What records and bookkeeping does a limited company need to keep?

Last updated · General guidance, not legal or tax advice

A limited company must keep two kinds of records: accounting records (money in and out, assets, debts, stock, and any payroll and VAT records) and statutory company records (registers of directors, members and PSCs, and records of decisions). Accounting records generally need to be kept for at least six years from the end of the financial year they relate to, and sometimes longer.

Keeping records up to date is a director's responsibility, even if a bookkeeper or accountant does the work.

What accounting records do you need?

  • All money received and spent, with details of what it was for
  • Sales and purchase invoices and receipts
  • Bank statements and reconciliations
  • Assets the company owns and debts it owes or is owed
  • Stock at the end of the financial year, where relevant
  • Payroll records, if you run payroll
  • VAT records, if you are VAT-registered — kept digitally under Making Tax Digital
  • Records of dividends and director's loan account movements

See GOV.UK: company and accounting records.

What statutory records do you need?

  • Register of directors (and secretaries, if any)
  • Register of members (shareholders) and their shareholdings
  • Register of people with significant control
  • Records of directors' service contracts and indemnities
  • Minutes of directors' meetings and records of shareholder resolutions
  • Records of any charges (security) over company assets

Some registers can instead be kept on the public register at Companies House. The records are usually kept at the registered office or another location notified to Companies House.

How long should records be kept?

Accounting records generally need to be kept for six years from the end of the financial year they relate to, and longer in some cases — for example where they relate to assets kept for more than six years, or if HMRC is checking a return. Statutory registers are kept permanently, and minutes for at least ten years. GOV.UK has the detail.

What about official post?

Letters from Companies House and HMRC often contain reference numbers, codes and deadlines you will need later. Keep a digital copy. If you use our registered office service, official post is scanned and sent to you digitally; originals are normally destroyed securely after scanning unless you ask us in advance to keep one.

Practical bookkeeping tips

  • Use a separate business bank account for all company money — see business bank accounts.
  • Use cloud bookkeeping software linked to the bank feed.
  • Photograph receipts as you go.
  • Reconcile the bank at least monthly.
  • Record dividends and director's loan movements as they happen.
  • Keep minutes of key decisions, even in a one-person company.

If you would rather not do it yourself, ongoing accounting support from In Front Accounting can include bookkeeping, payroll and VAT.

In short

A UK limited company must keep accounting records and statutory company records. Accounting records include all money received and spent, invoices and receipts, bank statements, assets and debts, year-end stock, and payroll and VAT records where they apply — VAT records must be kept digitally under Making Tax Digital. Statutory records include the registers of directors, members and people with significant control, minutes of directors' meetings and shareholder resolutions, and records of charges. Accounting records generally need to be kept for at least six years from the end of the financial year, sometimes longer. Directors are responsible for the records even if someone else keeps them. A separate bank account and cloud bookkeeping make this easier.

Frequently asked questions

Can I keep records digitally?

Yes. Digital records are acceptable as long as they are complete and accessible. VAT-registered businesses must keep VAT records digitally.

What happens if records are missing?

Missing records can lead to penalties, inaccurate tax returns, and problems proving that dividends or expenses were valid.

Sources and official guidance

This guide is general information about UK rules as at 3 October 2026. It is not legal, tax or financial advice.