Your business information does not stay the same forever. Directors change, offices relocate, new shareholders join, and company names evolve. When any of these changes happen, it is your legal responsibility to update HMRC and Companies House. This is not just a formality. Failing to keep your records up to date can cause delays, trigger penalties, affect your credit profile, and create confusion in future filings or legal processes. In this blog, we explain which company changes must be reported, who you need to notify, how to do it properly, and how AFG helps businesses stay on top of it all.
Companies House and HMRC rely on accurate information to maintain the legal and financial record of your business. If your registered office is incorrect, official correspondence may not reach you. If a director leaves but is still listed, they may be contacted about decisions they are no longer responsible for. If shareholder or PSC information is outdated, your filings may be considered inaccurate, even if the underlying structure is correct. In some cases, failing to notify changes can result in fines or the rejection of other filings. Keeping your company information accurate is part of being a compliant and credible business.
Certain changes must be reported to Companies House. These include:
Changes to your registered office address
Appointment or resignation of directors and secretaries
Changes to directors’ or secretaries’ personal details
Changes to company name
Updates to your SIC code (standard industry classification)
Share allotments or transfers
Updates to People with Significant Control (PSC)
Changes to share capital or rights attached to shares
Each of these changes must be filed using the correct form, submitted either online or by post. For most companies, these updates are done via the Companies House WebFiling system. Some changes, such as updating the company name or share capital, also require board approval or special resolutions.
Not every update submitted to Companies House is automatically reflected with HMRC. In many cases, you need to contact HMRC separately. You must inform them of:
Changes to your trading address or registered office
New or resigning directors
Changes to the company’s contact details
Changes that affect your Corporation Tax, VAT, or PAYE records
For example, if you change your business address, you must update HMRC across all relevant departments—Corporation Tax, PAYE, and VAT—if they apply. This is especially important for businesses operating across multiple systems. If the PAYE record is updated but VAT is not, future correspondence may go missing or cause compliance issues.
Most changes must be reported within a set period. For example:
Director or secretary changes: within 14 days
PSC updates: within 14 days
Registered office address: as soon as the change occurs
Share allotments: within one month
HMRC updates do not always have set deadlines, but they must be made promptly to ensure your tax records remain accurate. When updates are delayed, it increases the chance of errors in returns, delayed payments, or missed penalties and interest warnings.
One of the most common mistakes businesses make is assuming that updating one agency automatically updates the other. This is not the case. Companies House and HMRC do not share updates in real time. Another mistake is submitting changes using the wrong form or failing to obtain the correct authorisation. For example, changing your company name requires a special resolution and must follow a precise procedure. Trying to update a registered office address without updating statutory registers or informing your accountant can also cause problems. Businesses also frequently forget to update all departments within HMRC. Changing your PAYE address but not your Corporation Tax address can lead to correspondence being sent to the wrong location.
Your registered office is your company’s official address, listed on the public register. It must be a physical address in the UK and is where all official documents from Companies House and HMRC are sent. Your trading address is where your business operates from. These can be the same or different. If you move offices, you may need to update both. It is also important to remember that your registered office address is visible to the public. Many businesses use their accountant’s address or a virtual office service for privacy reasons. Whichever option you choose, the address must be monitored and updated immediately if it changes.
The PSC register records individuals who hold significant control over your company. This includes anyone who holds more than 25 percent of shares or voting rights, has the right to appoint or remove directors, or exercises significant influence over the business. If a PSC joins, leaves, or changes their details, the register must be updated within 14 days. Failing to do so can lead to enforcement action. PSC changes are also included in your confirmation statement, but the register must be updated as soon as changes occur—not just once a year.
Issuing new shares or transferring existing shares is another area where reporting often goes wrong. You must notify Companies House of any new allotments within one month. Share transfers may also need to be reflected in the PSC register and confirmation statement. You should also issue new share certificates, update your statutory registers, and document the changes properly through board minutes or shareholder resolutions. AFG helps clients complete all related filings and ensures the records are consistent across all systems.
At Allied Financial Group, we manage changes to your company’s structure, leadership, and shareholding so that nothing gets missed. We prepare and file the correct forms with Companies House, notify HMRC where required, and update your internal records so that everything stays in sync. Whether you are adding a director, changing addresses, issuing shares, or updating your PSC register, we ensure the changes are made properly and within the correct timeframes. We also help you avoid errors that could lead to rejected filings or compliance issues. If you are unsure what needs to be reported, we provide clear guidance and manage the process for you from start to finish.
Compliance does not need to be complicated. But it does need to be consistent. Keeping your records up to date ensures your filings are accurate, your correspondence is received, and your legal responsibilities are met. At AFG, we help small and growing companies handle these updates without disruption or guesswork. Whether it is a one-off change or part of ongoing secretarial support, we keep your company records aligned with your actual business.
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