AD03 to move company records to SAIL address

You must complete the form AD03 to notify Companies House that you are to move your company records to a SAIL address. Concurrently, you must also complete the form AD02 to register your SAIL address with Companies House if you have not done so previously.

You are only required to complete this form if you are to keep your company registers at another location other than your company’s registered office address. SAIL stands for Single Alternative Inspection Location.

Information required to complete the form AD03

You would require the following information to complete the form AD03 to move your company records to a SAIL address.

Section 1: Company details

Fill in your company number. You can get your company number from the Companies House website. It is also printed on your certificate of incorporation or certificate of change of name.

Section 2: Company records

you must tick which of the following of your company records are kept at your SAIL address.

  • The Register of people with significant control.
  • Register of members.
  • Register of directors.
  • Directors’ service contracts.
  • Directors’ indemnities.
  • Register of secretaries.
  • Records of resolutions etc.
  • Contracts relating to purchase of own shares.
  • Documents relating to redemption or purchase of own share out of capital by private company.
  • Register of debenture holders.
  • Report to members of outcome of investigation by public company into
  • interests in its shares.
  • Register of interests in shares disclosed to public company.
  • Instruments creating charges and register of charges: England and Wales
  • or Northern Ireland.
  • Instruments creating charges and register of charges: Scotland.
  • Historic register of people with significant control.
  • Historic register of members.

Section 3: Signature

You must sign the form. The person signing the form AD03 must hold the position of either as Director or Secretary or Person authorised or Liquidator or Administrator or Administrative receiver or Receiver or Receiver manager or Charity Commission receiver and manager or CIC manager or Judicial factor.

If you are filling in the form on behalf of a Societas Europaea (SE), please
delete ‘director’ and insert details of which organ of the SE the person
signing has a membership.

For the Person authorised, you must comply with either section 270 or 274 of the Companies Act 2006.

Where to send your AD03 form

You may send your completed AD03 form to one of the following Companies House offices.

For companies registered in England and Wales:

The Registrar of Companies, Companies House,
Crown Way, Cardiff, Wales, CF14 3UZ.
DX 33050 Cardiff.

For companies registered in Scotland:

The Registrar of Companies, Companies House,
Fourth floor, Edinburgh Quay 2,
139 Fountainbridge, Edinburgh, Scotland, EH3 9FF.
DX ED235 Edinburgh 1
or LP – 4 Edinburgh 2 (Legal Post).

For companies registered in Northern Ireland:

The Registrar of Companies, Companies House,
Second Floor, The Linenhall, 32-38 Linenhall Street,
Belfast, Northern Ireland, BT2 8BG.
DX 481 N.R. Belfast 1.

Companies House filings

You can submit your company documents to Companies House online. You would require your company’s authentication code to do so. The authentication code is the electronic equivalent of your company’s director(s) signatures. Hence, you must keep it safe.

The documents you can file online includes:

Companies House has also created an interim paperless filing service to accept documents which would normally require a live signature during COVID-19 pandemic. You can easily upload your documents to the Companies House website.

If you require help with your company’s filings, contact our accountants. They will be more than happy to assist you.

AD02 to register a SAIL address

You must complete the form AD02 to register a SAIL address with Companies House. You are only required to complete this form when you keep your company registers at another location other than your company’s registered office address. SAIL stands for Single Alternative Inspection Location.

Information required to complete the form AD02

You would require the following information to complete the form AD02 to register a SAIL address with Companies House.

Section 1: Company details

Fill in your company number. You can get your company number from the Companies House website. It is also printed on your certificate of incorporation or certificate of change of name.

Section 2: SAIL address

You provide the address where your company registers is kept. This SAIL address must be within the UK. It must be a physical address. P O BOX address would not be accepted.

You must also complete the form AD03 (if you have not complete one previously) to notify Companies House of which of your company registers are kept at your SAIL address. For example, you are keeping your Register of people with significant control and shareholders at your SAIL address only.

Section 3: Signature

You must sign the form. The person signing the form AD02 must hold the position of either as Director or Secretary or Person authorised or Liquidator or Administrator or Administrative receiver or Receiver or Receiver manager or Charity Commission receiver and manager or CIC manager or Judicial factor.

If you are filling in the form on behalf of a Societas Europaea (SE), please
delete ‘director’ and insert details of which organ of the SE the person
signing has a membership.

For the Person authorised, you must comply with either section 270 or 274 of the Companies Act 2006.

Where to send your AD02 form

You may send your completed AD02 form to one of the following Companies House offices.

For companies registered in England and Wales:

The Registrar of Companies, Companies House,
Crown Way, Cardiff, Wales, CF14 3UZ.
DX 33050 Cardiff.

For companies registered in Scotland:

The Registrar of Companies, Companies House,
Fourth floor, Edinburgh Quay 2,
139 Fountainbridge, Edinburgh, Scotland, EH3 9FF.
DX ED235 Edinburgh 1
or LP – 4 Edinburgh 2 (Legal Post).

For companies registered in Northern Ireland:

The Registrar of Companies, Companies House,
Second Floor, The Linenhall, 32-38 Linenhall Street,
Belfast, Northern Ireland, BT2 8BG.
DX 481 N.R. Belfast 1.

Companies House filings during COVID-19 pandemic

Companies House created an interim paperless filing service to accept documents which would normally require a live signature. You can easily upload your documents to Companies House online platform.

You are also encouraged to use the WebFiling service to submit the following documents to Companies House.

For this purpose, you would require your company’s authentication code to file online. The authentication code is the electronic equivalent of your company’s director(s) signatures. Hence, you must keep it safe.

If you require help with your company’s filings, contact Our accountants. They will be more than happy to assist you.

Change the location of the register of charges for your overseas company

You must complete the Companies House form OS AD02 to Change the location of the register of charges for your overseas company.

Information required to complete the form OS AD02

You would require the following information to complete the form OS AD02 to change the location of the register of charges for your overseas company.

Section 1: Overseas company details

Your overseas company number. your overseas company number shall start with a prefix “FC” followed by six digits.

Your overseas company full name or alternative name currently registered with Companies House.

Section 2: Location of your instruments within the UK

Indicate “No” if you are not returning your register of charges back to your principal place of business of your overseas company. Then go to section 3 to provide your SAIL address.

Indicate “Yes” if you are moving your register of charges back to your principal place of business. Followed by providing your UK establishment number where the register of charges to be kept.

Section 3: Address of the Single Alternative Inspection Location (SAIL)

Correspondingly, if you have indicated that “NO” in section 2, you must provide the full address (SAIL) of the location where you are going to keep your register of charges.

Section 4: Signature

You must sign the form. The person signing the form OS AD02 must hold the position of either as the overseas company director, secretary or a permanent representative.

Where to send your OS AD02 form

You may send your completed OS AD02 form to one of the following Companies House offices.

England and Wales:

The Registrar of Companies, Companies House,
Crown Way, Cardiff, Wales, CF14 3UZ.
DX 33050 Cardiff.

Scotland:

The Registrar of Companies, Companies House,
Fourth floor, Edinburgh Quay 2,
139 Fountainbridge, Edinburgh, Scotland, EH3 9FF.
DX ED235 Edinburgh 1
or LP – 4 Edinburgh 2 (Legal Post).

Northern Ireland:

The Registrar of Companies, Companies House,
Second Floor, The Linenhall, 32-38 Linenhall Street,
Belfast, Northern Ireland, BT2 8BG.
DX 481 N.R. Belfast 1.

Companies House filings during COVID-19 pandemic

Companies House created an interim paperless filing service to accept documents which would normally require a live signature. You can easily upload your documents to Companies House online platform.

You are also encouraged to use the WebFiling service to submit the following documents to Companies House.

For this purpose, you would require your company’s authentication code to file online. The authentication code is the electronic equivalent of your company’s director(s) signatures. Hence, you must keep it safe.

If you require help with your company’s filings, contact Our accountants. They will be more than happy to assist you.

Register of charges

A limited company must keep and maintain a Register of charges as required by law. You must make your company register available for inspection when a request to inspect the register has been made.

Information to keep in Register of Charges

The information and documents you must keep in your company register include:

  • All charges specifically affecting your company’s property.
  • All floating charges on the whole or part of your company’s assets or undertaking.
  • A description of your company’s assets charged
  • The amount of charge
  • The name of the person entitled to the charge
  • Copies of any instruments giving a mortgage or other charge over your company.

Register your charges with Companies House

Your company must register a charge or a mortgage within 21 days with Companies House. Otherwise, your company commit an offence thus you are liable to a fine.

Creditors and shareholders

The purpose of your register of charges is to give your unsecured creditors and other person giving credit to your company can see what part of your company’s property is already charged.

For this reason, your shareholders and creditors are entitled to inspect your register free of charge. Whereas, any other person may inspect your register for a fee prescribed.

Location of your register

Typically, your register of charges is kept at your company’s registered office address. However, if you keep your register somewhere else then inform Companies House. Thus, you submit the Single Alternative Inspection Location (SAIL) form specifying the location of your Register.

Register of members

Register of members is required by law to be kept and maintained. This is compulsory for every limited company registered with Companies House in the United Kingdom.

Shareholders information

Your register of members must keep details of your shareholders and this will include:

  • Shareholder’s name and address.
  • When he/she become a shareholder of your company.
  • If your shareholder ceased to hold any shares in your company, the date of this event.

Additional information for register of members

Other information about each shareholder and will need to be kept up to date include:

  • The shares held by each member.
  • Each of your share must has a number.
  • Where your company has more than one class of issued shares. The details of this.
  • The amount paid or agreed to be considered as paid on the shares of each member.
  • If your company has converted any of its shares into stock, you must give notice of the conversion to the registrar. This includes the amount and class of stock held by each member instead of the amount of shares and the particulars relating to shares.
  • In the case of joint holders of shares or stock in your company, then you must keep the names of each joint holder. For this purpose, Joint holders are regarded as a single member. Therefore, the register must show a single address.
  • In the case of your company that does not have a share capital but has more than one class of members. Then, you must keep the names and addresses of the members, a statement of the class to which each member belongs.
  • Any changes to the information set out above.
  • Information on any transfer of shares.
  • Details of allotments of new shares.
  • Details of any shares held in treasury.

Location of your register of members

Generally, you are to keep your register of members at your registered office address. If not, you must notify Companies House of the address where you keep your register. This address is called single alternative inspection location (sail address). In this circumstance, you complete the Companies House form AD02.

On the other hand, if you are to keep your register of members at your registered office and you have moved, you must also notify Companies House of your new address. In this instance, you use the form AD01. you may notify Companies House of this change at the same time you deliver your Confirmation Statement.

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