WebFiling - Frequently Asked Questions

Top FAQs quick answers to our most frequently asked questions

WebFiling - Frequently Asked Questions

Contents
Chapter 1 \| Introduction
What is WebFiling?
Registration - Security Code and Company Authentication Code
Sign in to WebFiling
The eReminder Service
My Recent Filings
Chapter 2 \| Submitting Company Information
Appointment of an Officer
Complete an Annual Return
Accounts
Change of Name
Confirmation
Chapter 3 \| Combat Identity Fraud
PROOF
Monitor
Appendix \| Bulk Company Authentication letter

Chapter 1 | Introduction

What is WebFiling

1. What is WebFiling?
2. What are the operating hours of the service?
3. What information can be filed?
4. How is the service accessed?
5. Can all Companies use WebFiling?

1. What is WebFiling?

WebFiling is a service that provides a secure system for presenters to submit company and Limited Liability Partnership (LLP) information via the Companies House website.

2. What are the operating hours of the service?

The service is available for the submission of data 24 hours 7 days a week.

3. What information can be filed?

The following information can be submitted using WebFiling.

Companies Act 2006 forms - for 'events' that occurred on or after 1.10.09

New 2006 Companies Act forms - for 'events' that occurred on/after 1/10/09:

Companies can file

Annual Return (AR01)
Return of Allotments of Shares (SH01)
Change of registered office address (AD01)
Appointment of director (AP01)
Appointment of corporate director (AP02)
Appointment of secretary (AP03)
Appointment of corporate secretary (AP04)
Change of director's details (CH01)
Change of corporate director's details (CH02)
Change of secretary's details (CH03)
Change of corporate secretary's details (CH04)
Termination of appointment of director (TM01)
Termination of appointment of secretary (TM02)
Notification of single alternative inspection location (SAIL)(AD02)
Notification of location of company records to the single alternative inspection location (SAIL)(AD03)
Change of location of company records to the registered office (SAIL)(AD04)
Change of Accounting Reference Date (AA01)
Notice of change of name by resolution (NM01) & Special Resolution (RES15)

Company Accounts templates for balance sheet dates starting before, on or after 06/04/2009:

Audit Exempt Small Full Accounts (with Abbreviated option)
Audit Exempt Abbreviated Accounts
Dormant Company Accounts (DCA)

Limited Liability Partnerships (LLP) can file:

Annual Return of an LLP (LLAR01)
Change of Registered Office Address of an LLP (LLAD01)
Appointment of member of an LLP (LLAP01)
Appointment of corporate member of an LLP (LLAP02)
Change of details of a member of an LLP (LLCH01)
Change of details of a corporate member of an LLP (LLCH02)
Termination of appointment of member of an LLP (LLTM01)
Notification of the single alternative inspection location (SAIL) of an LLP (LLAD02) Change of location of the records to the single alternative inspection location (SAIL) of an LLP (LLAD03)
Change of location of the records to the registered office of an LLP (LLAD04)
Change of accounting reference date of an LLP (LLAA01)

1985 Companies Act forms - for 'events' that occurred before 01/10/09:

Annual Return (363)
Appointment of a Director or Secretary (288a)
Appointment of a Corporate Director or Secretary (288a)
Terminating Appointment as Director or Secretary (288b)
Change of Particulars for Director or Secretary (288c)
Return of Allotments of Shares (excluding non-cash) (88(2))

1985 Companies Act forms are NOT available on the WebFiling service for Northern Ireland registered companies and all Limited Liability Partnerships (LLP).

Note:

Community Interest Companies (CIC) and Limited Liability Partnerships (LLP) cannot file Annual Accounts types using the WebFiling service.
All forms can be completed in English or Welsh (converted to English upon submission); apart from the account templates which are only available in English.
Welsh form types are NOT available to Limited Liability Partnerships (LLP) on the WebFiling service.

4. How is the service accessed?

Via the WebFiling icon on the Companies House homepage www.companieshouse.gov.uk or directly via the WebFiling URL https://ewf.companieshouse.gov.uk

Customers must provide a contact email address to apply for a Security Code and an Authentication Code to sign in and use the service.

5. Can all Companies use WebFiling?

Data can be filed online for company numbers that contain all digits or numbers that contain one of the following prefixes:

NI, R0 and SC for Limited Companies
OC, SO and NC for Limited Liability Partnerships

Please read the WebFiling Welcome page which has information on Annual Return System Boundaries, Exceptions and WebFiling legal Constraints which may affect certain Companies.

Customers regularly filing large quantities of data may find the Software Filing Service would be more suitable.

Registration - Security Code and Company Authentication Code

1. How do I register for WebFiling?

You must provide a contact email address to apply for:

A Security Code which identifies you as a user of the service, and is sent by email to your email address.
An Authentication Code which is linked directly to the company or LLP, and is posted to the registered office address

To register go to the WebFiling 'Sign in and registration' screen, and select 'PROCEED TO STEP ONE'. Both codes are required to sign in to the service.

Note
Please ensure you complete the 3 step registration process to obtain your Security Code.

2. I use a Third Party to file my information how can they register?

Often companies/ LLP’s use third parties (e.g. Accountants, Solicitors) to act on their behalf when filing information.

A Security code and Authentication Code is required to access WebFiling in ALL cases. If more than one person is required to file information; the first person applying for the codes will generate the Authentication Code which will be sent to the registered office.

The Authentication Code can then be shared with the appropriate person, who will need to obtain their own Security Code by following the WebFiling 3 step registration process.

If an Authentication Code exists, but you have not registered for a Security Code, proceed with the 3 step registration process and a Security Code will be sent to your email address. We will not allocate a new Authentication Code, unless you re-order one. (See Question 10)

3. Can I have more than one Security Code / What if I have more than one email address?

The Security code identifies you as a user of the WebFiling service, all WebFiling email confirmations relating to the submissions you make are sent to the email address you sign into the service with. So, if you have more than one email address, you may apply for additional Security Code(s) to be linked to the additional address(es).

To request additional Security Code(s), simply complete the 3 step registration process and a Security Code will be sent to the new email address. We will not allocate a new Authentication Code.

4. What if I can’t find/remember my Security Code?

Request a reminder by selecting ‘Forgotten your security code?’ from the WebFiling Sign In and Registration page. Simply enter your email address and we will email you a reminder of your Security Code.

If a Security Code has not been allocated yet, please apply for one by completing the Registration Process.

5. I have applied for a Security Code but not received one?

Check that you have:

Entered a valid email address during registration.
Completed all 3 steps during the registration process.
Checked any spam/junk mail boxes to see if the email has been filtered.

Add the email address (see below) to any spam/junk mail filters list of approved senders, if necessary.

The email will be from web-filing@companies-house.gov.uk (Note: This email address cannot accept incoming email.)

Once you have checked the list above you can request a reminder by selecting ‘Forgotten your Security Code’ on the Sign In and Registration screen.

6. Do I need more than one Security Code?

You only need one Security Code for each email address that you have. If you want to use the same email address for filing documents for multiple companies/ LLP’s, you should use the same Security Code for all the Companies/ LLP’s; all email confirmations will be sent to this address.

7. Does each Company or Limited Liability Partnership require a separate Authentication Code?

Yes, each Company or LLP should have its own Authentication Code. However, it is possible to allocate the same code to multiple companies or Limited Liability Partnerships; to do this a Bulk Filing Authentication Code would need to be set up with us. Please see the last question in this section for further information.

8. How are Authentication Codes allocated?

The Authentication Code is generated as part of the WebFiling registration process. They are sent by 1st class post to the Registered Office Address (as held on Companies House records), normally within 5 working days.

9. Why does it say the Authentication Code has already been allocated?

The Authentication Code may have been previously requested for the company or LLP. Some companies or LLP's may have been Incorporated by a third party (e.g. an Incorporation or Formation Agent) and a Authentication Code requested when the company or LLP was initially incorporated.

10. How do I reorder the Authentication Code?

Complete the registration process to receive a security code via email. (If you do not already have one) go to the WebFiling 'Sign In' screen and enter your email address and Security Code.

On the next screen select 'Forgotten your Authentication Code' and enter the Company or Limited Liability Partnership number (you are requesting the Authentication Code for). Once confirmed a reminder of the Authentication Code will be sent to the Registered Office Address - allow 5 working days.

11. How do I change the allocated Authentication Code?

Select ‘Company Registration details’ from the main menu. On the next screen select ‘Change the Company Authentication Code’ the new code should be valid the next working day.

12. Can we use the same Authentication Code for more than one company or LLP's?

Yes, you can change an existing Authentication Code from the WebFiling main menu to match the code you use for other companies or LLP's. Alternatively if you represent a large number of companies or LLP's you may register a bulk Authentication request – see the last question in this section for more information.

13. I have not received / can’t find / remember the Authentication Code?

If you have registered for WebFiling and not received a Authentication Code, please check that the Registered Office Address is correct, as this is where the Authentication Code is posted. If the address is incorrect you should notify Companies House by completing and submitting a paper form AD01 or LLAD01. You can return to WebFiling and apply for the required codes once the address has been registered.

Forgotten

If you have forgotten your Authentication Code, a reminder can be requested:

Sign in to the WebFiling service (enter your email address & Security Code)
Select ‘Forgotten your Authentication Code’
Select that you are using WebFiling on behalf of a company/LLP
Enter the company/ LLP type and number for which you wish to file and select submit.

A reminder letter will be sent by 1st class post to the Registered Office Address - allow 5 working days. If a code has not been allocated, apply for one by completing the 3 Step Registration process.

14. I wish to cancel an Authentication Code immediately?

You can cancel your Authentication Code by selecting the ‘Company Registration details’ link on the WebFiling Main menu and then selecting the ‘Cancel the Authentication Code’ link. The code can be cancelled from the next working day.

15. Can I register for WebFiling for all the companies/LLP’s that I represent in bulk - Bulk Authentication Code requests/ Using the same Authentication Code for multiple Companies/ LLP’s?

To arrange this we would require the following:

If less than 20 companies/LLP’s are involved
A letter from the presenter listing the company/LLP numbers and the authentication code to be allocated against these (please see the last page of the FAQ’s for an example).
A letter of authority from an officer/member of each company/LLP – signed and dated authorising the use of the specified authentication code (please see the last page of the FAQ’s for an example).

This would not be required if the presenter is an officer/ member of all the companies/LLP's. In this case a single letter of authority from the presenter would be sufficient, detailing the chosen authentication code and the list of company/LLP numbers.

If more than 20 companies/LLP's are involved:

A covering letter from the presenter
Letter(s) of authorisation from the company officer(s) or LLP member(s), each letter should be signed and dated authorising the use of the specified authentication code (please see the last page of the FAQ’s for an example).
This would not be required if the presenter is an officer or member of all the companies/LLP's
In this case a single letter of authority from the presenter would be sufficient, accompanied with the chosen authentication code and the list of company/LLP numbers on floppy disk or CD Rom.
The authentication code data which should be submitted in a text format (suffix.txt) on floppy disk or CD-ROM (please see ‘Format’ below).

Format:

Authentication code followed by a comma followed by the company/LLP registration number - one company/LLP per line.

For instance – to notify that authentication code ABCDEF should be used for companies 98954, 654876 and 2098987, send:
ABCDEF,98954
ABCDEF,654876
ABCDEF,2098987

The number may be zero filled to make it up to eight characters long, but this is not necessary for processing, e.g. ABCDEF, 00098954.

Note
All the required information should be sent to Companies House together with the information provided on floppy disk/CD-ROM must be supported by suitably signed paper copies of notification(s) from the companies/LLP's that you are presenting on behalf of. Each company/LLP must provide a signed and dated letter authorising the use of the authentication code; however, this is not required if the presenter’s address is the registered office and is an officer/member of all the companies.

Sign in to WebFiling

1. How do I sign into WebFiling?
2. What does the Company Type mean?

1. How do I sign into WebFiling?

When you have received both your ‘Security Code’ and ‘Authentication Code’ you can sign in and use the WebFiling service to submit information. Simply enter the:

Email address (you provided during registration) and Security Code, then click ‘CONTINUE’
Select that you are using WebFiling on behalf of a company/LLP
Enter the company/ LLP type, number and the authentication code linked to that company/ LLP, then select ‘CONTINUE’

Note
The 'Company Type' must correspond with the location of registration of the company.

From this screen you can also:

Register to file for an additional company or LLP.
Request a reminder of an authentication code.

2. What does the Company Type mean?

The 'Company Type' must correspond with the location of registration of the company/ LLP.

Companies or LLP's that are registered in England/ Wales: should select 'England/Wales' or 'LLP - England/ Wales - OC'.
Companies or LLP's that are registered in Scotland: should select 'Scotland' or 'LLP - Scotland - SO'.
Companies or LLP's that are registered in Northern Ireland: should select 'Northern Ireland - NI', unless 'R0' is part of your company number in which case you should select 'Northern Ireland - R0' or ' LLP - Northern Ireland - NC'.

Depending on your selection for 'Company Type' the appropriate prefix will automatically be displayed next to the company number field, you can just enter the number.

The eReminder Service

1 What is the eReminder Service?

The eReminder Service will send you email reminders notifying you when your accounts and annual returns are due for filing.

2 How do I join the eReminder Service?

To join the eReminder Service, you first need to be registered for the Companies House WebFiling or Software Filing Service. Once registered, WebFiling customers should complete the sign-in process and from the menu page select the Join eReminder Service link from the right-hand menu. Software Filers should contact their package provider for advice.

3 How do I add an email address on WebFiling?

Within the WebFiling Service on the 'Manage your eReminder' screen, enter the email address required, re-enter to confirm, select 'Add' and 'Save and Return to Menu'. You will then need to activate the email address you've just added. (See Q7).

4 Can any email addresses be added to the company?

Yes - any email address can be added. However, the email address must be activated by the recipient who agrees to join the eReminder Service by accepting the Terms of Operation.

5 If I add a person to receive eReminders for my company, do they need to have the company's WebFiling authentication code?

No - they do not need to know the company's authentication code but, unless they do, they will not be able to file the company's documents electronically.

6 How many email addresses can I have per company?

Each company can have a maximum of 4 email addresses. The service will send the same email reminder to each of these addresses simultaneously. The minimum number of email addresses required to join the service is one.

7 When a new email address is added, how is it activated?

An email is automatically sent to all new email addresses added. The email recipient is required to click on a link within the email to access the activation screen where the recipient must agree to accept the Terms of Operation in order to join the service. The email address will then be activated to receive email reminders.

8 Why do I need to activate my email address?

Each new eReminder email address added to the service needs to be activated to verify that it is the correct address for the person intended to receive eReminders for the company. It is also necessary for the owner of the new email address to consent to join the service and to agree to the Terms of Operation.

9 When can I expect to receive an eReminder for the company's annual accounts?

The eReminder for annual accounts will be sent approximately 42 days prior to the document's due date.

10 If I have just received a paper reminder letter and then join eReminders, will I also receive an email reminder?

If a company joins eReminders just after receiving a paper reminder letter, the company will not receive an electronic reminder for the due document. An eReminder will be sent when the next annual document is due to be filed.

11 How can I opt out of eReminders and remove my email address?

An email address can be removed from within the WebFiling eReminder screen or, alternatively, if the email recipient does not have access to WebFiling, there is an opt-out / unsubscribe link on the eReminder email. Software Filers should use their software package to delete an email address or use the link on the eReminder email.

12 How do I ensure that my email reminders are not treated as spam?

The email address from which Companies House will send the eReminders will end with “@Companies-House.gov.uk”. You should ensure that such emails will not be removed by your spam filter.

13 If I represent more than one company do I have to register for eReminders for each company separately?

Yes, each company must be joined up to the eReminder service separately by activating the emails that you receive. There is no facility to activate eReminders for more than one company at a time.

My Recent Filings

1. What is My Recent Filings?
2. Why has the View Data Submitted Changed to My Recent Filings?
3. How do I retrieve a copy of the information I have submitted?
4. Why are some Accounts types not displayed in the ‘My Recent Filings’?
5. How do I know if the transaction has failed?
6. If my transaction failed during payment what do I do?
7. How do I re-attempt payment?
8. What are the various status meanings on the ‘My Recent Filings’ Screen?
9. How long will the failed transaction remain on screen, what is the cut off time?
10. Why is the information only available for up to 10 days in the ‘My Recent Filings’
11. The Information I have just submitted is not showing in the ‘My Recent Filings’
12. I have re-attempted payment and the ‘Status’ is still showing as Processing Payment or Failed Payment?
13. I have re-attempted payment and during the process I have experienced further problem with the internet?

1. What is ‘My Recent Filings’?

‘My Recent Filings’ (formerly View Data Submitted), is an area where you can view and download the information you have submitted to Companies House via WebFiling and the Web Incorporation service. You can also track and view the ‘Status’ of submissions.

In ‘My Recent Filings’, all the documents can be viewed as PDF’s and are linked to your email address and security code.

New functionality allows you to re-attempt a payment if, during the submission process a problem occurs and the payment fails - eg internet problems at the point of paying for the Annual Return.

2. Why has the View Data Submitted Changed to My Recent Filings?

The ‘My Recent Filings’ option has been developed so that it can now be accessed outside of the main menu and would only require you to enter your email address and Security Code to retrieve the data you have submitted. This is new functionality to the download area.

The ‘My Recent Filings’ option also allows you to re-attempt payment if, during the submission process, a problem occurs and the transaction fails - eg the internet fails at the point of payment.

You can attempt re-payment from this area, without the need to contact Companies House. However if you are in doubt please contact our Contact Centre.

3. How do I retrieve a copy of the information I have submitted?

On the Sign In and Registration screen:

Enter your email address
Enter the Security Code

On the Choose your company screen

Select ‘My Recent Filings’ at the top left of the screen

From the ‘My Recent Filings’ screen

Select the appropriate document link underneath the filing type heading
A PDF copy of the information that has been submitted will open

4. Why are some Accounts types not displayed in the ‘My Recent Filings’?

The Accounts if initially downloaded as a PDF Template are saved to your PC, meaning the PDF is automatically saved and retained after submission. The Accounts PDF template you have submitted should be available to you on your PC.

However, if you have submitted the AA02 – Dormant Company Accounts an option to print a version is available prior to submission.

5. How do I know if the transaction has failed?

If a problem occurs during the payment process eg Internet crashes; you should receive an email from Companies House informing you that the payment has not been received.

You may wish to add the email address below to any spam/junk mail filters list of approved senders, if necessary. The email will be from web-filing@companies-house.gov.uk (Note: This email address cannot accept incoming email.)

If a payment has failed then the Sign In Choose Your Company screen will also display an Incomplete Payment(s) message. The message means that our system shows that the payment accompanying a document submission has failed. Until payment is received this document will not be processed.

If you select the ‘View Incomplete Payments’ button in the yellow box or the ‘My Recent Filings’ in the top left toolbar, this will display the ‘My Recent Filings’ screen where the status of the submission is displayed.

re-attempt payment button is displayed at the end of the transaction and underneath the Options heading. When selected this will direct you to the WebFiling Payment screen from which they can complete their payment.

6. If my transaction failed during payment what do I do?

If your transaction failed during payment you will be sent an email from Companies House informing you that payment was not received. The Sign In Choose Your Company screen will also display an Incomplete Payment(s) message.

The email and message means that our system shows that the payment accompanying a document submission has failed. Until payment is received this document will not be processed.

On the ‘My Recent Filings’ screen;

Select the re-attempt payment button at the end of the transaction
Select your payment by;
- Credit/ Debit Card
- Paypal
- By Account (Companies House Account holders only)
Make a note of the submission number
Enter your payment details and complete the process

Emails will be sent to confirm that the transaction and information has been received and payment has been made.

7. How do I re-attempt payment?

On the ‘My Recent Filings’ screen;

Select the re-attempt payment button at the end of the transaction
Select your payment by;
- Credit/ Debit Card
- Paypal
- By Account (Companies House Account holders only)
Make a note of the submission number
Enter your payment details and complete the process

Emails will be sent to confirm that the transaction and information has been received and payment has been made.

8. What are the various status meanings on the ‘My Recent Filings’ Screen

Awaiting Customer Completion: This filing is currently awaiting submission. If you wish to proceed with this filing please log back in to the Web Incorporation Service and complete the submission.
Processing Payment: We are currently awaiting confirmation of payment for this submission. If you have not completed payment through Netbanx and you wish to proceed with this submission please click the link to re-attempt payment.
Processing: This submission is currently being processed. You will shortly receive confirmation of acceptance or rejection.
Accepted: This submission has been accepted.
Rejected: This submission has been rejected. You will be sent an email to inform you your data has been rejected. The reject reasons are included in this email.
Cancelled: You have cancelled this filing prior to submission.
Failed payment: The payment for this submission has failed. If you wish to proceed with this submission please click the link to re-attempt payment.
Failed: A critical error has occurred please contact us.

9. How long will the failed transaction remain on screen, what is the cut off time?

All documents within ‘My Recent Filings’ will show for up to 10 workings days; after this if a failed payment has occurred and is not showing on screen then customers would have to complete and resubmit a new document. You may wish to contact Companies House to confirm the status prior to any re-submission.

10. Why is the information only available for up to 10 days in the ‘My Recent Filings’

The information in this area remains for up to 10 days due to capacity reasons, this is also consistent with our other electronic services.

This facility is not provided as a full filing history for a company, but merely a download facility in which data can be retrieved at the time of submission.

11. The Information I have just submitted is not showing in the ‘My Recent Filings’

The majority of transactions are confirmed within minutes, but due to the process it could also take up to 3hrs. To refresh the screen select the ‘Refresh Button’ this may display any waiting transactions. However once you have received the WebFiling Confirmation email the information will be displayed.

12. I have re-attempted payment and the ‘Status’ is still showing as Processing Payment or Failed Payment?

Our systems may be updating the information, so the status may have not changed. The ‘Refresh Button’ may change the status being displayed and any waiting transactions.

13. I have re-attempted payment and during the process I have experienced further problem with the internet?

You will receive another email from Companies House informing you that the payment has not been received. You can either re-attempt payment again or contact Companies House.

Chapter 2 | Submitting Information

Appointment of an Officer

1. How do I appoint a new officer?
2. How does a new Officer consent to act?
3. What does an LLP designated member mean?
4. How do I apply for a service address?

1. How do I appoint a new officer?

To appoint a new officer you should select the appropriate appointment form, dependent upon whether you are appointing a person or a corporate entity to the position of company director, company secretary or LLP member in the case of Limited Liability Partnerships (LLP).

There are six Companies Act 2006 forms to cover the different appointment types. There are four forms specific to Limited companies (e.g. LTD, PLC, CIC) and two specific to Limited Liability Partnerships (LLP).

There are two Companies Act 1985 forms which are still available for appointments before 01/10/2009. Note: Companies Act 1985 forms are not available to Limited Liability Partnerships (LLP) via the WebFiling service.

The appointment forms are listed below and the specific requirements of each are covered within the corresponding section number:

(AP01) Appointment of director
(AP02) Appointment of corporate director
(AP03) Appointment of secretary
(AP04) Appointment of corporate secretary
(LLAP01) Appointment of member of a LLP
(LLAP02) Appointment of corporate member of a LLP
(288a) Appointment of director or secretary; for an appointment date before 01/10/2009 (not available for LLP via WebFiling).
(288a) Appointment of corporate director or secretary; for an appointment date before 01/10/2009 (not available for LLP via WebFiling).

2. How does a new Officer consent to act?

In addition to the new appointment details, three items of personal information (relating to the Officer/ Member being appointed) are required to complete the submission of an electronic appointment.

If the appointment is a corporate body or firm/ member, the information provided should relate to the 'person' authorising the appointment on behalf of the corporate body or firm/ member.

Any three from the following seven options can be provided to authorise an appointment:

Town of birth
Last 3 digits of Telephone Number
Last 3 Characters of National Insurance Number
Last 3 digits of Passport Number
Mother's Maiden Name
Father's First Name
Eye Colour

This information represents the consent to act and takes the place of the signature.

3. What does an LLP designated member mean?

You are required to select to indicate if the officer is being appointed as a designated member.
You cannot appoint a non-designated member to a LLP whose status is 'all members are designated'.
To change the status of a LLP, a separate form must be filed.

4. How do I apply for a service address?

The service address is a location where official documents and notices can be delivered (serviced) for the attention of the officer. The service address information provided will appear on the public record. Since legislative changes affecting address details, an individual no longer requires a Confidentiality Order to provide a service address for the public record.

You can notify Companies House of a Service Address on the AP01, AP03, LLAP01, LLAP03 forms.

Complete an Annual Return

1. What is an Annual Return?
2. Will I receive a reminder letter?
3. How do I file my Annual Return?
4. Can I file an LLAR01?
5. What if I have been working on my Annual Return and have information saved?
6. How do I pay for my Annual Return?
7. Why am I being asked to register my Credit/Debit card for 3D Secure?
8. Why have you changed your card payment process?
9.How do I pay for CH Services using a Corporate Card? (for WebFiling and WebCHeck)
10. How do I get a credit account for WebFiling?
11. How will I know if Companies House has received my data?

1. What is an Annual Return?

The Annual Return is a snapshot of certain company/ LLP information on a particular date (the legal return date or the ‘made-up’ date. It is separate from the company’s annual accounts.

The Annual Return contains:

The name of the Company
The Registered Number
The Type of Company e.g. Private or Public
The date to which the Annual Return is made-up (the made-up date)
The Registered Office Address of the Company
The details of the Company Secretary (corporate of individual), where applicable and
The details of all the Company Directors (corporate or Individual)
The details of Members for LLP’s
The Single Alternative Inspection Location (SAIL) - if applicable, is an alternative address to the Company’s Registered Office where company records can be kept and made available for inspection
The Principal Business Activity of the Company

If the company has share capital, the annual return must also contain:

The nominal value of total issued share capital
The names and addresses (if applicable) of shareholders and the number and type of shares they hold or transfer from other shareholders.

2. Will I receive a reminder letter?

You can now sign up to eReminders which is a FREE, convenient and effective way to remember when your company accounts and annual returns are due to be filed.

To join eReminders simply:

Log into WebFiling
Select eReminders from the menu.
Enter your email address.
Add up to 3 more email addresses.
Receive an email from us to validate your address.
Agree to the Terms of Operation.
Receive an email acknowledgement that your company is in the eReminder service.

If the company has joined the eReminder Service, no further paper reminder letters for accounts and annual returns will be sent to the company's registered-office address or to the company's directors.

If the company has not registered for eReminders, a paper reminder will be sent to the company's registered-office address .

3. How do I file my Annual Return?

From the WebFiling main menu you can select the following links:

Annual Return (£14 charge) - AR01
Annual Return (£14 charge) - LLAR01

Refer to the ‘Old Forms 288a etc’ tab and select ‘Annual Return (£14 charge) - 363a’, if the made-up date is before 01/10/2009. Note: Companies Act 1985 forms are not available for LLP’s.

4. Can I file an LLAR01?

Yes, from the WebFiling main menu you can select the Annual Return (£14 charge) - LLAR01.

5. What if I have been working on my Annual Return and have information saved?

The changes you have made within the Annual Return will remained saved, until you choose to continue with the Annual Return and finally submit.

6.Why do I have to update the SIC code on my Annual Return after the 1 st October 2011?

We are adopting SIC 2007 from 01 October 2011, annual returns with a made up date on or after that date will be required to use the new codes.

7. What is SIC 2007?

It’s the latest version of the Standard Industrial Classification which was last revised in 2003. It’s a numerical classification that Companies House adopted to identify company principal business activities which are required to be stated on the annual return (form AR01) each year. The new classification system was adopted by the UK on 1st January 2008.

8. What are the changes to Annual Return information required in the Companies Act 2006 (Annual Returns) Regulations 2011?

The new regulations contain changes to shareholder details required on the annual return with made up dates 1st Oct 2011 or later which can be summarised as follows:

For returns made up to 1st October 2011 or later:

a) Companies whose shares have not been at any time admitted to trading on a relevant market must provide a 'full list' of all shareholders on the first annual return following incorporation; and thereafter on every third annual return. Any details of transfers of shares that have taken place during the year will be required for intervening annual returns

b) Companies any of whose shares have been admitted to trading on a relevant market, must provide the names and addresses of shareholders who hold 5% or more of the company’s issued share capital as at the made up date of the return every year. The Regulations remove the requirement for a full list every third year and details of transfers of shares that have taken place to be shown on intervening annual returns

c) Companies any of whose shares have been admitted to trading on a relevant market throughout the return period and who were subject to the Vote Holder and Issuer Notification Rules contained in Chapter 5 of the Disclosure and Transparency Rules source book issued by the Financial Services Authority (DTR5) throughout the return period; shareholder details do not have to be provided.

Since September 2010 all major shareholder notifications required under DTR have been available online on the National Storage Mechanism at www.hemscott.com/nsm.do ; this means that there is no longer a significant public interest in Companies House holding historic information on the holdings of major shareholders of companies subject to DTR.

9. How do I pay for my Annual Return?

At the ‘Payment screen’ select your method of payment and click ‘Submit’.

Methods of payment:

Credit/Debit payment card
- If ‘credit/debit card/ PayPal’ is selected the ‘WebFiling Payment’ screen is displayed.
  Note: Before proceeding to the Payment screen, please make a note of the Company/ LLP Name, Company/ LLP Number and Submission number as it may be required by the helpdesk should your payment fail.
- Click ‘Continue’. You will now be taken to the Netbanx secure server and prompted to enter your payment details.

Online Credit Account
- Available to presenters filing 10 or more Annual Returns per annum.
- If ‘by account’ is selected enter your ‘Presenter ID’ and ‘Presenter Authentication code’ and click ‘submit’.

The ‘Payment confirmation’ screen is now displayed.

After submission you will be sent two emails. One to confirm receipt of the data, and a second to confirm if the data has been accepted or rejected.

If payment was made by credit/debit card or PayPal a third email will be sent from our payment provider ‘NetBanx’ to confirm the amount paid. PayPal customers will also receive a confirmation e-mail from PayPal.

10. Why am I being asked to register my Credit/Debit card for 3D Secure?

Companies House is now participating in MasterCard SecureCode and Verified by Visa (collectively known as 3D Secure) to improve online Credit/Debit Card payment security.

These services have been introduced by Mastercard/Maestro and Visa in conjunction with the bank that issued your Credit/Debit Card.

We recommend that to avoid any possible problems with paying for your Companies House services online, you register for 3D Secure directly with your card issuer beforehand.

You can register your card by going directly onto your Card Issuer's website and searching for either Credit Card Security or 3D Secure or alternatively by clicking on the respective links below. You can also contact your card issuer directly for more advice on registering.

11. Why have you changed your card payment process?

These changes have been introduced by Visa and MasterCard and gives you enhanced payment protection when paying for goods and services online. Companies House is one of a number of organisations providing this added security for it’s customers to give you peace of mind when paying over the internet and will become increasingly common

12.How do I pay for CH Services using a Corporate Card? (for WebFiling and WebCHeck)

If you are paying for your Companies House service by using a Corporate Credit/Debit Card, you should ask the Card Holder to register for 3D secure. This is because the Card Issuer/Bank will ask for the date of birth of the Card Holder. Failure to supply this information at registration may prevent you from registering for 3D Secure and you may not complete the payment process.

13. How do I get a credit account for WebFiling?

This is available for presenters filing 10 or more Annual Returns per annum. To apply complete an online credit account application form, available to complete online or download from our website.

14. How will I know if Companies House has received my data?

After submitting data you should receive two emails, one to confirm receipt of the data and a second to confirm if the data has been accepted or rejected.

The confirmation of receipt email should be received within 3 hours of the data being submitted. (If you do not receive confirmation you can call our Contact Centre for advice, quoting your submission number).

The acceptance/rejection email is normally sent within 2 working days once the document has been processed (however, most documents are processed within 24 hours). If your data is rejected the reasons will be included in the email.

Accounts

1. Can I file my Accounts electronically?
2. what formats are the accounts?
3. How can I file my accounts?
4. How do I file with just Companies House?
5. How will I know that Companies House has received my accounts?
6. How do I file with Companies House and HMRC jointly?

1. Can I file my Accounts electronically?

You can submit the following accounts types via the WebFiling Service.

Audit Exempt Small Full Accounts (with abbreviated option)
Audit Exempt Abbreviated Accounts
Dormant Company Accounts (AA02)

You can access the Joint Filing accounts template by selecting the HMRC link from the main menu within WebFiling.

Accounts that are provided as a downloadable PDF template requires the user to have Adobe Reader (free to download, please read all onscreen advice).

Note:
Community Interest Companies and Limited Liability Partnerships cannot file Annual Accounts types using the WebFiling service.

2. What format are the accounts?

The Accounts below are available as a downloadable PDF template which requires the user to have Adobe Reader:

Audit Exempt Small Full Accounts (with abbreviated option)
Audit Exempt Abbreviated Accounts
Companies House and HMRC Joint Filing Accounts

The following Accounts can be complete within WebFiling as a HTML website screen:

Dormant Company Accounts (AA02)

3. How can I file my accounts?

Firstly decide are you going to file with Companies House or do you wish to file to both Companies House and HMRC.

4. How do I file with just Companies House?

From the Menu screen choose:

Audit Exempt Small Full Accounts (with Abbreviated option)
Audit Exempt Abbreviated Accounts
Ensure that your company meets the criteria provided to submit these accounts
Download the Adobe Acrobat reader
Follow the Adobe reader security settings
From the template screen select the continue button to download the accounts template
The template will download to your PC
Complete the template
Upload the accounts to Companies House by entering your Authentication Code.

From the Menu screen choose:

Dormant Company Accounts (AA02).
Ensure that your company meets the criteria provided to submit these accounts
Enter the Dormant Company Accounts information on screen
Validate and continue
Print a copy of the Dormant Company Accounts

You will receive an email to confirm that Companies House have received the accounts.

5. How will I know that Companies House has received my Accounts?

After submitting data we will send 2 emails, one to confirm receipt of the data and a second to confirm if the data has been accepted or rejected.

Email confirmation
The confirmation of receipt email will be sent within 3 hours of the data being submitted. (If you do not receive confirmation you can call our contact centre for advice, quoting your submission number).

Acceptance/rejection email
The acceptance/rejection email is normally sent within 3 working days once the document has been processed (most documents are processed within 24 hours). If your data is rejected the reasons will be included in the email.

6. How do I file with Companies House and HMRC jointly?

You will need to register for WebFiling (see Registration Q1 for further information) and the HMRC Government Gateway (see HMRC website), as these codes are required to access and download the template.

Log into the WebFiling Service using your Security and Authentication code
From the Menu screen select the Joint Filing link
Read all the onscreen information before proceeding
Ensure that your company meets the criteria provided to submit these accounts
Enter the HMRC Government Gateway credentials
Download the Adobe Acrobat reader.
Follow the Adobe reader security settings
From the template screen click to continue to download your accounts template
The template will be downloaded to your PC.
Complete the template, upload the accounts to both Companies House and HMRC entering your Authentication Code.
You will receive an email to confirm that Companies House have received the accounts.

Change of Name

1. Can I change my Company’s name online?
2. What is the difference between the standard and sameday change of name service?
3. Is a name checking facility available?
4. How will I receive my change of name certificate?

1. Can I change my Company’s name online?

Yes, you can submit the following:

Notice of Change of Name by resolution NM01 standard (£8)
Notice of Change of Name by resolution NM01 same day (£30)

2. What is the difference between the standard and sameday change of name service?

Standard service costs £8 and the company name changed within 2 days. The sameday service cost £30 and request must be received by 15:00pm for the name to be changed that day.

3. Is a name checking facility available?

Yes, you can check if the proposed new name is available i.e. it is not ‘same as’ and also if it contains a sensitive word(s) by selecting the 'CHECK THIS NAME' button. The 'CHECK THIS NAME' facility offers no guarantee that the name will be accepted, if the name is rejected you will be advised of the reason(s) why in the rejection email. If the name you have chosen is the ‘same as’ an existing name you will not be able to Webfile your application. If the name is sensitive then, with a few exceptions, you will not be able to Webfile your application.

You can also use the Companies House WebCHeck service to check the name availability and sensitive names.

4. How will I receive my change of name certificate?

The certificate will be attached to the accepted email that you receive; the timing will be determined by the service selected.

Confirmation

After submitting data we will send 2 emails, one to confirm receipt of the data and a second to confirm if the data has been accepted or rejected

Chapter 3 | Combat Identity Fraud

PROOF

1. What is PROOF?
2. How do I register my company for PROOF?
3. If my company registered for PROOF before October 2009, do I have to re-register online?
4. I don't want to join PROOF. How can I stop the continual prompt that appears when I log onto the WebFiling Service?
5. I have submitted my application to join PROOF but have not received an email to confirm that it has been accepted. Should I re-submit?
6. Will I receive confirmation that I have registered online for the PROOF scheme?

1. What is PROOF?

PROOF is PROtected Online Filing. It enables companies to protect themselves from unauthorised changes to their company’s record as it prevents the filing of certain paper forms. These include documents for an appointment/termination/change of particulars of company officers and the change of the registered office.
Once you have successfully joined the scheme, Companies House will reject any paper versions of these forms and send them back to the registered office address. This will help ensure that any changes made have been registered with the company authority.

2. How do I register my company for PROOF?

The PROOF scheme is available online via the WebFiling service. To join, agree to the Terms and Conditions and choose ‘Join PROOF'. Following the confirmation screen, you can proceed to the WebFiling menu for filing documents.

Once your company is in the PROOF scheme, you can be assured that attempts to file the following forms on paper will be rejected:

Annual return
Change of registered office address
Appointment, termination or change of particulars of company officer/ member

3. If my company registered for PROOF before October 2009, do I have to re-register online?

Yes. The Statutory PROOF scheme has new terms and conditions in compliance with the Companies Act 2006. Existing customers will need to transfer to the new scheme from the 1st of October 2009 to continue to enjoy protection from fraudulent filing. To transfer, simply log on to WebFiling service, tick the box agreeing to the terms and conditions and select ‘join PROOF’.

4. I don't want to join PROOF. How can I stop the continual prompt that appears when I log onto the WebFiling Service?

The page is displayed as a reminder for those who have not protected their companies against fraudulent filings on paper. This prompt will be displayed each time the user logs onto WebFiling unless the user has already signed up to the PROOF scheme online.

5. I have submitted my application to join PROOF but have not received an email to confirm that it has been accepted. Should I re-submit?

No. Applications to join PROOF may take up to 48 hours to process. Please check the PROOF status marker on the main menu to confirm the progress of your request.

6. Will I receive confirmation that I have registered online for the PROOF scheme?

Yes – you will receive an e-mail confirmation as soon as your electronic application has been successfully processed.

Monitor

1. What is the Monitor Service?
2. How does it work?
3. How much does it cost?
4. How can the 3 point plan help me?

1. What is the Monitor Service?

The Companies House Monitor service within WebCHeck and Companies House Direct enables you to keep an eye on which documents have been filed at Companies House for your own company or for key suppliers, clients or competitors.

2. How does it work?

As soon as the documents that you have chosen to 'monitor' are received and accepted in Companies House, you are notified by e mail.

3. How much does it cost?

The service is free of charge and each request will run for a 12-month period. After this period, you can choose to renew or cancel the monitoring.

4. How can the 3 point plan help me?

The '3 point plan' helps you combat fraud.

File electronically using a company authentication code that you do not share with anyone unless you trust them to file information for your company.
Opt into PROOF to ensure we no longer accept fraud related changes to your company record when submitted on paper.
Monitor your own company so that you are notified as soon as new information is registered that affects your company record and reputation.

Appendix | Bulk Company Authentication letter

The following page is an example of how a bulk filing authorisation letter (from a company officer or LLP member) for WebFiling and Electronic Filing should look. The following information is required and should be included:

Company letter-headed paper should be used (when possible); if not the company/LLP name and registered office.
address should be provided.
Include the company/LLP name and number.
Include the company/ LLP authentication code to be allocated (against the company/LLP number).
Include the Presenters details (the person responsible for filing on behalf of the company/ LLP).
Add a signature, full name and email address of an officer of the company (the officer/member authorising the use of the specified authentication code)

EF Administration
Companies House
Crown Way
Cardiff
CF14 3UZ
Date <dd/mm/yyyy>
Dear Sir/Madam,

Online Filing Service - Company Authentication Code

Would you please record the code specified below as the 'Authentication Code'
for <insert company/LLP name>, registered number <insert company/LLP number> for the purpose of filing information online with Companies House.

Company Authentication Code:

The presenters authorised to submit information on the company's behalf is:

Name of organisation/company/LLP
Company Address:
Contact email address:

Signed by a serving officer of <insert company/LLP name>

Signature
Director/Secretary/Designated Member/Non Designated Member (delete as applicable)

Full name
Please print in capitals
Contact email address:

Registered in (England/Wales, Northern Ireland or Scotland as appropriate) registered number <insert company/LLP number>.

If notification relates to a Scottish company please include the prefix SC to the company number. Northern Ireland companies should include the prefix 'NI', unless 'R0' is part of your company number in which case you should include the prefix R0'. Limited Liability Partnerships (LLP) please include the prefix OC, SO or NC.