Confirmation Statement (UK): Workflow Configuration

A ready-to-build workflow for preparing, approving and filing a company's annual confirmation statement with Companies House. It is a light, mostly administrative routine with one point that genuinely needs the client: confirming the register is still correct. Use it as a starting point and adjust the steps, roles, wording and timing to suit your firm.

This version assumes the client uses Workiro for the approval step, so that step is written and addressed to the client, not to your team.

How to use this configuration

1. In Settings → Workflows, create a recipe named Confirmation Statement (UK).
2. Build the steps in order using the configuration blocks below. Each block gives you the participants, outcomes, guidance, the handover to the next step, and how to handle documents.
3. You create each role the first time a step needs it (via Participants → Add → New Role), so roles come into being as you build. The roles table shows where each one first appears.
4. Remember, a step's participants all see the task guidance, so put your internal owner on the client step but never put the client on an internal step. Do not default to a single participant: include whoever needs to receive the handover, sign off, or oversee.
5. Any document attached carries forward between tasks automatically. The company's authentication code is a credential, so keep it off the workflow entirely and on the client record (via Relates To) instead.

Suggested timing is a guide for setting due dates when a workflow runs. It is not part of the recipe. The days below assume you start the workflow 14 days before the filing deadline, so day 14 is the deadline itself.

Roles

Create each role when you reach the step where it first appears.

The workflow at a glance

Step-by-step configuration

Step 1: Prepare the confirmation statement (internal)

ℹ️ The administrator pulls the company's current register from Companies House, compares it to your records, and produces something the client can actually check.

Participants: Administrator (assignee)

Outcomes: Ready for approval → Step 2

Guidance (shown to your team): copy and paste this...

Prepare the statement so the client only has to confirm or correct it:

- Sign in to Companies House with the company's authentication code
and confirm the code  still works
- Download the company's current registered details
- Compare them against what we hold: registered office, directors,
people with significant  control, share capital, shareholders and 
the standard industrial classification code
- Draft any forms needed for changes you already know about,
since some changes have to be filed separately rather than through
the statement itself
- Save a clean copy of the current details as a PDF for the client to check
Attach the PDF of the current details to this task so it carries through to the client.
- If the code has expired or is missing, request a new one before going any further,
as it is posted to the registered office and that takes time you may not have.

**Handover: a PDF of the company's current registered details, 
plus a note of any changes we already know about, pass to the client
for confirmation.**

Step 2: Check and confirm your company details (client-facing)

ℹ️ The client's confirmation is the whole point of the filing, so this step is written to them and asks a direct question.

Participants: Client Contact (assignee), Administrator (oversees and answers questions)

Outcomes: Details confirmed → Step 3 · Something needs changing → Step 1 (loop)

Guidance (shown to the client): copy and paste this...

**Your annual confirmation statement is due**

We need you to confirm your details are still correct.

Every company has to confirm once a year that the information Companies House
holds about it is correct. 

We've attached a copy of what is currently on the public register for you.

Please check: 
- The **registered office address** and where the company keeps its records
- The **directors**, and their service addresses
- The **people with significant control**
(usually anyone holding more than 25% of the shares or votes)
- The **shareholders and share capital**
- What the company **does**, described by its classification code

If anything is out of date leave a comment telling us  what changed and when
Please come back to us by *[insert date]* so we can file in good time. 

This deadline is not one to miss: filing late is an offence
for the company and its directors.

Not sure whether something counts as a change? Leave a comment and we'll check it with you.

Step 3: File the statement with Companies House (internal)

ℹ️ The filing itself, plus any separate forms the client's changes have triggered.

Participants: Administrator (assignee), Reviewer (signs off changes to the register)

Outcomes: Filed and accepted → Step 4 · Rejected or a form is needed → Step 1 (loop)

Guidance (shown to your team): copy and paste this...

File the confirmation statement:

- File through your company secretarial software,
or directly with Companies House using the  authentication code
- File any separate forms first where a change has to be notified in its own right,
for example a change of registered office, a director appointment or resignation,
or a change to the people with significant control,
 since the statement confirms the register rather than updating it
- Have the reviewer check anything that changes the register before it goes
- Save the filing confirmation
 
 If the filing is rejected, or the client's answer has turned up a change
 that needs a form we've not drafted, choose **Rejected or a form is needed**
 to go back to step 1 and prepare it again.
 
 **Handover: the filing confirmation and the accepted statement date pass to the closing step.**

Step 4: Record the filing and confirm it is done (internal)

ℹ️ Closes the job, files the evidence, and makes sure the client knows it is dealt with for another year.

Participants: Administrator (assignee), Client Relationship Owner (told the filing is done)

Outcomes: Confirmation statement complete → End

Guidance (shown to your team): copy and paste this...

Close out the filing:

- Save the filing confirmation to the client file
- Update the client record with the statement date and the next due date
- Update our records with any changes the client confirmed
- Confirm to the client that the statement has been filed and accepted,
 and tell them when the next one is due
- Check the fee has been raised if this work is billed separately

Documents: Nothing carries forward past this point.

Notes for whoever configures this

• Both loops go back to step 1, because that is where preparation lives. A change the client reports and a rejected filing both need the same thing: forms drafted and details re-checked. Decide whether you would rather have a short dedicated step for filing an individual change form, if your firm handles many of them.
• The reviewer only really earns their place on changes. Step 3 carries a reviewer because a change to directors, share capital or people with significant control alters the public register. If a statement has no changes at all, the reviewer is oversight rather than sign-off. Drop the role if your firm does not require a second pair of eyes.
• The deadline is the constraint. The work here is a couple of hours spread across two weeks. The suggested days are built backwards from the filing deadline on day 14, so if you start the workflow later than 14 days out, compress everything rather than keeping the gaps.
• Keep the authentication code off the workflow. It is the credential that lets anyone file against the company. It belongs on the client record and should never be pasted into guidance, a comment, or a task that carries forward.