Guide to Reporting a Change of Name for a Company Director, Secretary, Shareholder, or PSC

Ryan Patrick

• 5 min read
Guide to Reporting a Change of Name for a Company Director, Secretary, Shareholder, or PSC

Although it's not common for company officials to change their personal details if they do, you must report to the Companies House; if a company secretary, director, person with significant control, shareholder, or guarantor changes their name, notify the Companies House.

You must also update the statutory registers in companies SAIL address or registered office. This vital compliance obligation is often neglected. However, failure to maintain the internal registers can have significant repercussions.

This blog will help you understand how to report a change of name for a company director, secretary, shareholder, or PSC.

Why Must a Company Report a Name Change to Companies House?

In exchange for limited company status, you must disclose company details to Companies House, including company officials' names. This information is made public on the Companies Register.

The reason for the strict disclosure rules is to ensure the accuracy and reliability of the data available on the register. This is what makes the UK's high-standard corporate behaviour popular globally.

The UK maintains a culture of transparency in countries under its jurisdiction, improving business governance and accountability. More so, it encourages trust in the reliability of the Companies Register, enhances confidence in the UK's business landscape, and stimulates economic expansion and job creation.

Reporting Director's Change of Name

Whenever a director changes their name, you must notify Companies House within 14 days of changing the name.

Do it online if you want a quicker and simpler way to report the name change. However, you also have a chance to do it by post by completing form CH01. Remember, updating the director's details is free.

Once Companies House processes the form, they update the director's name or details on the company's public register. If you report the name change online, this may take up to 24 hours.

You must also update that name in the business register containing directors' usual residential addresses and internal register of directors within the 14-day time frame.

Reporting Secretary's Change of Name

Some private companies don't have secretaries, but if you have one, their information must be updated at the Companies House and in the company secretary's internal register.

So if your organisation secretary changes your name, you must inform Companies House using CH03. You can submit this form online or post it at no filing fee.

The company secretary's information changes must be reflected in the register of secretaries and presented to Companies House 14 days after the name change.

Reporting a Change of Name of a Guarantor or Shareholder

When changing the name of a guarantor or a shareholder, the process slightly changes from that of secretaries and directors. This change is reported by completing a confirmation statement form CS01.

Another difference when reporting the name change of shareholders and guarantors is that you don't notify the Companies House in 14 days. You may wait until you file your following confirmation statement.

However, it's advisable to file the confirmation statement to ensure member's information is up-to-date on the public register. This action will prevent any potential complications related to managing shareholdings, company loans, and business banking arrangements.

Irrespective of the timing of the shareholder's or guarantor's name change report to Companies House, it remains obligatory to update the new name in your company's internal register of shareholders within 14 days of notification.

Reporting Person of Significant Control (PSC) Change of Name

Company PSC information must be recorded at Companies House and the company's internal PSC register.

In case you want to report a change of name, you must complete Form PS04, which you can also submit to Companies House through post or online. The new name must be recorded in the PSC register in 14 days, and you have an extra 14 days to notify the Companies House.

Other Company Changes, You must Report within 14 Days

There are other company changes that you must report in 14 days; they include:

  • When the company's statutory records are moved to another inspection location, for example, if they are moved from the registered office to the SAIL address
  • When a director is removed from a company or resigns
  • Directors information like:
  • residential address
  • service address
  • occupation
  • nationality
  • county of residence
  • when a company secretary is removed or appointed
  • when the company's secretary's information changes

All this information can be changed through Companies House WebFiling. However, if you enter the wrong company director's date of birth, you don't need to amend it via Form CH01. You just need to correct the original formation or original appointment documents.

Reporting Changes through Webfiling to Companies House

You can report changes to Companies House of your company information through the WebFiling service. It's a free online filing service for all UK-registered limited companies.

Registering for Companies House WebFiling is free; you just need your email address and a password. The Companies House then sends an authentication code to the registered office address. You will use the code as your digital signature, so you must provide it to finish the WebFiling registration and file company details electronically.

Once your registration is complete, you can:

  • Update company information
  • File annual confirmation statements
  • Send dormant account
  • File audit-exempt annual account

When will Changes by Post take Effect?

The changes by posts may take some time to take effect after Companies House registers them, meaning it's not instant. Remember, someone has to see your change and make the change from the Companies House, unlike making changes online, which take effect immediately.

Can the Company Formation Agent Report Changes to the Companies House

Various company formation agents provide this service. At Incorpuk, we provide an admin portal allowing our clients to report changes to Companies House. You can do this by signing in to your account and changing company details like:

  • Change your SAIL or registered address
  • Appoint or remove secretaries and directors
  • Update the secretary's and director's information
  • Update PSC information
  • File and upload confirmation statements and shareholder resolutions
  • Check company registration documents and filing deadlines

All the data updated electronically to Companies House is reflected in the public record within 24 hours.

Which Changes Do I Report to HMRC?

When reporting to Companies House, you must report changes to the HMRC. Among the changes you must report include a company name change and the trading address. If you file your company tax returns via Corporation Tax Online, you can update your company information there.

Additionally, should you decide to close or transfer ownership of your company, ensure you inform each HMRC department with which your company holds registration, including Corporation Tax, VAT, and PAYE.

Form Your Company with Incorpuk Today

At Incorpuk, we will help you through the company formation process and file your confirmation statements to help your business stay compliant. Whether you're a UK resident or a non-UK resident, our team is ready to provide guidance and help you establish your company in the UK. Contact us here today.

Final Thought

Companies aren't established on stones, and although it's uncommon, a change of name of a director, secretary, shareholder, or PSC may occur. As change is part of a growing company, you must report a change of name of these officials to Companies House via relevant forms. Although you can report these changes by post or online, the WebFiling option is always the quickest and safest way to report such details to Companies House. Do not neglect this duty, since it may have significant repercussions. By adhering to these protocols, businesses uphold trust, integrity, and regulatory compliance, contributing to a robust and reliable corporate environment.