COMPANY SECRETARIAL SERVICES FOR UK BUSINESSES

A director leaves. Companies House still shows them in place. Or an address changes and the update gets forgotten. Small oversights, until someone has to put them right. For an owner already dealing with customers, administration is easily pushed into tomorrow. The Charman Group provides company secretarial services for UK SMEs and owner-managed businesses.

We help keep Companies House information current. The records behind it matter too. We also explain the legal requirements. Then help you handle changes. While the details are fresh. Your records reflect the actual change. Less need to retrace decisions later. Or hunt through old email threads.

WHAT ARE COMPANY SECRETARIAL SERVICES?

Who owns the company? Your records should answer that. Companies House needs relevant updates. Statutory records need keeping too. Between submissions, as well. That calls for company secretarial support. Bookkeeping tracks incoming payments. And the money going out. This concerns the company itself. Its details. Its decisions. Limited company administration helps directors meet the compliance requirements that continue even during a quiet year when very little appears to change.

OUR COMPANY SECRETARIAL SERVICES

Your company may need little attention between annual submissions of the confirmation statement to Companies House. Another business might change directors halfway through the year, then bring in a new shareholder. The workload is different. So the support should be too. We establish which administrative tasks you want help with and where the immediate pressure lies. Unfinished paperwork comes first if it is holding something up. Longer term, strategic growth may create decisions that need recording before memories fade. The Charman Group supports the work agreed with you, including changes that affect the company’s regulatory requirements. You know what we are handling and what needs your input.

COMPANIES HOUSE FILING SUPPORT

Annual confirmation statements need accurate information. We check what requires attention before submission and keep relevant deadlines in view. Has an address changed? Does a director’s entry need correcting? Those updates deserve attention too. For directors and PSCs, we explain the identity verification process and the use of Companies House personal codes. Clients complete verification through Companies House or an authorised agent; we help them understand their next required steps.

STATUTORY REGISTERS AND COMPANY RECORDS

Who owns the shares today? Your records should answer that without a search through old emails. The maintenance of statutory registers includes the members’ register. Supporting ownership documents should be kept with it. We help organise shareholder details and relevant director records. Persons with Significant Control (PSC) information is also updated when needed. Separate internal director and PSC registers are no longer mandatory; keeping Companies House informed remains a requirement.

DIRECTOR, SHAREHOLDER AND SHARE CHANGES

A new director joins. The appointment needs recording, with Companies House updated as required. A resignation or removal brings its own steps. Personal details can change too. Those entries need updating. Share transfers change the ownership records. Knowing the arrangement is not enough. We update the shareholder information. A share allotment needs paperwork. We support that where agreed. The records should explain the change. They show who owns each share.

COMPANY FORMATION AND SETUP SUPPORT

Before Companies House registration, the proposed company’s details need checking. We help establish the director information and identify the shareholders. PSC details need consideration too. Share capital must reflect the intended ownership, alongside appropriate articles of association. Once incorporation is complete, we help organise the initial records and explain the administration that follows. This support is also available to existing clients setting up another company for their next business venture.

REGISTERED OFFICE, COMPANY NAME AND OTHER CHANGES

Moving the registered office? Tell us before correspondence starts going to the wrong address. A company name change also needs the right documents and Companies House updates. We can draft a resolution where appropriate, then keep the supporting paperwork with the updated records. Changes to business structure need a conversation about scope first. We establish the administration involved and whether part of the proposed change requires advice from another professional.

LET US HANDLE YOUR COMPANIES HOUSE FILINGS

COMPANY SECRETARIAL SUPPORT FOR UK SMALL BUSINESSES

For many owner-managed businesses, the director is also the person chasing forms after hours. That works until it does not. A growing workload can leave company paperwork waiting while customers need attention. Most private limited companies do not need a formal secretarial appointment unless their own rules require one. The UK Companies Act still creates statutory obligations, however.

Hire someone full-time? You may not need to. Outside help can be cost-effective. Especially for occasional paperwork. No in-house team to build. You remain responsible as a director. Someone else can handle the forms. And deal with the updates. When things change.

HOW OUR COMPANY SECRETARIAL SERVICE WORKS

We begin with a conversation. Nothing elaborate. Tell us where the paperwork has become a problem, or what you would like to hand over. Not sure? Bring what you have. We check the position before agreeing the work. Some matters need attention first. Others can wait. Ensuring compliance needs your input. You will know exactly what we need from you. An approval, perhaps. A missing detail. Once those points are clear, we get started. Support can continue beyond the initial work. As circumstances change, we discuss what happens next and whether the arrangement still suits the way your company works.

UNDERSTANDING YOUR CURRENT COMPANY RECORDS

We begin with the company as it stands today. What does Companies House show? Do your own documents agree? Any gaps need discussing, along with changes already planned. We look at relevant board procedures and upcoming general meetings where these affect the work. A board charter may provide context if you use one. This helps establish what needs attention now and how much continuing support would actually serve the business.

BRINGING RECORDS UP TO DATE

Some entries need correcting. Others need checking first. A document may be missing. We ask what happened. Then work through the gaps. Outstanding updates need confirmed information. We organise your corporate records. Decisions need supporting paperwork. That includes forms and resolutions. The documents belong together. Finding them should be easier. Future administration starts from there. Existing penalties still need addressing. So do unresolved compliance problems. Those matters require separate attention.

MANAGING ONGOING REQUIREMENTS

Records change throughout the year. We monitor relevant dates. Routine updates need preparation. We handle the agreed work. Tell us about company changes. The paperwork can then follow. Upcoming shareholder meetings need consideration. Preparation may be required. An annual general meeting (AGM). Usually optional for private companies. Check your company’s own rules. They may require one. Support can continue between submissions. We flag approaching requirements. Directors know what needs attention.

KEEPING YOU INFORMED

When an update is complete, we tell you. If something is waiting on approval, you should know that too. Messages explain what needs doing next without leaving you to interpret the form. We agree key contacts at the start, including the point of contact for shareholders where relevant. Questions have somewhere to go. And you can see which jobs are finished, rather than wondering what happened after sending the documents.

WHY BUSINESSES CHOOSE THE CHARMAN GROUP FOR COMPANY SECRETARIAL SUPPORT

Company administration should fit the business you actually run. The Charman Group works with UK SMEs and owner-managed companies, where directors often need a practical answer before they can move on. Our wider accountancy support gives those conversations financial context. Company status matters too. The UK Corporate Governance Code concerns particular listed businesses. AIM rules apply to another market, while listing and disclosure rules depend on the relevant category. An ordinary SME needs attention to its own obligations. We agree the work around that position, so the support remains useful to the people handling decisions in the business every day.

FIXED MONTHLY FEES

A bill should be understandable before it arrives. Where monthly pricing is agreed for this work, the fee needs a defined scope, so you can budget for the support included. A change outside that arrangement may require another quote. We discuss the proposed work before proceeding. You can then judge whether it is cost effective for your business, with a clear understanding of any additional charges that may be involved.

ACCOUNTANCY SUPPORT BEYOND COMPLIANCE

A dividend decision touches the accounts as well as the company’s paperwork. One practice. Both sides considered. Less background to explain again. Annual accounts record the completed year. Management accounts offer more recent figures. Bookkeeping supports those figures. What about the tax consequences? Tax planning can address those. Looking further ahead? Virtual Finance Director support helps there. Our team understands the financial background. Fewer separate conversations. More time discussing decisions.

CLEAR ADVICE WITHOUT THE JARGON

The form arrives. Full of unfamiliar terms. You need an explanation. Not another abbreviation. We start with the task. What needs doing? Who must approve it? When is it due? We use plain English. We explain unfamiliar terms. Then check it makes sense. Knowing how to comply matters. So does knowing why. Being compliant still requires action. The advice should make that easier. You leave knowing your next step.

TECHNOLOGY-LED SUPPORT

Finding a document should not mean opening every attachment in last year’s emails. Organised digital records give the paperwork a home. Cloud-based working helps information move between your business and our team, with secure sharing used where appropriate. Fewer files to chase. More organisational consistency when someone needs the latest version. We explain how documents should be supplied, so you know where to send them and how the process works.

A RESPONSIVE TEAM THAT UNDERSTANDS YOUR BUSINESS

A form arrives unexpectedly. Or a shareholder’s details change. You have a question. Ask us. You know whom to contact. We explain what happens next. We also flag upcoming deadlines. 90% of emails receive a reply by the end of the following business day. That’s The Charman Group’s service standard. We get to know your company. That means less explaining each time. You can get to the question. Without starting from scratch.

READY TO SIMPLIFY YOUR COMPANY ADMINISTRATION?

Still dealing with company paperwork after the working day has finished? The Charman Group can provide company secretarial support alongside your accounting requirements. Bring the questions taking up your time. A discovery call gives us a chance to understand the company and discuss which responsibilities you would like help managing.

SPEAK TO OUR COMPANY SECRETARIAL TEAM

WHAT OUR CLIENTS SAY

“Accountant that will always return your calls, emails or messages and ultimately makes sense when you discuss matters with him. John is extremely knowledgeable and will save you time and money. He is also trustworthy and down to earth hence why I’d have absolutely have no hesitation in recommending him and his services.”
Sajeevan Sreedharan

“I have been using the Charman group for 1 year at present for my company accounts. John has been fantastic. The service had been outstanding and I feel fully supported by this very professional company. Look forward to continuing into my 2nd year. I would very highly recommend!”
Hayley Cooper

FAQs

Do small businesses need company secretarial support?

First, take a look at who does the work. See who is involved and who has time to do it. A small company may not have too many records, but they still exist. These changes still need recording. Submissions still need attention. If those jobs keep slipping, outside support can help. You might only need slight assistance. Maybe one update, or sometimes a continuing arrangement. The right choice depends on how the company works.

Do I legally need a company secretary for a limited company?

Usually, no. A formal secretarial appointment is not needed. This applies for most private companies under the Companies Act 2006. Your company’s own governing rules might need one. Check within the business first. Either way, directors remain responsible. They are the ones to go to for the company’s records and required submissions. Having no appointee does not remove that work, and delegating it does not transfer the directors’ responsibility.

How much do company secretarial services cost?

One update is different from a continuing arrangement. The fee should reflect that. Missing information can take time to resolve before routine work begins. We discuss what you need and explain the proposed cost. Book a call with The Charman Group to talk through your company’s position and request a quote for the support your company actually needs.

Can accountants provide company secretarial services?

Often, yes. Ask your accountant directly. Does their practice handle administration? Your accounts provide useful context. Who bought the shares? How was the purchase funded? One less lengthy background conversation. Legal advice is another matter. A solicitor may be needed. Complex cross-border arrangements need checking. Chartered secretaries may be appropriate. Confirm what the practice covers. Before handing anything over.

What does an outsourced company secretary do?

Read the agreement first. The filing of forms, perhaps. Or correcting an ownership entry. One job. A continuing arrangement. Both are possible. Who prepares the paperwork? Who checks it? Who approves the submission? Make those responsibilities clear. Transferring shares brings another question. Any stamp duty payable? That needs checking too. Agree the work before starting. Leave no steps unassigned.

What company information needs to be kept up to date with Companies House?

An address changes. A director joins. The company changes name. These changes need attention. PSC information matters. So does share information. Check which submission is required. And when it is due. Different changes have different deadlines. The confirmation statement checks details. But it cannot cover everything. Some updates must happen sooner. Tell your adviser what changed. Do not leave it.

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