Preparing identity verification information

Preparing for Companies House identity verification starts with the person and the role they hold. Verification establishes identity, while a later filing connects the verified person to a particular appointment or PSC role. Completing one step should not be assumed to complete every role-related requirement. ^[1][2]

Identify the applicable route and deadline

Check whether the person is a new director, an existing director, a PSC or holds more than one role. The transition and submission arrangements depend on those circumstances. New appointments should be planned with verification in mind, rather than treating it as an optional task after the appointment paperwork is sent. ^[2]

Use the current official guidance for the person's route. Do not rely on an old general deadline or assume that a corporate entity follows the same process as an individual.

Check the information before starting

Compare the person's details with the company record and the evidence they will use. A mismatch in a name or date of birth may require a separate correction process. Identify it early so the verification attempt is not used to conceal an inaccurate public filing.

The evidence requested depends on the chosen verification method. Follow the official instructions rather than asking everyone to email a passport copy to a general company mailbox. An authorised corporate service provider may offer a route, but its status and engagement should be checked. ^[1]

Protect the personal code

After successful verification, the individual receives a Companies House personal code. It is different from the company authentication code and from an HMRC tax reference. Store it securely and share it only with someone who needs it for an authorised submission. ^[3]

If the same individual has several appointments, maintain a role checklist. Repeated company filings do not mean the person needs an invented new identity for each company.

Complete the role-related steps

• Confirm that verification succeeded.
• Identify each relevant company and role.
• Supply the code through the required filing or PSC service.
• Retain the completion evidence without broadly circulating the code.
• Track any remaining deadline or correction separately.

Arrange support where needed

Allow time for accessibility needs, unfamiliarity with online systems or problems with available evidence. Follow the support options in the current guidance rather than improvising a substitute identity process.

Map the person's roles before collecting documents

Prepare a list of the individual's directorships and PSC positions, including the company numbers and relevant deadlines. The same person may have several role-related submissions even though identity verification itself is personal. A role checklist helps distinguish an outstanding company connection from a need to repeat the identity process unnecessarily.

Check current official instructions for each situation, particularly during the transition affecting existing appointments. A new director and an existing PSC can face different timing requirements. Do not apply one date to every person in a group simply because the same administrator handles the companies. Retain the basis used to identify the relevant period.

Give the individual clear, limited instructions

Explain the official route they should use, the purpose of verification and how to confirm completion to the company. Avoid collecting copies of documents the company does not need to retain. If an authorised corporate service provider is involved, agree its engagement and secure evidence process directly. A website claiming to offer company administration is not sufficient evidence of the required authorisation.

Check names and other relevant details before starting. A historic company record may use a different name or contain an error. Follow the appropriate correction process where necessary instead of repeatedly trying slightly different information. The goal is an accurate verified identity connected to the correct role, not simply getting past an online validation screen.

Protect codes during group administration

An individual acting for several subsidiaries may need to provide their personal code for authorised filings involving those companies. Keep the code in a restricted system and record which filing actions are complete without displaying it in the group compliance calendar. The calendar can show verified, information supplied and outstanding role step as separate statuses.

If a code is lost or potentially exposed, follow the current Companies House guidance for the relevant response. Do not create a second unofficial identity record or circulate a replacement instruction from an unverified email. Confirm requests through established channels, especially when a message unexpectedly asks for identity documents and a code together.

Plan for practical barriers before the deadline

Ask early whether the person can use the proposed route and has the required evidence. Accessibility needs, unavailable documents or mismatched records can require additional support. Build that time into an appointment or annual filing plan. A director abroad should receive clear instructions before the company reaches its final submission day.

For annual filing preparation, read What to check before a confirmation statement. Director and PSC changes can help coordinate the company administration, but confirm separately whether identity verification itself is within the agreed service and whether the provider is authorised for that work.

If an adviser is handling the company filing, clarify whether identity verification is part of their engagement. Asking an accountant to submit a confirmation statement does not automatically mean that all directors' verification has already been completed or that every PSC step has been dealt with.