If you need an official UK company document for a bank, investor, solicitor, overseas authority, regulator or business transaction, a normal Companies House download may not be enough. Companies House allows anyone to view and download many company records for free. However, when an organisation specifically asks for a certified copy or a certificate with certified facts, you need to use the separate Companies House ordering service.

The process is straightforward, but choosing the right document matters. A certified copy of a company's articles is not the same thing as a certificate of incorporation, and neither is necessarily the right document for an overseas legalisation or banking requirement. This guide explains what certified company documents are, which documents you can order, how to order them, current fees and delivery options, and what to do if you need the document for use outside the UK.

What Is a Certified Company Document?

A certified company document is an official copy of information held on the Companies House register that has been certified by Companies House. The service covers two main categories:

• A company certificate with certified facts
• A certified copy of a document held on the Companies House register

This distinction is important. For example, suppose a bank asks you to provide evidence that your company exists. A certificate of incorporation or a certificate containing relevant certified facts may be appropriate. If a solicitor asks for a certified copy of your company's articles of association, you would instead order the relevant document from the company's filing history. A standard PDF downloaded from the Companies House website can show what has been filed, but it is not automatically the same as a certified copy.

When Do You Need a Certified Company Document?

You may need a certified document when an organisation requires formal evidence rather than simply information obtained from the public register. Common situations include:

Opening or maintaining a business bank account

Banks and financial institutions may request official company documentation during onboarding or compliance checks.

Investment and due diligence

Investors, venture capital firms and other counterparties may request certified corporate records before completing a transaction.

Overseas business transactions

A foreign bank, government authority, lawyer or commercial partner may require certified UK corporate documents before accepting them.

Immigration or visa applications

Some applications may require evidence of company ownership, incorporation or corporate structure. The exact documentation depends on the authority and application.

Legal proceedings

Solicitors may need certified copies of documents from the company's official filing history.

Property and commercial transactions

Landlords, lenders and counterparties sometimes require formal evidence of a company's legal identity or constitutional documents. The key lesson is simple: find out exactly what the recipient requires before ordering anything. Ordering the wrong document can mean paying twice and losing valuable time.

What Certified Documents Can You Order from Companies House?

Companies House provides several types of certified information.

1. Certificate with certified facts

You can order a company certificate containing certified facts about the company. Depending on what you request, additional certified facts can include:

• Directors' names
• Certain director details, such as nationality or date of birth
• Secretaries' names
• Registered office address
• Company objects
• A summary statement

The summary statement can confirm that a company has been in continuous, unbroken existence since incorporation and that no action is currently being taken to strike it off the register. However, Companies House applies eligibility conditions to summary statements. For example, the company must be up to date with its filings and meet the relevant company-type requirements.

2. Certified copy of a company document

You can order a certified copy of a document held in the company's filing history. Depending on the company, this might include documents relating to:

• Incorporation
• Articles of association
• Changes to company details
• Directors
• Share capital
• Confirmation statements
• Other filings available on the register

The exact documents available depend on what the company has filed.

Certified Copy vs Ordinary Companies House Download

This is one of the most common points of confusion. Companies House makes company information available online, and many documents can be downloaded without paying. Its own guidance confirms that company information can be downloaded for free. But a free download does not necessarily satisfy a request for a certified document. Think of it this way:

If your bank says, "Send us a copy of the company's filing history," a normal download may be sufficient. If it says, "Provide a certified copy," you should use the certified document service.

How to Order Certified Company Documents from Companies House

The process can be completed online.

Step 1: Find the company

Go to the official Companies House Find and update company information service and search for the company. You can search using the company name or company number. Using the company number is usually the safer approach because names can be similar or may have changed. Once you find the correct company, check:

• Company name
• Company number
• Company status
• Registered office
• Filing history

Do not assume that the first matching name is the right company.

Step 2: Open the company's record

Select the relevant company and review its Companies House record. The public company record contains information such as its filing history, officers, people with significant control, charges and insolvency information.

Step 3: Identify the document you need

Open the company's filing history and locate the document you want certified. This is where preparation pays off. For example, if you need evidence of the company's original constitution, you may need an incorporation-related document or articles rather than simply ordering a certificate. If you are unsure, ask the organisation requesting the document to specify exactly what it wants.

Step 4: Use the ordering option

Companies House provides an option to order a certified document from the company's record. The official guidance says you can order through the Find and update company information service by searching for the company and using the relevant More tab. You can also order by contacting the Companies House contact centre.

Step 5: Choose delivery

Companies House currently offers standard and express dispatch options. As of the latest Companies House guidance, standard orders cost £22, while incorporation document orders cost £44. The standard service aims to send orders within 10 working days. Express service costs £65, while incorporation document orders cost £130. Express orders must be placed before 11am to be sent the same day; orders after 11am are sent the next working day. These are Companies House fees and can change, so check the official fee guidance before placing an order.

How Long Does It Take to Get a Certified Company Document?

The timing depends on the dispatch option.

Standard service

Companies House currently aims to send standard orders within 10 working days. That is the dispatch target, not necessarily the date on which the document will arrive at your address. UK orders are sent by Royal Mail Second Class post, while international orders are sent using Royal Mail International post.

Express service

The express option is designed for situations where speed matters. Orders placed before 11am can be sent the same day. Orders placed after that time are handled for dispatch on the next working day. Postal delivery still takes place after dispatch, so "same day" should not be interpreted as "delivered the same day."

Can You Order Certified Documents for an Overseas Company?

Companies House documents can be sent to UK or international addresses. This is particularly useful for founders who have incorporated a UK company while living abroad. However, an international recipient may require more than a certified copy. For example, a foreign authority might ask for:

1. A certified Companies House document
2. Authentication or legalisation
3. An apostille
4. A certified translation

These are different requirements. Companies House explains that documents can be legalised through the Foreign, Commonwealth & Development Office (FCDO). For countries participating in the Hague Convention, legalisation through an apostille can give the document the required form of authenticity for use abroad. Do not order a document first and only afterwards discover that the receiving authority wanted an apostille as well.

Ask the recipient:

"Do you need a certified Companies House document only, or does it also need to be legalised or apostilled?"

That one question can prevent unnecessary delays.

What Is a Certified Incorporation Document?

Incorporation documents deserve special attention because Companies House charges a different fee for these orders. The official service currently lists £44 for standard incorporation document orders and £130 for express incorporation document orders. These documents can be particularly relevant when proving how a company was originally established. For example, a newly incorporated business may need corporate documentation when:

• Opening an international bank account
• Registering with a foreign authority
• Entering a major commercial agreement
• Completing investor due diligence
• Setting up a subsidiary or overseas operation

If the recipient specifically requests the company's incorporation package, make sure you order the appropriate Companies House product rather than selecting an unrelated filing.

Can You Get Certified Information About Shareholders or PSCs?

There is an important limitation here. Companies House states that you cannot order certificates containing information on people with significant control (PSCs), shareholders, shareholdings or statements of capital as certified facts under this service. That does not mean this information is necessarily unavailable from the public register. It means it cannot simply be added to a Companies House certificate as certified facts under the specified certificate service.

If a bank, investor or legal adviser asks for certified evidence of ownership, clarify exactly what evidence they will accept. This is particularly important for companies with complex ownership structures.

What If Your Company Information Is Out of Date?

Before ordering a certified document, check the company's Companies House record. If your registered office, directors or other information is outdated, the document may faithfully reflect the register but still fail to meet the commercial purpose for which you need it.

Companies have continuing obligations to keep Companies House information updated. Companies House provides online services for filing accounts, confirmation statements and changes to company information. For example, imagine that a company moved offices six months ago but never updated its registered office address. Ordering a certificate today does not fix that underlying problem. The sensible approach is: Update the company record first, then determine whether you need the updated document certified.

A Practical Checklist Before You Order

Before paying for a certified company document, check the following:

• Company number: Have you selected the correct company?
• Document type: Does the recipient want a certificate or certified copy?
• Specific filing: Do you know which document needs certification?
• Recipient requirements: Have you confirmed the exact wording of the request?
• Address: Is the delivery address correct?
• Deadline: Have you allowed enough time for production and postal delivery?
• International use: Does the document need legalisation or an apostille?
• Translation: Does the receiving authority require a certified translation?
• Company information: Is the underlying Companies House record current?

This checklist is especially useful for international founders. A document that is perfectly acceptable for a UK bank may not automatically satisfy a foreign regulator.

Can IncorpUK Help with Company Documentation?

IncorpUK is a UK company formation and management platform used by global founders who need to establish and maintain UK companies. For founders managing a UK company from overseas, understanding the difference between ordinary Companies House records and documents that need formal certification can be important. The underlying principle is straightforward: use the Companies House register for information, but order a certified document when a third party specifically requires formal certification.

The platform can be useful as part of a wider company-management process, but the official Companies House service remains the authoritative source for ordering certified copies and certificates.

Frequently Asked Questions

1. How do I order a certified copy from Companies House?

Find the company using the Companies House Find and update company information service, open its record and use the ordering option for certified documents. You can also order through the Companies House contact centre.

2. How much does a certified Companies House document cost?

The current standard service costs £22, while standard incorporation document orders cost £44. Express service costs £65, or £130 for incorporation documents. Fees can change, so check the latest Companies House guidance before ordering.

3. Can I download a certified company document for free?

Generally, no. Companies House provides many ordinary company documents for free, but a certified copy or certificate is a separate paid service.

4. How long does a certified Companies House document take?

Companies House aims to send standard orders within 10 working days. Express orders placed before 11am can be sent the same day, subject to the service's conditions. Postal delivery takes additional time.

5. Can Companies House send certified documents outside the UK?

Yes. Companies House provides international delivery for certified documents and certificates. International postal delivery can take longer than UK delivery.

6. Do I need an apostille as well as a certified document?

Not always. It depends on the country and the organisation receiving the document. If an overseas authority asks for legalisation or an apostille, you may need to arrange this separately after obtaining the appropriate certified document.

7. Can I get a certified certificate showing shareholders?

Companies House does not allow shareholders, shareholdings, PSC information or statements of capital to be added as certified facts to its certificates under this service.

8. Can I order a certified copy of a company's articles of association?

If the articles are held on the Companies House register, you can order a certified copy of a document held on the register. The appropriate document should be selected from the company's available records.

Conclusion

Ordering certified company documents from Companies House is relatively simple once you know exactly what you need. The biggest mistake is not the ordering process itself; it is ordering the wrong type of document. Start by identifying what the recipient requires. Then find the correct company record, select the appropriate certificate or filing, choose standard or express dispatch, and allow enough time for postal delivery. If the document is going overseas, establish in advance whether it also needs legalisation, an apostille or translation.

For UK founders, particularly those operating internationally, certified Companies House documents can provide an important layer of formal evidence when dealing with banks, investors, regulators, lawyers and overseas authorities.

Most importantly, remember the distinction: a document you can download from Companies House is not automatically a certified document. When formal certification is specifically requested, use the official Companies House ordering service and verify the recipient's requirements before you pay.