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Powers which relate to the delivery of information


1. What do we mean by form, authentication & manner of delivery of documents?

Companies can deliver documents to the registrar electronically, either via computer software systems or the Companies House website, or as paper forms. In all cases, those delivering documents must meet the registrar’s requirements on the format of the document, and the way in which it is delivered and signed; these are in addition to any other requirements determined by legislation, such as the Companies Act 2006 or the Limited Liability Partnerships Act 2000 or Regulations. We set out these requirements in the registrar’s rules on the form, manner of delivery and authentication of documents.

Electronic delivery of documents

The registrar can impose requirements as to the form, authentication and manner of delivery of documents by electronic means that companies and LLPs must send to him. He does this in registrar’s rules made under section 1117 of the Act. For companies filing electronically via software, the rules set out the electronic format they must use for each document, how they must authenticate the document (to replace the signature and company name and number on paper forms) and how they must send it. For those filing via the Companies House website, the formats for individual documents are all shown on the website as is the method of authentication. Once you have completed the document you submit it directly via the website. LLPs are not currently able to file documents electronically, but we expect to be able to include them in the future.

Delivering paper documents

For companies and LLPs delivering paper documents the registrar’s rules provide for the format of paper forms, setting out, for example, what the forms must look like, how to complete them (e.g. in black ink), who can sign them and where they must send them.

The rules also cover all other documents such as annual accounts which companies and LLPs have to deliver to the registrar. In these cases the rules require, for example, the use of black ink on white paper and sets out who must sign them.

2. Where can I see the forms and rules?

The rules and associated paper forms and electronic formats for electronic filing are all available on our website. You can also ask for a hard copy by ringing our Contact Centre on 0303 1234 500.

3. Delivery and receipt of documents (Section 1071)

A document is not “delivered” to the registrar until the registrar receives it. Generally, we treat a document as received when it has been successfully delivered (by hand, by post, DX or LP in Scotland) to Companies House. We have set out in rules when documents are legally considered to have been delivered to the registrar at each of our offices, as the point of receipt will vary across Companies House offices, due to the individual office opening hours and building arrangements; as well as differing levels of postal, DX mail and LP services to that office.

To ensure you gain the earliest possible receipt date, we will accept documents at any of our Companies House offices, regardless of where the company or LLP is registered.

Each of the following tables sets out the point of receipt at our offices based on the frequency of that delivery method:

By Post
Delivery address Delivery Point of receipt
Companies House
Crown Way
Cardiff
Wales
CF14 3UZ Monday - Saturday (excluding bank holidays) When handed over at the reception desk or at the loading bay
No delivery on Sunday
The Registrar of Companies
PO Box 4082
Cardiff
CF14 3WE Monday - Saturday (excluding bank holidays) When handed over at the reception desk or at the loading bay
No delivery on Sunday
Companies House
21 Bloomsbury Street
London
WC1B 3XD Monday - Friday (excluding bank holidays) When handed over at the Companies House reception desk (not the main reception desk at 21 Bloomsbury Street)
No delivery on Saturday or Sunday
Companies House
4th Floor
Edinburgh Quay 2
139 Fountainbridge
Edinburgh
EH3 9FF Monday - Saturday
(excluding bank holidays) When handed over at the Companies House reception desk on the 4th Floor
No delivery on Sunday
Companies House
1st Floor
Waterfront Plaza
8 Laganbank Road
Belfast
Northern Ireland
BT1 3BS Monday - Friday (excluding bank holidays) When handed over at the Companies House reception desk on the 1st Floor
No delivery on Saturday or Sunday

Document Exchange/Legal Post
Delivery address Delivery Point of receipt
Companies House
DX 33050
Cardiff 1 Tuesday- Saturday (excluding bank holidays) When handed over at the reception desk or loading bay at Companies House, Crown Way
No delivery on Sunday or Monday
Companies House
DX 481
N.R. Belfast 1 Monday - Friday (excluding bank holidays) When handed over at the Companies House reception desk on the 1st floor, Waterfront Plaza, 8 Laganbank Road, Belfast
No delivery on Saturday or Sunday
Companies House
DX ED235
Edinburgh 1 Tuesday - Saturday When handed over at Companies House reception desk on the 4th Floor,
Edinburgh Quay 2, 139 Fountainbridge, Edinburgh
No delivery on Sunday or Monday
Companies House
LP 4
Edinburgh 2 Tuesday - Saturday When handed over at Companies House reception desk on the 4th Floor,
Edinburgh Quay 2,
139 Fountainbridge, Edinburgh
No delivery on Sunday or Monday

Personal deliveries
Delivery address Delivery Point of receipt
Companies House
Crown Way
Cardiff
Wales
CF14 3UZ At any time When handed over at the reception desk
Companies House
21 Bloomsbury Street
London
WC1B 3XD Within opening hours* (Monday - Friday excluding bank holidays) When handed over at the Companies House reception desk (not the main reception desk at 21 Bloomsbury Street
Outside opening hours* When put through the letterbox at the entrance to 21 Bloomsbury Street
Companies House
4th Floor
Edinburgh Quay 2
139 Fountainbridge
Edinburgh
EH3 9FF Within opening hours* When handed over at the Companies House reception desk on the 4th Floor
Outside opening hours* When put through Companies House letterbox in the wall of the building at 139 Fountainbridge (the letterbox is marked “Companies House” and is in the wall that is next to the access road to the car park)
Companies House
1st Floor
Waterfront Plaza
8 Laganbank Road
Belfast
Northern Ireland
BT1 3BS Within opening hours* (Monday - Friday excluding bank holidays) When handed over at the Companies House reception desk on 1st Floor
No personal deliveries outside opening hours
* The opening hours of each Companies House address are available on our website.

4. What is meant by proper delivery of a document? (Section 1072)

A properly delivered document is one that complies with all the requirements set out in the Act. We generally set out the principles that govern proper delivery in the registrar’s rules on the form and manner of delivery and authentication of documents. However there are also requirements set out in other legislation such as The Companies Act 2006, Limited Liability Partnerships Act 2000 and Regulations.

A document is properly delivered when:

it meets all legislative requirements as to the content of the document;
it meets all the legislative and registrar’s rules requirements as to form, authentication and manner of delivery e.g. is in the right format (i.e. the right paper form or electronic format) and can be scanned or copied;
it has been authenticated (by signature in the case of a paper form or by electronic authentication for electronic filing), and includes the company or LLP name and number where required);
it has met any requirements for delivery, e.g. it has been sent electronically where the company has agreed with the registrar that it will only file such documents electronically;
it complies with legislative language requirements and/or is accompanied by a certified translation if the document is in a language other than English;
it uses only permitted characters (characters, letters and symbols allowed by the Secretary of State in Regulations) in names and addresses, unless covered by an exception in those Regulations;
it has met any registrar’s requirements as to certification or verification of a document as an accurate or correct copy or translation; and
it is accompanied by the correct fee for the filing of the document.


5. What happens if my document is not properly delivered? (Section 1073)

In most cases, the registrar will reject the document and will tell you what you need to do next in order to correct it. However, the registrar may still accept (and register) a document that does not meet the requirements for proper delivery. For example, in a large document, it may not be apparent to the registrar that something is missing or incorrect, and he may register it without noticing. Or he may accept a large document, for example, with one small piece of information missing, as he considered that it was in the public interest to register the form, as the vast majority of the information was properly delivered.

However, he would not accept a document that was not signed or did not include the company authentication code as required by the Act, where the fee was not paid, or where significant amounts of information were missing.

6. Does registration of a document not properly delivered cancel out any requirement to deliver it properly?

No. The fact that the registrar has accepted and registered the document does not mean that the company or LLP has complied with the original requirement to deliver it. As a result the obligation to file the document continues and any liabilities that arise from not doing so still apply. The registrar may decide to take further action after registration - for example, if a third party points out that it has not been properly delivered and does not comply with the statutory obligations. In such cases the registrar may write to the company or LLP asking them to deliver a replacement document, along with a RP01 or LL RP01 covering form, that complies with the requirements of proper delivery. If they deliver a replacement document with the appropriate RP01 or LL RP01, the registrar may then remove the original. If they do not respond, he can send a notice to them giving them 14 days to file a document that complies with the requirements for proper delivery.