---
title: Company documents explained
description: Company Documents Explained
---
[Skip to content](https://help.rapidformations.co.uk/after-company-registration/company-documents-explained#main-content)
[](https://www.rapidformations.co.uk/)
- [Help Centre](https://help.rapidformations.co.uk/)
Open main navigation
Close main navigation
- [Help Centre](https://help.rapidformations.co.uk/)
- [Login](https://client.rapidformations.co.uk/login/)
[Login](https://client.rapidformations.co.uk/login/)
How can we help you?
- There are no suggestions because the search field is empty.
1. [After Company Registration](https://help.rapidformations.co.uk/after-company-registration?hsLang=en-gb)
2. [Company Documents](https://help.rapidformations.co.uk/after-company-registration/company-documents?hsLang=en-gb)
# Company documents explained
## Access, manage and understand your company documents
1. [Key Documents You’ll Receive](https://help.rapidformations.co.uk/after-company-registration/company-documents-explained#q1)
2. [How to Access Your Documents](https://help.rapidformations.co.uk/after-company-registration/company-documents-explained#q2)
3. [How to Manage Your Documents](https://help.rapidformations.co.uk/after-company-registration/company-documents-explained#q3)
4. [When You'll Need These Documents](https://help.rapidformations.co.uk/after-company-registration/company-documents-explained#q4)
5. [Common Questions](https://help.rapidformations.co.uk/after-company-registration/company-documents-explained#q5)
When you form a limited company, you'll receive a set of official documents that confirm your business exists and outline how it operates. They verify your company's legal status and define its structure and governance, and are essential for compliance, banking, fundraising and administration.
### Key Documents You’ll Receive
###### Certificate of Incorporation
- Confirms your company legally exists
- Includes company name, registration number, and date of incorporation
- Often required when opening a business bank account
###### Memorandum of Association
- A legal statement displaying the agreement of the shareholders to form the company
- A historical document - it cannot be updated after incorporation
###### Articles of Association
- The rulebook for how your company is run
- Covers director powers, shareholder rights, and decision-making processes
###### Share Certificates
- Issued to shareholders as proof of ownership
- Shows the number and type of shares held
###### **Company Registers**
- Records of directors, shareholders, and significant control
- Must be kept accurate and up to date
- Register of Members is the legally effective way that shares are owned in a business
### How to Access Your Documents
If you formed your company with Rapid Formations, you can access your digital company documents through one of two methods:
###### In your "Order Fulfilment" Email
- This email was sent to you when your company was incorporated
- All documents are attached for easy access
###### Via your Online Client Portal
- Log in to your account and select the "[My Companies](https://client.rapidformations.co.uk/companies/)" tile on your Dashboard
- Select your company name, then click the "Documents" tab
### How to Manage Your Documents
Keeping your company documents organised is essential for smooth operations and ongoing compliance. Different types of documents require different handling, so it’s important to understand how to manage each correctly.
###### Certificate of Incorporation, Memorandum, and Articles of Association
These are **historical incorporation documents** that capture your company’s structure at the time of incorporation.
- They **cannot be edited or amended** after creation (although Articles can be updated separately via formal processes, the original version remains on record)
- They should be **stored securely** as permanent records
- You may need them for legal, banking, or investor-related purposes
###### Share Certificates
Share certificates serve as **proof of ownership** and must be properly executed to be valid.
This means they must be signed by:
- **Two directors**, or
- **One director and the company secretary**, or
- If you are the **sole director with no company secretary**, a **witness must be present** and provide a second signature
###### Company Registers
Company registers are **living documents** that must be kept accurate and up to date.
- Update them whenever there are changes to:
- Directors
- Shareholders
- Persons with significant control (PSC)
- Store them securely, either digitally or physically
- Ensure they are accessible for compliance checks if required
### When You'll Need These Documents
Your company documents are often required for:
- Opening a business bank account
- Applying for loans or investment
- Signing contracts or partnerships
- Regulatory or compliance checks
- Selling or transferring shares
### Common Questions
**Can I replace lost documents?**
Yes. Your documents can be re-downloaded via your Dashboard.
**Do I need to update all documents regularly?**
Not all. For example, the Certificate of Incorporation does not change, but registers and filings must be kept up-to-date.
**Who should have access to company documents?**
Typically directors, company secretaries, accountants, and authorised stakeholders.
### Not found what you're looking for?
Please get in touch and we'll be happy to help:
**Email:** You can submit a request using our [contact form](https://forms.rapidformations.co.uk/contact/)
**Phone:** 020 7871 9990
**Live Chat:** Select the live chat icon on the bottom right
- [Business Banking](https://help.rapidformations.co.uk/after-company-registration/business-banking?hsLang=en-gb)
- [Web Domains](https://help.rapidformations.co.uk/after-company-registration/web-domains?hsLang=en-gb)
- [UTR and Auth Codes](https://help.rapidformations.co.uk/after-company-registration/utr-and-auth-codes?hsLang=en-gb)
- [Company Documents](https://help.rapidformations.co.uk/after-company-registration/company-documents?hsLang=en-gb)
- [Deadlines and Filing Obligations](https://help.rapidformations.co.uk/after-company-registration/deadlines-and-filing-obligations?hsLang=en-gb)
- [Register for Corporation Tax](https://help.rapidformations.co.uk/after-company-registration/register-for-corporation-tax?hsLang=en-gb)
- [Business Telephone Numbers](https://help.rapidformations.co.uk/after-company-registration/business-telephone-numbers?hsLang=en-gb)
- [Managing a Dormant Company](https://help.rapidformations.co.uk/after-company-registration/managing-a-dormant-company?hsLang=en-gb)
- [Business Document Template Library](https://help.rapidformations.co.uk/after-company-registration/business-document-template-library?hsLang=en-gb)
[](http://bsqgroup.co.uk)
[mailto:email@email.com](mailto:email@email.com)
Copyright © 2026, BSQ Group