Dealing with company secretarial matters (making sure the legal records of a company are up to date, dealing with meeting minutes and filing appropriate documents with Companies House) is rarely the most exciting part of running a company, however, get it wrong (or even just late) and it can have dire consequences with penalties, criminal prosecution or even the loss of the company (with the assets going to the Crown). Serious problems can also arise on the sale of the company which can cause significant delays.

Companies are required by law to file certain documents at Companies House. These include the annual accounts, annual return and notices of appointment or resignation of directors and secretaries.

A company must maintain registers of directors, secretaries and members (shareholders) as well as a number of other registers. Some of these must be available for public inspection.

Decisions made at board and shareholder meetings should be documented correctly. Whilst this is often omitted it can be a costly oversight. For example, if HMRC query the date a dividend was approved it is useful to be able to produce a board minute agreeing it. In the unfortunate event of a disagreement within the company it is best if previous decisions are recorded.

Smith Pearman can provide a full company secretarial service, leaving you free to get on with business.

This can include:

• Use of our address as the company’s registered office
• Preparation and filing of annual returns
• Preparation and filing of other returns
• Maintaining registers of members, directors, etc
• Drafting board and shareholder’s meeting minutes and resolutions
• Review of the company’s memorandum and articles