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Why Keeping Statutory Books Up to Date Matters for Your Business

9th June 2025

Under the Companies Act 2006, every company registered in England and Wales is legally required to maintain statutory books. Despite this obligation, many businesses overlook these essential records, sometimes until it’s too late. It is essential to keep and maintain statutory books, failing to do so is a criminal offence and can result in an unlimited fine.

So, what exactly are statutory books, and why are they so important? Jo Convey, Corporate and Commercial Solicitor at Myers & Co, discusses what you need to know.

What Are Statutory Books?

Statutory books, also known as statutory registers, are a collection of official company records that document the company’s structure, ownership, and governance. These records ensure transparency and accountability, and they form the legal backbone of your company’s corporate identity.

Keeping these documents up to date not only helps with compliance but also aids in smooth operations, especially during audits, due diligence processes, or any situation requiring a clear understanding of the company’s legal status. Regularly updating statutory books can also prevent any legal issues that might arise from outdated or incomplete records, securing your company’s reputation and operational integrity.

What Records Must Be Included?

Your company must maintain the following registers:

• Register of Members: A record of all past and present shareholders, including names, addresses, number and class of share, and dates of share acquisition/disposal.
• Register of Directors: This includes details of all directors, including names, former names, nationality, service address, date of birth, and appointment/resignation dates.
• Register of Persons with Significant Control (PSC): Identifies individuals or entities with significant control over the company.
• Register of Directors’ Residential Addresses: Lists directors’ home addresses, unless identical to their service address.
• Register of Secretaries: Required if the company has ever appointed a secretary.
• Register of Charges: Applicable to charges created before 6 April 2013.

In addition, companies must retain:

• Copies of directors’ service contracts
• Board and shareholder meeting minutes and resolutions

While not mandatory, it is also advisable to maintain a register of allotments, register of transfers, and share certificates to ensure a complete corporate record.

Where Should Statutory Books Be Kept?

Statutory books must be available for inspection at the company’s registered office, or another address notified to Companies House. Companies may opt to keep these records online but be aware that certain confidential information may become publicly accessible.

How Can Myers & Co Help?

If you are looking to sell the shares in your company it is essential that the statutory books are up-to-date and accurate as the buyer will request sight of them as part of their due diligence process. The register of members is a definitive legal record of who owns the shares in a company. In addition to a fine, failure to keep the statutory books updated could delay a sale.

If your statutory books are out of date or have been lost, please contact Jo Convey, Corporate and Commercial Solicitor at Myers & Co, on 01782 525029 or email joanna.convey@myerssolicitors.co.uk. Myers & Co has an office in Stoke-on-Trent, Staffordshire.