29-06-2019

8. Quality of documents

8.1 Documents sent to Companies House

We scan the paper documents and forms you deliver to us to produce an electronic image. We then store the original, paper documents and use the electronic image as the working document. When a customer searches the company record, they see the electronic image reproduced on-line. So it is important not only that the original is legible, but that it can also produce a clear copy. When you file a document electronically, we automatically create an electronic image from the data you have provided.

This chapter sets out some guidelines to follow when preparing a document for filing at Companies House.

8.2 How documents should be set out

Documents filed electronically

Documents filed through Web Filing are formatted in accordance with specifications set out by the registrar in his rules on electronic filing as published on the Companies House website. Software suppliers offering electronic filing facilities must also ensure that documents submitted from their software are formatted in accordance with the registrar’s rules. A list of current software providers is available on the website.

Paper documents

Generally, every paper document sent to Companies House must state in a prominent position the registered name and number of the company. There are a few exceptions to this rule, which are set out in the published registrar’s rules.

Paper documents should be on A4 size, plain white paper with a matt finish. The text should be black, clear, legible, and of uniform density. Letters and numbers must be clear and legible so that we can make an acceptable copy of the document. The following guidelines may help. Failure to follow these guidelines is likely to result in the document being rejected.

When you fill in a form please:

use black ink or black type

use bold lettering (some elegant thin typefaces and pens give poor quality copies)

don’t send a carbon copy

don’t use a dot matrix printer

Please remember - photocopies can result in a grey shade that will not scan well.

When you complete other documents, please remember:

the points already made relating to completing forms

to use A4 size paper with a good margin

to supply them in portrait format (that is with the shorter edge across the top)

to include the company number and name

For further guidance on print requirements please visit our website or email your enquiry or telephone 0303 1234 500.