automatically close the task. Check the outcome and, where appropriate, compare the accepted document with the public entry. The registrar's powers include dealing with inconsistent information, so the supporting history can remain relevant after initial acceptance. ^[2]

For a confirmation statement, check the resulting confirmation date and next deadline, especially if it was filed early. The review and payment periods are separate. ^[1]

Use a consistent evidence index

• Company name and number.
• Filing type and relevant period or event date.
• Approved information and decision reference.
• Submission date and acknowledgement.
• Acceptance, rejection or query outcome.
• Follow-up owner and completion date.

Manage access and retention sensibly

Public filings and sensitive identity information should not share the same unrestricted folder. Retain personal codes and identity documents only through appropriate arrangements, with access limited to those who need them.

Keep unresolved queries linked to the original submission so a new adviser can understand what remains open. Do not delete the rejected version where it is needed to explain a correction or missed deadline.

Link the evidence to one identifiable filing

Name the record using the company number, document type and relevant date. Include a short index connecting the approved information, submission reference and processing result. Similar company names or several attempts on the same day can otherwise make it difficult to establish which document the evidence concerns.

Preserve the final submitted version rather than only an editable draft. Where an adviser filed on the company's behalf, request the relevant copy and outcome as part of the agreed service. A message saying completed is more useful when it identifies the company, filing and acceptance result instead of leaving the recipient to infer the scope.

Record changes between approval and submission

If the filer corrects a spelling or changes data after approval, record what changed and whether further approval was required. Material changes to ownership, dates or control information should not be hidden inside a final technical adjustment. The evidence should show which information the responsible person actually authorised.

For example, a draft statement is approved before a completed share transfer is discovered. The preparer revises the shareholder information and obtains appropriate confirmation of the corrected version. Keeping both the initial approval and the final authorised submission explains the sequence without falsely suggesting that the first approval covered information it did not contain.

Keep rejection and resubmission connected

Create a parent record for the obligation with separate entries for each attempt. Retain the rejection reason, correction and final acceptance. This makes it possible to investigate a deadline issue or recurring data error later. Deleting the rejected attempt can remove the evidence needed to understand why the accepted filing differs from the original draft.

Check whether the resulting public entry matches the intended change. An accepted document may still reveal an error that needs a separate correction. Keep that correction task linked to the filing evidence, with its own owner and result. Acceptance is a processing outcome, not a guarantee that the company's underlying instructions were accurate.

Make the archive available to the company

Use storage controlled by the company or an agreed provider arrangement with a clear export route. Test whether another authorised person can locate a recent filing without relying on the original preparer's memory. Keep sensitive verification information outside routine evidence packs where it is not needed to demonstrate completion.

For the calendar that uses this evidence, read Company filing reminders and internal ownership. Companies House filing review can help organise filing review and the supporting record, including an agreed method for returning submission and acceptance documents to the company.

For example, a director change may be submitted, rejected for a mismatch and accepted after correction. The full sequence explains the event accurately. A folder containing only the final public page may conceal why a late notification occurred and what should be improved next time.