List Of Directors In A UK Company: What To Record, Publish And Update

If you run a UK limited company, you’re legally required to maintain an accurate list of your directors and keep Companies House informed whenever things change.

It sounds simple, but there are a few traps – from what details must appear on the public record to how to protect a director’s home address, and what to do when someone joins or resigns.

In this guide, we’ll walk through what the “list of directors in a company” really means under UK law, what needs to be on it, who can see it, and the practical steps to keep it compliant as your business grows.

What Is The “List Of Directors” And Why It Matters?

When people talk about a company’s “list of directors”, they generally mean two related things:

• Your internal statutory register of directors, which the company must keep by law; and
• The directors’ details that appear on the public Companies House record.

Both matter. The internal register proves who the company’s directors are at any given time, which is essential for decision‑making and signing authority. The public listing gives customers, lenders and other stakeholders visibility of who is responsible for running the company.

Under the Companies Act 2006, every private company must have at least one director who is a natural person (i.e. a real individual aged 16 or over and not disqualified). Your Articles of Association may set additional requirements (for example, a minimum number of directors or specific appointment processes), so it’s worth checking what your constitution says.

Keeping your directors’ list accurate isn’t just admin – it underpins core governance. Banks often ask for a current directors list when opening or updating accounts. Contract counterparties may check the public record to confirm who can sign. And if you’re issuing shares or recording changes in ownership, your directors will be involved alongside your member register processes.

What Details Must Your Register Of Directors Include?

UK companies must keep an internal register of directors with specific information about each director. In practice, you’ll maintain this in your company books (digital is fine) and keep it up to date. Typically, it includes:

• Full name (and any former names)
• Date of birth (full date is kept internally; Companies House shows only month and year)
• Service address (the address for official correspondence – this can be the registered office)
• Usual residential address (kept confidential in company records and by Companies House)
• Nationality
• Occupation
• Country or state of residence
• Date of appointment (and, if applicable, date of resignation)
• Any restrictions or disqualifications notified to the company

On the public Companies House record, most of the above appears except the full date of birth and residential address, which are protected. The public record will show the month and year of birth and the director’s service address.

If you’re just getting started and haven’t incorporated yet, you’ll gather these details during filing. When you Register a Company, you’ll provide initial director information that populates both your internal registers and the public listing.

You’ll also maintain related statutory registers for ownership and control, including your People with Significant Control (PSC) information and members (shareholders) – these are separate from directors, but often updated around the same time as leadership changes.

Where Is The List Kept And Who Can See It?

You must keep your register of directors at your registered office (or any SAIL address you’ve notified to Companies House). You can maintain it digitally as long as it’s accessible and printable on request.

There are two visibility layers to be mindful of:

1) Public Record At Companies House

Certain director details are available to anyone via the Companies House website. This transparency is part of the UK’s corporate disclosure regime. If privacy is a concern, make sure directors use a service address (not their home) for public filings.

2) Inspection Of Company Registers

Your internal register of directors can be inspected on request. UK law allows individuals to request to view or obtain copies, and you can charge a small statutory fee for copies. You can refuse a request if it’s not for a proper purpose, but there’s a process and timeline to follow if you do. If you’re unsure how to respond, it’s best to get tailored advice before refusing access.

Don’t forget: your other statutory books (e.g., members register and the PSC register) have their own inspection rules. Aligning your processes across all registers makes compliance easier.

How To Add Or Remove A Director (And Keep Your List Up To Date)

Director appointments and departures are common as you evolve. The key is to handle the internal decision properly and then file the right update with Companies House promptly.

Appointing A Director

Check your Articles for the appointment mechanism. Many companies allow the board to appoint directors between general meetings, subject to confirmation by shareholders at the next AGM or by written resolution. You should:

• Confirm eligibility (age, not disqualified, consent to act)
• Prepare a clean appointment paper trail – use clear Board Resolutions and obtain the director’s written consent
• Update your register of directors with full details
• Notify Companies House within the required timeframe

If you rely on written decisions rather than a meeting, record the decision neatly. A Directors’ Resolution Template can help keep your records consistent.

Changing A Director’s Details

Moved office? New occupation? A director’s service address or other particulars can change over time. Update your internal register immediately and file the relevant change with Companies House so the public record stays accurate. Timely updates reduce delays with banks and counterparties who check your file.

Removing Or Resigning A Director

A director can resign by notice. You’ll record the effective date, update your internal register and notify Companies House. Depending on your company’s needs, you may appoint a replacement the same day to ensure you always have at least one director in place. For the practical steps and common pitfalls, see Resigning As A Director.

In some cases, shareholders may remove a director by resolution in accordance with the Companies Act and your Articles. If you’re going down this route, follow the statutory notice process and record the decision carefully to minimise disputes.

Recording Decisions And Keeping Evidence

Whatever the change, create a clear audit trail: board minutes, written resolutions, consent to act, resignation letters and confirmation of Companies House filings. Good records will save you time if a bank, auditor or buyer later asks for proof of who held office and when. If you hold formal meetings, our guide to running directors’ meetings covers notice, voting and minute‑keeping basics.

Privacy And Practicalities: Service Addresses, Identity And Public Searches

Many small companies want to keep personal details off the public record. The two most helpful tools are:

• Using a service address for each director (often the company’s registered office or an authorised service provider) so their residential address isn’t shown publicly.
• Checking filings before submission so you don’t accidentally list a home address or full date of birth in the wrong field. If you do, remedial applications are possible but take time.

As legislation evolves to improve corporate transparency and tackle economic crime, expect tighter identity verification for directors and more robust filing requirements. These changes are designed to improve the reliability of the public record. Build internal habits now – verify details before filing, keep registers current and align your internal and public records.

It’s also sensible to standardise how you present names (e.g., full legal name, consistent use of middle names) so searches and KYC checks align with passports and bank records.

How The Directors List Interacts With Governance And Contracts

Your directors’ list isn’t just for Companies House – it affects day‑to‑day operations, decision‑making and signing authority. A few examples:

• Authority to sign: Many contracts rely on director signatures. Make sure the people signing have actually been appointed and are correctly listed. When executing more formal instruments, follow the rules for executing contracts and deeds so the agreement is enforceable.
• Resolutions and filings: Board composition drives quorum and voting thresholds. Keep the list current so you don’t invalidate decisions by missing a director, or include someone who has already resigned.
• Share issues and transfers: Director decisions sit alongside ownership records – synchronise updates with your member register processes and issue paperwork promptly.
• Ownership and control: Leadership changes may signal or accompany control shifts. Review whether you also need to update your PSC register and the public PSC filing at the same time.
• Internal rules: If you’re planning governance changes (e.g. adding independent directors or creating reserved matters), you may need to update your Articles of Association and align them with any Shareholders Agreement.

Thinking ahead helps. For instance, if you imagine needing bank finance in the next six months, make sure your public directors list matches your real‑world leadership and your internal records are neat. It can make onboarding much smoother.

Common Mistakes SMEs Make (And How To Avoid Them)

Even well‑run companies slip up on the directors list. Here are frequent issues and how to steer clear:

• Using a home address as the service address: This exposes personal data on the public record. Use a business service address instead.
• Forgetting to file changes: Internal updates don’t automatically change the public record. Diary the filing deadline whenever a director is appointed, changes details or resigns.
• Inconsistent names: Mismatches across filings, bank accounts and passports can cause KYC delays. Standardise your naming convention and stick to it.
• Out‑of‑date minutes: If you rely on written decisions, file and index them so you can find evidence of who held office on any date. Our notes on meeting records are a helpful checklist.
• Not checking the Articles: Your constitution may require shareholder confirmation of board appointments, or set director caps. Check your Articles of Association before you appoint.
• Ignoring wider registers: Updating directors but forgetting the PSC or members register creates inconsistencies. Tackle all relevant registers together.

A quick internal “registers run‑through” every quarter – directors, PSCs, members – will catch most issues before they become problems.

What Happens If We Don’t Keep The List Accurate?

Failing to keep your register of directors or to notify Companies House of changes is an offence for the company and every officer in default. Potential consequences include:

• Fines for filing late or failing to file required updates
• Rejected or delayed bank and supplier onboarding due to mismatched records
• Governance disputes if decisions are challenged because the board was improperly constituted
• Reputational risk – public records that don’t reflect reality can undermine confidence

The fix is straightforward: establish clear internal responsibility for statutory filings, use simple templates for appointments and resignations, and review your public profile periodically to ensure it matches your internal books.

If you’re unsure whether a proposed change requires a board or shareholder resolution, take a moment to document the decision properly. It’s quicker to do it right once than to unwind a defective action later.

Practical Checklist To Keep Your Directors List Compliant

Here’s a quick, repeatable process for small companies:

1. Before a change: Check eligibility, your Articles, and required approvals. Prepare a board paper or written resolution.
2. At appointment or resignation: Obtain signed consent or resignation. Record the effective date. Update meeting minutes or written resolutions.
3. Update internal registers: Add/remove the director with full particulars (including residential address and full DOB internally).
4. Notify Companies House: File the appointment, resignation or change of details within the statutory deadline.
5. Sync related records: Review whether your PSC register, members register, banking mandates and insurance schedules also need updates.
6. Keep proof: Save evidence of filings, minutes and signed documents in one organised folder.
7. Periodic tidy‑up: Every quarter, compare your internal list with the public profile and fix any discrepancies.

If you need to confirm your company identity details while tidying up, it can help to cross‑check your company registration number and registered office address as shown on Companies House.

Key Takeaways

• Every UK company must keep an internal register of directors and ensure the public Companies House listing stays accurate.
• Your internal register contains full particulars (including full DOB and home address), while the public record shows limited details and the service address.
• Use a service address to protect directors’ privacy and standardise names to avoid KYC issues with banks and partners.
• When appointing or removing a director, record a clear board decision, update your register and notify Companies House promptly.
• Align updates with related registers and governance documents, such as your PSC register, members register, Articles of Association and any Shareholders Agreement.
• Set a simple quarterly check to compare your internal list against the public record and fix any discrepancies early.

If you’d like help setting up compliant registers, drafting appointment and resignation paperwork, or updating your governance documents, our team can help. You can reach us on 08081347754 or team@sprintlaw.co.uk for a free, no‑obligations chat.