Private limited companies

Formation is the first step

After incorporation, maintain the constitutional documents, ownership evidence and authority to act. Banking, accounting and activity-specific permissions must be organised around the company that actually contracts and operates.

Keep governance and accounts in step

• Maintain board and member decision records for the relevant actions.
• Reconcile the cap table with share and filing evidence.
• Close the books and coordinate financial statements and audit work.
• Track corporate returns separately from tax and employment obligations.

Assess events before implementation

New shares, borrowing, director changes and related-party arrangements can need approvals and filings outside the annual cycle. Identify the event before signing documents or moving funds so the records follow the correct sequence.

A common evidence gap

An internal cap table may show a founder transfer that has not been reconciled with the transfer documents and statutory records. Resolve the evidence before presenting ownership to a bank or investor.

Build a proportionate workplan

Company size, ownership, activity and transaction history affect the scope. Share the last financial statements, filing acknowledgements, director list and current ownership record. We distinguish recurring administration from specialist opinions and one-off transactions.

Connect the recurring work and the next event

Use annual company compliance to organise the corporate filing assignment and bookkeeping and monthly close for the underlying financial records. Agree the information handover between those workstreams, including the final accounts version and unresolved balances.

For a proposed decision, board and shareholder governance support starts with the action, decision-makers and documents involved. Provide the proposed transaction terms and company records before treating a generic resolution as ready for use.

For an ownership movement, share allotment and transfer support connects the transaction documents with the ownership record. Identify whether the proposed movement involves new shares or existing shares, who is involved and what has already been signed or paid.

Make the company file usable

Keep a document index for constitutional records, signed decisions, ownership evidence and filing acknowledgements. Record the period or transaction each item relates to and identify missing attachments. A folder of unsigned drafts should remain distinguishable from the final company record.

When a bank requests an ownership statement, for example, compare the proposed statement with the supporting share records and any recent transaction still being completed. Resolve or explain the difference before sending inconsistent versions to different recipients.