What Legal Documents do I Need to Set Up a Limited Company?

Setting out to form a limited company in the UK can feel like a maze of paperwork, unfamiliar terms, and confusing requirements.

Without the necessary documents in place, such as your Memorandum and Articles of Association, details about your company director, and confirmation that your company name is available, your application to register a company may be delayed or even rejected by Companies House.

Whether you're creating a private limited company, a limited by shares structure, or exploring a limited by guarantee option, every company type has specific documentation that you'll need to get right the first time.

That’s where Your Company Formations makes a real difference. Our streamlined online system helps you set up a limited company quickly and confidently, with no signatures required.

What legal documents are required to form a company?

No matter what kind of business you’re starting, consultancy, e-commerce or creative agency, if you want to set up a limited company, you need to get your legal paperwork in place. These documents aren’t just administrative; they define how your business is organised, who is in charge, and its financial structure.

If you’re working with a company formation agent like Your Company Formations, most of this will be handled behind the scenes. However, understanding what each document does helps you stay in control and avoid mistakes that could delay your application or trigger compliance issues later.

Memorandum of Association

This document confirms your decision to form a company.

It's signed (digitally) by each initial shareholder or guarantor and sent automatically to Companies House during registration.

You don’t need to write or upload this yourself.

It’s auto-generated as part of your online application. But once filed, it becomes a permanent legal record; you can’t change it later.

Articles of Association

The articles act as the rulebook for how your company is run.

They outline the powers of directors, the rights of shareholders, voting procedures, the issuance of dividends, and more. These rules protect all parties and help prevent disputes from arising.

Most startups use the default "Model Articles" provided by Companies House. However, if your business has specific needs (such as multiple share classes or external investors), you’ll want to customise this.

Statement of Capital or Statement of Guarantee

This is how you declare your company’s financial structure at launch.

• If your company is limited by shares, you'll need a statement of capital. This lists each shareholder, the type and value of their shares, and their total contribution.
• If your company is limited by guarantee, which is usually the case for non-profits, you’ll provide a statement of guarantee showing how much each guarantor promises to pay if the company is wound up.

These figures become public records, defining your company's ownership and obligations.

Company Name and SIC Code

Two simple things, but both must be right.

Your company name must be unique and must follow official naming conventions (e.g., no offensive terms, misleading references, or protected words without approval).

You’ll also need to select a SIC code, which is a short number that informs Companies House and HMRC about the nature of your business.

Our platform provides a company name check tool, and Company House has an SIC code search tool to help you get both right the first time.

Company Addresses

When you register a UK company, three address types are required:

• Registered office address: This is your official legal location and must be in the UK.
• Director service address: Used for directors, shareholders, and the company secretary.
• SAIL Address: Optional, used if your company records are stored somewhere other than the registered office.

These go on the public record, so using your home address is risky. We offer address services to help you protect your privacy while staying fully compliant.

What Director and PSC Details Must You Provide?

When you set up a limited company, Companies House doesn’t just want to know what your business does; they want to know who’s behind it.

That’s why part of the company registration process includes submitting personal details for each company director and person with significant control (PSC).

This isn’t red tape for the sake of it. These checks are in place to ensure transparency, prevent fraud, and legally link individuals to the responsibilities of running a UK limited company. Every PSC and director must pass identity verification and add their core details to the public register.

At a minimum, you’ll need to provide:

• Full legal name
• Date of birth (month and year only)
• Nationality
• Occupation
• Service address (can be different from home)
• Usual residential address (kept private)

If you use a company formation agent like Your Company Formations, all of this is collected securely online. And thanks to our expert review process, your documents won’t just be submitted; they’ll be submitted correctly the first time.

What official company documents do you receive and need to maintain after registering a limited company?

Once your company is successfully formed, several essential documents confirm its legal status and must be kept up to date. These include:

1. Certificate of Incorporation

Once your company is successfully registered with Companies House, you'll receive a Certificate of Incorporation, the official confirmation that your company legally exists. It’s issued digitally and contains key information, such as your company’s name, number, and incorporation date.

You’ll need this certificate when opening a business bank account, applying for credit, or proving your business’s legal existence to clients and suppliers. It’s essentially your company’s birth certificate.

Your Company Formations delivers your certificate as a PDF immediately after approval. It’s also stored in your online dashboard for easy access at any time.

2. Share Certificates

If you’re forming a company limited by shares, the most common type of limited company, you must issue share certificates to each shareholder. These documents prove ownership and detail the number of shares held their value, and the date they were issued.

Share certificates aren’t filed with Companies House but are a legal obligation for a limited company and should be stored securely with your company’s statutory records.

3. Register of People with Significant Control (PSC Register)

Every company registered in the UK is legally required to maintain a PSC Register.

This document identifies individuals who have significant influence or control over the company, typically someone who owns 25% or more of the shares or voting rights.

Details in the register include the individual’s name, birth month and year, nationality, service address, and the nature of their control. It must be kept up to date and submitted as part of your annual confirmation statement.

Our team collects this information during the registration process and ensures it’s correctly recorded and included in your company’s internal records.

Statutory Registers

Statutory registers are official internal records that your company must maintain from day one. These include:

• Register of shareholders (members)
• Register of directors
• Register of secretaries (if applicable)
• Register of charges or mortgages (if any)
• Register of PSCs (covered above)

These aren’t submitted to Companies House, but you’re legally required to have them available at your UK registered office address or SAIL address for inspection.

Optional Legal Documents You Might Need Post-Formation

Once you’ve completed your company registration and received confirmation from Companies House, your business is officially up and running. However, if you're serious about long-term growth or want to avoid messy disputes later, there are a few additional documents worth establishing.

These aren't required to register a limited company, but they could be essential for protecting your business interests.

1. Shareholders’ Agreement

This document outlines the ownership structure, procedures for departure, and the process for making key decisions. If your business has more than one shareholder, this is particularly critical, especially in the absence of a strong default provision in your Articles of Association.

2. Non-Disclosure Agreement (NDA)

Planning to pitch your idea to potential partners or freelancers? An NDA helps you protect sensitive information and intellectual property. It’s a smart early step, especially for startups or service-based businesses.

3. Director or Founder Service Agreements

These define the roles, responsibilities, and expectations of directors or founding partners. Not just a formality; they can prevent legal and operational headaches in the long run.

4. Employment Contracts and Freelance Agreements

You need clear written terms as soon as you hire someone, including contractors. These documents outline payment, work scope, IP ownership, and confidentiality protections.

5. Website Terms and Privacy Policies

If you’re launching a company online, you'll need basic legal policies for your site, especially if you collect user data or take payments.