This guide is maintained as a current resource for September 2026 and covers only the laws of England and Wales. Information is for general guidance, not legal advice. Consult a qualified solicitor for advice specific to your situation.
Comprehensive guide to filing incorporation documents online with Companies House. Learn how to register your company electronically, the information and forms required, identity verification rules, fees and timeframes, common pitfalls and practical tips for successful online company formation in England and Wales.
Incorporating a company in England and Wales requires submitting a set of legal documents to Companies House. Modern practice increasingly involves filing these documents online, which is faster, more efficient and often less costly than posting paper forms. Online filing enables applicants to complete all necessary steps from choosing a company name to receiving a certificate of incorporation without leaving their desk. This article explains the online incorporation process, what documents and information are required, how the system works, key legal compliance points, common errors to avoid, and practical tips for new company founders. It draws on authoritative sources from Companies House and official government guidance to provide accurate, clear and accessible information for novices and professionals alike.
What Online Filing Means
Filing incorporation documents online with Companies House means using either the official web incorporation service or the government's register your company portal to electronically submit the required documentation and statutory information. Once submitted and accepted, the company is legally formed, and Companies House issues an official certificate of incorporation, confirming the company's name, number and date of formation.
Why File Online?
Online filing is the most common method of company incorporation because it:
- Speeds up processing - most valid online filings are processed within 24 hours;
- Reduces costs - the online incorporation fee is generally lower than paper options;
- Offers immediate feedback if information is missing or incorrect; and
- Is available 24/7, allowing applicants to submit at their convenience.
Online filing also reduces the risk of late filing penalties and avoids postal delays. For subsequent statutory filings such as confirmation statements and accounts, online submission remains the default approach with built‑in checks to reduce errors.
How Online Incorporation Works
1. Register or Sign In to the Service
To begin, users must have access to the web incorporation service or the main company registration service on GOV.UK. For the web incorporation service, registration with an email address and password is required. This same account can be used later to access WebFiling for other company filings.
2. Company Information and Required Data
Before starting, applicants need to gather the details required for incorporation:
- Company name that complies with statutory naming rules;
- Registered office address within England and Wales;
- Details of directors and persons with significant control (PSCs);
- Share structure and details of shareholders;
- The company's articles of association, if adopting bespoke rather than standard model articles.
Where used, a personal Companies House verification code obtained after identity verification may be required for directors and PSCs before registration can be completed.
3. Complete and Submit the Online Form
Once logged into the relevant service, the applicant completes the online form, which includes:
- Entering company name, registered office and director/PSC details;
- Confirming the share structure and whether the company is limited by shares or guarantee;
- Uploading supporting documents or confirming adoption of standard model articles.
The online system guides users through each required section with prompts and data validation checks, reducing the likelihood of rejection.
4. Pay Fees
For the standard online registration, Companies House charges a £100 fee, payable by debit or credit card. This fee includes registration with HM Revenue & Customs (HMRC) for corporation tax unless the company is set up as dormant.
For the web incorporation service, the fee is £15, but this is limited to certain companies adopting model articles and meeting specific conditions.
5. Examination and Acceptance
After submission, the documents are examined by Companies House staff. They check that the company name complies with legal rules, that directors are not disqualified, and that all statutory information is complete. If accepted, the system issues a certificate of incorporation and sends it by email in PDF format. This certificate is conclusive evidence that the company legally exists.
If errors are detected, the filing is rejected, and Companies House will notify the applicant so corrections can be made and resubmitted.
Identity Verification and New Legal Requirements
From late 2025 under reforms introduced by the Economic Crime and Corporate Transparency Act 2023, directors and PSCs must verify their identity with Companies House before incorporation can be completed. While verification processes were being phased in, they are expected to become compulsory, and filings may be rejected if identity checks are not satisfied. Applicants should plan to complete identity verification early in the incorporation process.
Common Errors and How to Avoid Them
Incorrect or Incomplete Details
One of the most frequent reasons for rejection is incomplete or mismatched information - for example, incorrect director details, missing PSC information, or errors in share capital details. Using the online service helps reduce these issues because it prompts for required fields and flags errors.
Failure to Verify Identity
As noted, national requirements now mean directors and persons with significant control must verify identity before final submission. Failure to provide verification codes at incorporation stage can delay or prevent registration. Applicants should complete verification in advance.
Choosing a Restricted Company Name
Company names must comply with statutory restrictions and not be too similar to existing names. Online systems include searches to alert users if their proposed name may be problematic, but careful pre‑check name availability and compliance with naming rules (for example, avoiding protected words without permission) reduces rejection risk.
Timeframes and Confirmation
Once the online submission is accepted, the company is usually incorporated within 24 hours - often the same working day if the application is straightforward. However, complex filings or identity verification issues can extend this timeframe. As soon as the certificate of incorporation is issued, the company legally exists and can open bank accounts, enter contracts and begin trading.
Practical Tips for Online Filing
- Prepare information in advance - gather all required data before starting the online form to avoid interruptions.
- Check statutory rules on names - use Companies House name availability tools to avoid rejections.
- Verify identities early - complete director and PSC identity checks ahead of filing to prevent delays or refusals.
- Use secure internet access - the incorporation service operates 24/7, but secure connectivity is needed to submit sensitive details.
- Retain copies of submissions - after online filing, save acknowledgement emails and the incorporation certificate for future statutory obligations and compliance.
Key Takeaways
Filing incorporation documents online with Companies House is the standard route to create a UK company in England and Wales. The process involves registering for the relevant online service, providing statutory information about company officers and structure, paying the required fee, and submitting the form electronically. Online filing is faster and often less expensive than posting paper forms, with built‑in checks to help prevent common errors. Recent legal developments also require identity verification of directors and persons with significant control before companies can be registered. Careful preparation, accurate data entry and early compliance with verification requirements will help ensure successful online incorporation and the prompt issuance of a certificate of incorporation.
