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1. What happens to documents sent to Companies House?
The documents and forms you deliver to Companies House are scanned to produce an electronic image. The original documents are then stored, and the electronic image is used as the working document.
When your business contacts view the company record, they see the electronic image reproduced on-line. So it is important not only that the original is legible, but that it can also produce a clear copy.
This chapter lays down a few quality guidelines to follow when preparing a document for filing at Companies House.
2. What happens if my documents do not meet the guidelines?
Section 706 of the Act allows Companies House to reject documents that cannot be captured electronically, giving a notice saying why they are unacceptable. An acceptable copy must be delivered within 14 days of the notice (otherwise Companies House treat the original as not having been delivered).
3. How should documents be set out?
Every document delivered to the Registrar must state in a prominent position the registered number of the company, and must comply with any requirements specified by the Registrar relating to the legibility of that document.
Briefly, documents should be on A4 size, plain white paper between 80gsm and 100gsm in weight with a matt finish. Text should be black, clear, legible, and of uniform density. Letters and numbers must not be less that 1.8mm high, with a line width of not less than 0.25mm.
When you fill in a form:
- use black ink or black type;
- use bold lettering (some elegant thin typefaces and pens give poor quality copies);
- don't send a carbon copy;
- don't use a dot matrix printer; and
- remember - photocopies can result in a grey shade that will not scan well.
When you complete other documents, please remember:
- the points already made relating to completing forms;
- to use A4 size paper with a good margin;
- to supply them in portrait format (that is with the shorter edge across the top);
- to include the company number in the top right-hand corner of the first page.
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Important: coloured ink can drop out (disappear) when a document is scanned to produce an image. To prevent this - always use black ink to complete and sign all documents.
4. What are the most common problems to avoid?
Glossy accounts
If you are producing colour-printed glossy accounts, please save them for your shareholders and others who will appreciate them. Companies House still need black on white with a matt finish. A typed unbound version or printer's proof is ideal, provided it has the necessary signatures.
Members lists
the requirements on document quality apply equally to the lists of shareholders that accompany annual returns and allotment forms.
If these are computer prints, it is essential that the print quality is good. Companies House have particular problems with lists printed on green-lined computer paper. Companies House can handle members lists on paper up to 14.5" x 12".
Companies House will accept documents delivered on certain types of computer generated microfiche (comfiche) on a black master - as an alternative to paper - provided Companies House can duplicate them on the diazo machines.
Companies House may also be able to accept magnetic tape for very large listings.
5. Can I find out more about this?
For further guidance on print requirements and comfiche formats, contact 029 2038 0575
For guidance on acceptable magnetic tape systems and formats, contact 029 2038 0242.
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