If you've recently formed a limited company or are about to, you'll quickly discover that various banks, lenders, investors, and overseas authorities will ask you for proof of incorporation. Knowing exactly what this means, which documents qualify, and how to get the right version can save you days of back-and-forth. This guide walks you through everything you need to know about obtaining and using your company's certificate of incorporation in the UK.
Key Takeaways
Proof of incorporation in the UK is usually your certificate of incorporation or a certified certificate from Companies House. It is an official document issued by a government authority confirming that a company exists and is duly registered.
You can get a free PDF via the Companies House service after online incorporation. Paid certified documents cost around £15 for a standard service processed within 4 working days, with a same day service available at £50.
A company formation agent will typically email a digital certificate within 24 hours of Companies House approval. You can also re-download documents from their portals if you lose them.
Common real-world uses include opening a business bank account, applying for a business loan, dealing with overseas authorities, or proving good standing to new investors and suppliers.
Keep both paper and digital copies safe alongside your other statutory records at your registered office address or SAIL address. Always check your company details are up to date before ordering any certified document.
What Is Proof of Incorporation?
Proof of incorporation is official evidence that a UK company or LLP is registered at Companies House and recognised as a separate legal entity. It serves as legal evidence that a company is formally registered and recognised by the government. Registration with Companies House is required to receive the certificate of incorporation.
The primary proof is the certificate of incorporation issued on the company's formation date. The certificate usually includes the company's name and registration number, the incorporation date, and whether it is limited by shares or guarantee. For example, a certificate might read: "ABC Consulting Ltd incorporated on 13 June 2026 under the Companies Act 2006."
For many legal or cross-border purposes, third parties will ask for a certified certificate or certified copy from Companies House rather than an informal printout. A certified certificate proves a company's incorporation status in a way that carries formal weight with banks, courts, and foreign registries.
Sole traders and ordinary partnerships do not receive a certificate of incorporation. They cannot provide Companies House proof of incorporation because they are not registered as separate legal entities through that system.
Online records on the Companies House service can also serve as de facto proof where a paper or PDF certificate is not strictly required. Anyone can search the public register and confirm that a company exists by looking up its company number or company name.
Types of Proof of Incorporation Documents
There are several related documents that can act as proof of incorporation, each suited to different situations. Whether you need proof for a domestic bank account, a lender's due diligence, or an overseas authority, the right document depends on who is asking and why.
Here are the main types:
Document | What It Proves | Cost | Best For |
|---|---|---|---|
Original certificate of incorporation (PDF or paper) | Company was incorporated on a specific date | Free (included at formation) | Opening a bank account, general domestic use |
Certified certificate of incorporation | Official, stamped proof of incorporation with optional certified facts | £15 standard / £50 same day service | Lenders, solicitors, overseas registries |
Certified copy of incorporation documents | True copy of a specific filing (e.g. IN01 form) | £15 standard | Legal proceedings, professional advisers |
Certificate with statement of good standing | Confirms unbroken existence and no active strike-off | £15 standard | International use, investor due diligence |
The original certificate is free at the time of company formation. Certified documents ordered later carry standard fees. You can order a replacement certificate for £15 from Companies House, and the processing time for a certified certificate is within 4 working days.
A basic certificate only confirms incorporation. A certified certificate may include additional company details such as the registered office address, directors, former names, and a summary statement. A certified certificate may also include a statement of good standing.
For some overseas uses under the Hague Convention, the company may need a certified certificate that can then be legalised by the FCDO with an apostille.
How to Obtain Proof of Incorporation
Obtaining a proof of incorporation for a new company in the UK is straightforward. You can get it directly from Companies House or via a company formation agent, depending on how the business was set up.
Online incorporation through Companies House:
When you register a private limited company online through the Companies House service, digital copies of the certificate are available via email after incorporation. Digital certificates are usually received within 24-48 hours after the application is approved. Companies House provides free online access to your certificate once it is on the register.
Postal applications:
If you file incorporation documents by post using paper form IN01, Companies House will send a paper certificate by post. Paper certificates take 8-10 days to arrive by post.
Via a company formation agent:
If you used an online company formation agent, they generally supply a digital copy of the certificate of incorporation and other company formation documents by email or through their online portal on the day Companies House approves the company. You can obtain a digital copy from your company formation agent at any time through their client portal.
Downloading from the public register:
To retrieve an unofficial scanned copy, go to the Companies House register, search the company name or company number, open the company's filing history, find the "Incorporation" entry, and click view pdf to save or print a copy.
While these PDFs are usually accepted as proof, some banks, lenders, or overseas registries may insist on a certified document ordered directly from Companies House.
Ordering Certified Certificates and Certified Copies
Certified certificates and certified copies are officially stamped proof documents. They are often requested by foreign authorities, lenders, solicitors, or professional advisers who need more than a basic PDF printout.
How to order online:
You can order a certified certificate via the Companies House service. Use the "Find and update company information" service, search for your company, click the "More" tab, and choose the option to order a company certificate. You will need a Companies House service account and a credit or debit card to complete the order.
Fees and timescales:
Service Level | Certified Certificate | Certified Copy of Document |
|---|---|---|
Standard service | £15, within 4 working days | £15, within 4 working days |
Same day service | £50, dispatched same day if ordered before cut-off | £50, dispatched same day |
A same-day service for a replacement certificate costs £50. You can also contact the Companies House contact centre by phone if you prefer to order that way.
What to include:
When ordering a certified certificate, you can choose what it covers. Options include basic incorporation facts only, or additional certified facts such as:
Registered office address
Names of directors and secretary (if any)
Former company names
Statement of good standing (summary statement)
You can also order a certified copy of a specific document held on the company's filing history, such as the original incorporation form. This certified copy is stamped or sealed by the issuing registrar and treated as an official certified document.
Before ordering, make sure your company details are accurate and up to date. Directors have a legal duty to notify Companies House of changes to addresses, officers, and other important details. Errors can delay the process or result in a document that doesn't match what a third party expects.
Using a Company Formation Agent as Proof Source
A company formation agent or formation service handles the registration process on behalf of clients and becomes a convenient ongoing source for proof of incorporation documents.
Formation agents typically email a PDF certificate of incorporation, memorandum and articles of association (the company's constitution), and share certificates on the day Companies House approves the company. You can obtain a digital copy from your formation agent whenever you need it, either by email request or through their online admin portal.
If you lose your original certificate, most agents let you log into their portal and download a replacement digital copy at any time. Some agents also sell professionally printed incorporation packs or bound sets of company documents, which can be useful when presenting proof to banks, new investors, or notaries.
While agents provide easy access and additional services, the underlying proof is still based on official Companies House records and the company's certificate. Third parties will verify the company information against the companies house register, not the formation agent's records.
When You’ll Need Proof of Incorporation
Proof of incorporation is a routine requirement whenever a third party needs to confirm that a company exists and is properly registered. The document confirms a company's legal status and verifies the legal authority to enter into agreements.
Common domestic scenarios:
Opening a UK business bank account (proof of incorporation is necessary for opening a business bank account)
Applying for a commercial loan or business loan
Leasing office space under a commercial lease
Entering significant contracts where the other party wants legal confirmation
Registering as a supplier to government bodies
A certificate of incorporation confirms legal company registration, and it builds trust by proving the company is registered and compliant with laws. It also confirms limited liability protection, which separates business debts from personal assets.
Overseas requirements:
Overseas authorities and foreign company registers often require a certified certificate, sometimes with a statement of good standing, when a company wants to open a foreign branch, register as an overseas company, or purchase property abroad.
Investor and supplier checks:
New investors, solicitors, accountants, and due diligence teams commonly use proof of incorporation as an initial step before deeper checks on ownership, accounts, and persons of significant control. Some payment providers, marketplaces, and large corporate customers may request either a recent certified certificate or a screenshot from the Companies House service showing current company information.
Keeping Your Proof of Incorporation Safe and Up to Date
Proof of incorporation should be stored like any other core statutory record and should be easy to retrieve on short notice. A lost certificate can cause unnecessary delays when you need to act quickly.
Physical storage:
Keep the original paper certificate (if issued) at the registered office address or SAIL (single alternative inspection location), alongside statutory company registers such as the register of members and register of directors.
Digital storage:
Maintain secure digital copies of the certificate of incorporation and any certified documents. Store them in multiple locations, including local storage and encrypted cloud backup, so they can be emailed quickly when needed. A digital copy is far easier to share with banks and advisers than searching for a hard copy.
Understanding the snapshot nature:
The certificate does not update when directors, shareholders, or addresses change. It remains a snapshot as at the incorporation date. Current company details are reflected on the companies house register, not on the original certificate.
Check your company's online profile at Companies House regularly. Ensure that your filing history is up to date, confirmation statements are submitted on time, and your accounts are delivered. Staying compliant keeps the company in good standing and avoids problems when ordering a new certificate or certified documents.
Legalisation and International Use of Proof of Incorporation
Overseas authorities may require proof of incorporation that has been legalised for international use. This is particularly common under the Hague Apostille Convention, which the UK is party to. An apostille may be required for legally recognizing the certificate of incorporation abroad.
The common process:
Order a certified certificate or certified copy from Companies House
If the document is a digital certificate without a wet-ink signature, have a solicitor or notary certify it first
Submit the certified document to the UK Foreign, Commonwealth & Development Office (FCDO) for legalisation (apostille)
An express same day service may be available for obtaining certified certificates from Companies House if ordered before a morning cut-off, which can speed up the overall legalisation timeline.
The legalisation process confirms the authenticity of the British public official's signature or stamp on the certified certificate. It does not verify the commercial contents of the document itself.
Before you start:
Check the specific legal requirements of the destination country or overseas registry. Some may also require:
Translations of the certificate into the local language
Notarisation before the apostille step
Additional incorporation documents beyond the basic certificate
Verification that the private company is active and not subject to strike-off
Countries that are not signatories to the Hague Convention may require additional embassy attestation beyond the apostille. The process varies by jurisdiction, covering England and Wales, Scotland, and Northern Ireland.
Frequently Asked Questions
Is a PDF certificate from Companies House valid proof of incorporation?
The PDF certificate of incorporation issued by Companies House for online incorporations is an official document and has the same legal status as the original paper certificate. Companies House issues the certificate upon company registration, and digital PDFs of the certificate are emailed upon approval of the application. Many UK banks, suppliers, and professional advisers accept this PDF as sufficient proof, especially when combined with an online check of the companies house register. However, some overseas bodies and a few conservative institutions may still insist on a certified certificate or a paper copy rather than a generic PDF printout.
What is the difference between a certified copy and a certified certificate?
A certified certificate is a fresh company certificate from Companies House that confirms incorporation, optionally including certified facts such as the registered office address and directors. It is stamped or endorsed by the issuing registrar as an official certified certificate. A certified copy, on the other hand, is an official copy of a specific document held on the company's record, such as the original incorporation form, that Companies House has certified as a true copy. Both count as certified documents, but third parties may specify which type they want. You can order a certified copy for £15 from Companies House, the same as a certified certificate through the standard service.
How can I prove my company is still in good standing, not just incorporated?
Simple proof of incorporation only confirms that the company was registered on a particular date and as a particular type, for example a private company limited by shares. Companies House can include a statement of good standing on a certified certificate, confirming the company's unbroken existence since incorporation and that it is not in the process of being struck off the register. Such statements can usually only be issued if the company's filings, such as confirmation statements and accounts, are fully up to date and there is no active strike-off procedure. A kind enquiry to Companies House can confirm eligibility before you order.
Can I use Companies House search results instead of a certificate as proof?
In many everyday situations, a printed or downloaded snapshot from the Companies House service showing current company details and status is accepted as practical proof that a company online is active and registered. Some organisations may ask for both: online confirmation via the public register plus a copy of the original certificate or a new certificate for their records. Check with the requesting party in advance whether they will accept a Companies House service printout or insist on an official certified document. This is conclusive evidence that varies by context.
Do I need proof of incorporation for tax registration?
HMRC typically identifies your company using its Companies House registration number and Unique Taxpayer Reference (UTR), not a paper certificate of incorporation. Proof of incorporation can still be helpful when setting up a business tax account, or when engaging with professional tax advisers or overseas tax authorities who may not have direct access to the Companies House service. Once the company is registered, Corporation Tax services are usually added to the company's HMRC business tax account using the UTR rather than by sending a physical paper form or postal applications of incorporation documents. Legal recognition confirms the business is registered and recognised by the government, which is what the UTR ultimately ties back to.
