How to Register a Limited Company in the UK: A Step-by-Step Guide for Mercia Founders

Registering a limited company is one of the few pieces of business admin that is genuinely quick. Most founders across the Mercia region — from Birmingham and Coventry to Stafford, Derby and Leicester — get it done in a single sitting. The applications that stall usually stall on small things: a name that clashes with an existing company, a registered office that fails Companies House rules, or a share split nobody wrote down. Get those right first and the rest is a form.

Decide the essentials before you touch a form

Companies House asks for the same handful of details every time. Work them out on paper first.

The name. It can't be the same as an existing registered name — Companies House ignores punctuation, the word "the", and endings like "Limited" or "Ltd" when it compares. Check the register before you fall in love with a name, then check the trade mark register and whether the matching domain is free. A few words need permission: anything suggesting a bank, a royal connection, or a regulated profession.

The structure. Most founders want a private company limited by shares. It's the standard vehicle: separate legal identity, limited liability, and shares that can be divided between owners.

The people. You need at least one director (16 or over, not disqualified), at least one shareholder, and the same person can hold both roles. Decide the share split now, in writing, even if it's just an email to your co-founder. Disagreements about equity are the most expensive kind.

The address. Your registered office must be a real UK address where post can be delivered and acknowledged — a PO Box on its own won't satisfy the rules. That address appears on the public register, so if you work from home, think about whether you want your house number searchable. Plenty of founders use their accountant's address or a paid mail service.

What you'll need to hand

Have these ready before you start the online form:

• The company name, plus a backup in case it's rejected
• A UK registered office address
• Director details: full name, date of birth, nationality, occupation, service address
• Shareholder details, and the number and value of shares each will hold
• A statement of capital — for example, 100 ordinary shares at £1 each
• A SIC code describing what the business actually does
• A person with significant control (PSC) record for anyone owning more than 25%, or holding control another way
• Your articles of association — most people accept the model articles automatically

You'll also confirm the company will be run lawfully and that the people named are who they say they are. Companies House has been rolling out identity verification for directors and PSCs under the Economic Crime and Corporate Transparency Act, so you may need photo ID and a short online check. Confirm the current position on GOV.UK before you begin.

How to register, step by step

1. Go to the "Register a private limited company" service on GOV.UK and sign in.
2. Answer the questions on name, address, directors, shareholders and SIC codes.
3. Complete identity verification if you're asked to.
4. Read the statement of capital and PSC information twice. This is where errors creep in.
5. Pay the fee. Online incorporation is the cheapest route and the fee is modest — check the current figure on GOV.UK, since Companies House adjusts fees from time to time.
6. Submit. Online applications are usually processed within a day or two, sometimes the same day.

If the form-filling feels fiddly, a formation agent or your accountant can file it for you. You still have to supply the information, and you're still responsible for it being correct.

What it costs

The Companies House fee is the only compulsory cost, and filing online is cheaper than posting a paper form. Everything else is optional, though often worth it:

• A registered office and mail forwarding service, if you'd rather not publish your home address
• An accountant, useful from day one for Corporation Tax and payroll
• A formation agent, if you want someone else to handle the submission
• Business insurance, which some clients and landlords require before they'll work with you

Budget for the ongoing costs too: annual accounts preparation, a confirmation statement each year, and possibly VAT returns.

Mistakes that cost time and money

• Registering a name you can't use. A limited company name being available doesn't mean the trade mark is.
• Getting the share split wrong. Amending it later means extra paperwork and sometimes a tax consequence.
• Using a home address without thinking. It's public, and it stays in the filing history.
• Forgetting HMRC. You must tell HMRC the company exists once it starts trading, even if it makes no profit.
• Missing deadlines. Late accounts and confirmation statements attract automatic penalties.
• Assuming incorporation is protection. Limited liability doesn't cover wrongful trading, personal guarantees, or director misconduct.

The first year after incorporation

Registration is the starting line, not the finish. Once the company exists, you'll need to:

• Open a business bank account in the company's name, and keep personal and company money separate
• Register for Corporation Tax with HMRC once you start trading
• Register for PAYE if you'll pay yourself or anyone else a salary
• Watch the VAT threshold, and register once turnover passes it
• File your first accounts — for a private company, the first set is due 21 months after incorporation
• File a confirmation statement at least once a year, even if nothing has changed
• Keep the PSC register and director details up to date

Tax rules change, and how you take money out of a company — salary, dividends, or a mix — depends on your circumstances. A short conversation with an accountant early on usually costs far less than correcting things later.

Getting help locally

You don't have to work this out alone. Mercia has a dense network of accountants, solicitors and bookkeepers who handle incorporations every week, and most will quote a fixed fee. Local growth hubs, chambers of commerce and council-run business support teams often run free or low-cost sessions for new founders, and they're a sensible first stop when you're asking about rates relief or grant schemes in your area.

Our advice: settle the five key decisions — name, structure, people, address and share split — before you open the form. Then file online, keep a copy of everything you submitted, and put your filing dates in a calendar with reminders two weeks ahead. Do that and the admin stays boring, which is exactly what you want from it. For anything involving tax, contracts or a dispute, speak to a qualified professional rather than relying on a general guide like this one.

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