Key Takeaways
The "upload a document to Companies House" service lets you submit many paper-only forms online as PDFs, usually under 4MB in size, with only one document uploaded at a time.
You must fully complete and sign the form before converting it to pdf format - cover letters cannot be uploaded, and continuation pages must be merged into a single file with the main form.
SH forms for share capital changes and RP forms for registered office disputes have special rules, including cases where you must still file documents by post (for example, court-order-backed SH19 reductions).
After submission, you will receive an email confirmation with a reference number, your completed document enters a review queue, and most online filings are processed within 24 hours during working days.
Fees vary by document type. Online filing costs £50 compared to £110 for paper forms on many standard filings, and rejected fee-bearing documents are automatically refunded.
Introduction – Uploading Documents to Companies House in 2026
Companies House is the UK's registrar of companies, responsible for maintaining a public register of company information including directors, shareholders, accounts, and constitutional documents. During the COVID-19 period, Companies House introduced the upload a document service to reduce reliance on postal submissions and speed up the process of filing paper-only forms. In 2026, this new service remains an important route for submitting specific documents that don't have a dedicated online filing option.
In plain language, uploading a document to Companies House means converting an eligible paper form into a PDF and submitting it through an online portal instead of posting it. You can upload various documents to Companies House using online services, and uploading is typically faster than sending paper forms by post - postal submissions can take 5–10 working days to process, while online uploads are usually handled far more quickly.
Common examples of documents that can be directly uploaded include changes to share capital (certain SH forms), RP07 applications for disputed registered office address issues, registrar's powers documents, and selected insolvency forms. The service is used by company directors, company secretaries, accountants, insolvency practitioners, and corporate service providers acting on behalf of their clients.
Not every document qualifies. For example, you cannot use the general upload service for overseas entity filings, and certain court-backed filings like some SH19 reductions must still be sent by post. We'll cover these restrictions in detail below.
Before You Start – Check the Right Service and Eligibility
Companies House offers several digital services, and picking the wrong one is a common source of delay. The main options include the webfiling service (for routine filings like confirmation statements, director changes, and many share capital updates), software filing (used by accountants and agents for annual accounts), "Find and update company information" (for searching the register), and the dedicated "Upload a document" companies house service.
Use the upload a document service when:
You need to file a paper-only form as a PDF (for example, certain SH forms not available on WebFiling)
You are submitting registrar's powers documents such as RP07 or RP03
You need to provide supporting evidence for an RP07 application
You are an insolvency practitioner filing specific insolvency documents as directed by Companies House or the insolvency service
You are filing a change of constitution form (CC01, CC02, CC04, CC05, or CC06)
Use WebFiling instead for routine tasks like filing confirmation statements, updating director or PSC details, and submitting many standard share capital changes that are supported online. As of October 13, 2025, you need to connect your WebFiling account to GOV.UK One Login to submit filings. Companies can no longer file accounts on paper and must use online services.
Be aware that all company directors and Persons with Significant Control must verify their identity with Companies House by November 18, 2025. From November 2026, agents will need to register as Authorised Corporate Service Providers (ACSPs) to file on behalf of others.
Always check the current Companies House guidance on GOV.UK on the date you file. Accepted document types and routes can change - for example, new forms or revised processes have been introduced throughout 2025 and 2026.
How to Prepare Your Document for Upload
Proper preparation is the single biggest factor in whether your submission is accepted or rejected. Get this right and the rest of the process is straightforward.
Complete the relevant Companies House form (for example SH02, SH19, RP07, LL RP07, or applicable insolvency forms) in full, accurately and legibly, before creating the PDF.
Documents must be saved in PDF format for upload. The uploaded file must be less than 4MB in size. If your file is too large, compress it using reputable PDF software or reduce your scanning resolution to 200–300 dpi.
Use black text on a white background wherever possible. Make sure all pages are the right way up and avoid handwriting except where signatures are required.
Continuation pages must be merged with the main document before upload - they cannot be submitted as separate files. Combine everything into one chronological PDF.
Use clear filenames that reflect the company name and form. For example: "Example-Ltd-SH01-2026-06-13.pdf". While the service does not strictly enforce naming conventions, clear names help you stay organised and make resubmission easier if needed.
Double-check key details before uploading: company number, company name spelling (it must match the register exactly), dates, share capital figures, and any reference numbers supplied by the insolvency service or courts. A mismatch on the company name or number will lead to rejection.
Only one document can be uploaded at a time. If you have multiple related forms, you will need to upload each one separately.
Signatures and Digital Signing Requirements
Signature errors are one of the top reasons documents get rejected by Companies House. Documents must be physically or digitally signed to be valid for filing.
Companies House accepts various signature types depending on the form: wet ink scanned signatures, typed declarations (in some cases), and recognised digital signatures where permitted by current guidance and the Registrar's Rules.
If you use a digital signature, signature certificates must not be attached or embedded in the PDF. Including them can cause automatic rejection.
All required signatories - whether a director, company secretary, insolvency practitioner, or authorised agent - must create sign entries in the correct place and on the correct page before you scan or save the form.
Include the signing date clearly next to each signature. The date should not fall after the filing date where the form requires a specific timeframe.
If you are unsure who needs to sign a particular form, check the form's instructions or the Companies House guidance for that document type.
Cover Letters and Supporting Pages
Many users try to upload cover letters alongside their forms. This is not permitted.
Cover letters cannot be uploaded with documents via the upload a document service. Only the core form and its official continuation pages are allowed in the single PDF.
Any explanations that would normally appear in a cover letter should be written in free text space on the form itself, where the form permits this. If you need to communicate something else to Companies House, use their official email or phone contact routes.
If the process genuinely requires a separate letter - for example, in response to a registrar's powers inquiry - Companies House will usually give specific instructions, which may involve email or post rather than the upload portal.
Continuation Pages and Multiple-Page Forms
Long or complex filings, especially those involving detailed share capital schedules or shareholder information, often require continuation pages.
All continuation pages and attachments forming part of the same form must be merged into one chronological PDF file before uploading: main form first, then continuation pages, then any schedules the form explicitly allows.
After merging, check page numbering to avoid missing or duplicated pages. Every page must remain clear and readable after compression.
The total merged document must still stay under the 4MB file size limit. If necessary, optimise your scanning resolution (200–300 dpi in black and white is usually sufficient) rather than using very high settings that inflate file size.
Step‑by‑Step: How to Upload a Document to Companies House
This section walks through the online upload journey from start to finish, covering each step from navigation to confirmation.
Go to the service page. Visit GOV.UK and search for "Upload a document to Companies House." Open the official service page.
Sign in if required. Some users will sign in using GOV.UK One Login or another Companies House account method if prompted. Depending on the document type, others may access a simple upload form without full account linkage. The login process varies by filing type.
Enter company details. Type the company number and confirm the correct company name as shown on the register. Any mismatch here will block your submission.
Select the document category. Choose the form type from the list - for example, SH02 (return of allotment of shares), RP07 (change a disputed registered office address), or a registrar's powers response. This ensures routing to the correct team.
Upload your PDF. Choose the prepared PDF from your device, check the filename, and wait for the on-screen confirmation that the file has uploaded successfully. You can only upload one document at a time.
Review the summary screen. Check that the company details, document type, and filename are all correct. Confirm that you are authorised to file on behalf of the company.
Submit. Click submit, wait for the on-screen confirmation message, and save or download the reference number shown. You will receive an email confirmation after uploading a document - you receive immediate acknowledgment for online filings.
Keep your confirmation email and reference number. You'll need them if there's any follow-up query from Companies House.
Uploading Multiple Documents That Are Usually Filed Together
Some filings naturally come as a set. For example, share capital changes may require supporting resolutions, or an RP07 application may include several pieces of evidence.
The upload a document service generally allows only one document per submission for most form types. You cannot bundle unrelated forms into a single PDF. Instead, submit each individually.
Where multiple documents are expected - such as SH forms plus certain resolutions, or registrar's powers responses with attachments - Companies House normally expects them to be uploaded in quick succession using the "upload another document" link or by restarting the service.
Have every related document ready before starting the first upload. Delays between related uploads can lead to confusion or rejection, especially for filings like SH19 where supporting documents must be uploaded before the main form.
Special Cases: SH Forms, Share Capital Changes and Court Orders
Share capital changes and sh forms such as SH01, SH02, and SH19 are among the most heavily regulated filings at Companies House, and not all can be handled via the upload service.
Straightforward share capital filings may be filed via WebFiling or software. SH01 forms, for example, are e-filed via WebFiling - they don't go through the upload service at all. More complex or paper-only SH forms may be uploaded, subject to the latest Companies House list of accepted forms.
For SH19 (reduction of share capital), where the reduction is supported by a court order, Companies House usually requires filing by post with original court documents - the upload a document service cannot be used for these.
SH19 filings without court orders - for example, those supported by a solvency statement under Companies Act procedures - may be eligible for upload. Always confirm this by checking the most recent GOV.UK guidance.
Accurate share capital figures, currency, and share classes are critical. Inconsistent information across the form or against previous filings is a common reason for rejection.
Reduction of Capital (SH19) – Uploading and When to Use Post
The SH19 form for reduction of capital has its own specific rules within the upload service. Getting these right is essential to avoid costly delays.
When permitted via upload, each SH19-related document (the form itself, the special resolution, and any solvency statement required by the Companies Act) must be uploaded as separate submissions, typically completed one after another.
Upload the supporting documents - resolution, solvency statement, statement by directors - before uploading the SH19 form itself. Companies House processes them in a specific order.
If the reduction of capital is based on a court order, the original court order and supporting documents must be filed by post to the relevant Companies House office.
The standard SH19 fee is £20, with processing taking 10–14 working days. The same-day service costs £89, but only applies if the SH19 and all supporting documents are uploaded before 11am on a working day.
Review the Companies House share capital and SH19 guidance published or updated in 2025–2026 to confirm the exact route before preparing your documents.
Registered Office Address Disputes – RP07 and LL RP07
The RP07 form (and LL RP07 for limited liability partnerships) is used to apply to change a company's disputed registered office address - typically where an address has been used on the public register without proper authority from the person who occupies or owns the property.
The upload a document service allows RP07 and LL RP07 filings, but they depend heavily on supporting evidence. Without adequate proof, your application will almost certainly be rejected or delayed.
Users can normally upload up to 9 evidence files alongside the rp forms. Where you have many related pages, combine them into single documents where appropriate to stay within this limit. Copies rather than originals are usually accepted for the initial submission.
Keep originals safe. Companies House or the insolvency service may subsequently request to see them.
What Evidence to Include with RP07 / LL RP07
The strength of your evidence often determines whether the registrar will accept the change of address.
Useful evidence includes:
Tenancy or title documents showing the real occupier of the property
Utility bills in the name of the property owner or legitimate tenant
Local authority correspondence addressed to the property
Written confirmation from the property owner denying consent to use the address as a registered office
Redact sensitive personal data where appropriate - for example, partial bank account numbers - while keeping documents understandable and acceptable under Companies House rules.
All evidence files should be clear, high-resolution scans or PDFs so that text and any official seals are legible when reviewed.
Using the Upload Service for Insolvency and Registrar’s Powers Documents
The upload a document service also handles certain insolvency documents and documents filed under the registrar's powers. For example, this includes responses to notices where the registrar proposes to correct or remove company information from the register.
Companies House has developed a dedicated document upload route in cooperation with the insolvency service. Insolvency practitioners may be instructed to use this insolvency part of the service rather than sending insolvency forms by post. Access is often linked to the same email address and account details used for other Companies House online services, streamlining management across multiple cases.
Registrar's powers documents typically follow correspondence from Companies House - by letter or email - which will specify whether to reply using the upload service, email, or post.
Always quote any Companies House reference number or case ID in the relevant box on the form or in the description field when uploading registrar's powers or insolvency documents.
Common Issues and How to Avoid Rejection
Insolvency and registrar's powers documents are scrutinised closely and are frequently rejected for avoidable reasons.
Common errors include:
Missing signatures from office-holders or insolvency practitioners
Incorrect company number or company name
Using outdated form versions
Incomplete schedules or missing details
Failing to include the reference number mentioned in the Companies House letter
Cross-check all dates against statutory deadlines before you submit. If you miss a deadline for an objection or response, the consequences can be serious.
If there is any doubt about which documents to upload or which route to use, contact Companies House or the insolvency service via their official enquiries email address before filing.
Fees, Payments and Refunds for Uploaded Documents
Many documents uploaded via this service are free, but some carry a statutory Companies House filing fee that must be paid as part of the online process.
The upload service will indicate when a fee is due based on the document type selected. For example, certain capital-related forms and specific applications under the Companies Act require payment. Online filing costs £50 compared to £110 for paper forms on many standard filings - a significant saving.
You can typically pay using a debit or credit card, or through a Companies House credit account and eBilling service if you have one set up.
Keep the payment confirmation email and any invoice produced by eBilling for your records. These are useful for internal audits and for resolving any disputes.
As of 1 February 2026, Companies House revised most fees. For example, the digital confirmation statement fee rose from £34 to £50, while the voluntary strike-off digital fee dropped to £13. If your filing involves a fee, always check the current fee schedule before submitting.
Refunds and Resubmissions
If Companies House rejects a fee-bearing filing, the fee is normally refunded automatically to the original payment method. However, refunds may take up to around 7 working days to appear.
Do not delay resubmitting an urgent document just because you are waiting for a refund. Statutory deadlines won't wait.
Check the rejection email carefully. If rejected, you will receive instructions on next steps - it will specify the reason and any extra steps needed, such as using a different service like WebFiling or sending documents by post.
Keep all correspondence from Companies House grouped by case or company to speed up communication if there's a dispute about fees or timing.
What Happens After You Upload a Document
Once you submit your file, the post-submission journey follows a predictable path: confirmation, examination, acceptance or rejection, and (if accepted) appearance on the public register.
You will receive an on-screen confirmation and an email confirmation shortly after the upload, with a reference acknowledging receipt. An examiner then checks the document for completeness, compliance with the Companies Act, and consistency with existing company information. Documents are reviewed during working hours, 7:00 am to 7:00 pm Monday to Friday.
If accepted, the document is usually registered with the date it was received via the upload service - not the date of examination - provided it met all requirements at that time. Most online filings are processed within 24 hours, though high-volume periods (for example, just before common accounting deadlines) can extend waiting times. Online submissions help avoid errors and rejections compared to paper, but they are not immune to scrutiny.
If Your Document Is Accepted
The acceptance email will confirm that Companies House has filed the document and that the public register has been or will be updated shortly. Companies House thanks filers for using the digital service and for their continued support of electronic filing.
You can check the "Find and update company information" service, usually within 24–48 hours, to see the updated filing history and download the filed PDF.
Save a local copy of the acceptance email and, if necessary, a copy of the filed document for your own records, board minutes, or auditors.
If Your Document Is Rejected
Rejections are common and not always serious - but they do matter when deadlines are tight.
The rejection email will normally explain the specific reason: missing signature, incorrect form version, incompatible document type for the upload service, or a mismatch in company information.
Correct the issue promptly and resubmit using the appropriate service, ensuring that any statutory filing deadlines are still met. If the rejection indicates the document cannot be filed via the upload service at all, switch to the recommended route - WebFiling, software filing, or post - without delay.
Practical Tips, Support and Keeping Compliant
Using the upload a document service correctly helps avoid late filing penalties, rejected documents, and compliance problems. Here are some practical steps to protect your business and stay on track:
Maintain an internal filing calendar covering key Companies House deadlines for annual accounts, confirmation statements, and share capital changes - even if many are not filed via the upload service.
Register for and use the "Follow" feature on the Companies House register to receive alerts on new filings for your own company and group entities.
Be aware that identity verification requirements are expanding under the Economic Crime and Corporate Transparency Act 2023. Authorised corporate service providers (ACSPs) may handle both identity checks and filings, including uploads, on behalf of clients from November 2026.
In complex or sensitive cases - for example, registrar's powers disputes, contested registered office issues, or community interest company conversions - seek professional advice from a solicitor or specialist adviser before submitting documents.
Companies House has advised users to check any information on call charges or service hours before calling. You can also contact them via official email addresses for clarification.
Companies House advised that guidance on eligible document types can change. Always verify before preparing a filing.
Professional advice is especially valuable when your filing involves disputed addresses, insolvency matters, or share capital reductions with tight deadlines.
FAQ – Uploading Documents to Companies House
Can I upload accounts and confirmation statements using the upload a document service?
Most standard annual accounts and confirmation statements must be filed via WebFiling or approved software, not through the generic upload a document service. The upload service is mainly for specific forms that do not have a dedicated online filing route - such as certain SH forms, RP07 applications, registrar's powers documents, and some insolvency-related filings. Check the "What you can file online" and "Upload a document" guidance on GOV.UK before assuming accounts can be uploaded this way.
Do I need GOV.UK One Login to upload a document to Companies House?
GOV.UK One Login is gradually becoming the default sign-in method for many Companies House services, including WebFiling. As of October 13, 2025, users need to connect their WebFiling account to GOV.UK One Login to submit filings. Whether One Login is required for a particular upload depends on how the upload service is configured at the time - some document types may still be accessible with simpler access routes. Creating and securing a GOV.UK One Login in advance is recommended, along with your authentication code for existing services, so you're ready for any sign-in changes.
What if my PDF is larger than the Companies House file size limit?
The typical limit is 4MB, and oversized files will be rejected by the upload system. To fix this, reduce resolution when scanning (200–300 dpi in black and white is usually sufficient), compress the PDF using reputable software, or - where multiple uploads are permitted - split large evidence packs into several documents. Splitting is only appropriate for evidence or supporting documents. The core form and its continuation pages must remain in a single merged file.
Can I upload original court orders or documents with seals?
In many cases, Companies House expects original court orders or sealed documents to be posted rather than uploaded, particularly for matters like court-approved reductions of capital. Uploading scans of such documents is only accepted where the official guidance explicitly allows it. If you are unsure whether a court document can be uploaded or must be sent by post, confirm with Companies House or seek professional advice from your legal adviser before filing.
What should I do if I do not receive a confirmation email after uploading?
First, check your spam or junk folders and verify that you entered the correct same email address during the upload process. Wait up to an hour in case of email delays, then check the Companies House "Find and update company information" service to see whether the document appears on the filing history. If there is still no sign of the confirmation or the filing on the register within a reasonable time, contact Companies House via their official enquiries email or telephone support. Documents uploaded online are usually processed within 24 hours, so absence of any record after that period warrants a follow-up.
