Certificate of Incorporation UK: What It Is, What It Proves, and How to Use It for Notarisation

A full guide to UK Certificates of Incorporation — what they are, why they matter, and how they are used for corporate verification, international transactions, and notarisation. Wharf Notaries explains document requirements, digital and paper formats, and official references from GOV.UK and Companies House.

Certificate of Incorporation: What It Is and Why It Matters for Notarisation

A Certificate of Incorporation is an official document issued by Companies House confirming that a company has been legally registered in the UK.
It is often required for:

– International business transactions
– Opening overseas bank accounts
– Registering branches or subsidiaries abroad
– Tenders, procurement, and compliance checks
– Visa or investor applications
– Agreements requiring proof that a company legally exists

When used outside the UK, a Certificate of Incorporation typically needs notarisation, and depending on the country, an apostille or embassy legalisation.

In this guide, Wharf Notaries covers:

– What counts as a Certificate of Incorporation
– The difference between original and digital certificates
– What notaries look for when certifying company documents
– How to prepare your certificate for notarisation
– When an apostille or embassy legalisation is required
– Common mistakes to avoid

“A Certificate of Incorporation is the foundational proof that a UK company exists as a legal entity.”

Certificate of Incorporation

What Is a Certificate of Incorporation?

A Certificate of Incorporation is issued automatically by Companies House when a company is successfully registered under the Companies Act 2006.

It confirms:

– Company name
– Company number
– Date of incorporation
– Jurisdiction (England & Wales, Scotland, Northern Ireland)
– Whether the company is limited by shares, guarantee, or is unlimited
– Legal statement of incorporation under the Companies Act

The official issuer is:
Companies House – https://www.gov.uk/government/organisations/companies-house

Companies House maintains the only authoritative UK corporate register.

Types of Certificates of Incorporation

1. Standard Certificate of Incorporation

Issued automatically on formation and included in the company’s record.
This version includes:

– Company name
– Number
– Incorporation date
– Jurisdiction

2. Certificate of Incorporation on Change of Name

Issued when a company formally changes its registered name.
Notaries frequently certify these for foreign authorities.

3. Certified or “Duplicate” Certificates from Companies House

Companies House can issue certified copies on request:
https://www.gov.uk/government/publications/companies-house-certified-copies

These are often required for overseas use because they come with an official registrar’s signature.

“Foreign authorities often prefer a certified copy issued by Companies House, as it includes the registrar’s signature and official seal.”

What a Certificate of Incorporation Must Include

To be accepted for notarisation or apostille, your certificate must contain:

– The full company name
– Registered company number
– Date of incorporation
– Companies House emblem
– Registrar’s signature (for certified copies)
– Complete and unaltered pages

Paper and digital formats are both acceptable, but the format must be identifiable as an official Companies House document.

How Recent Should a Certificate of Incorporation Be?

A Certificate of Incorporation does not expire, because it records a historical fact: the company’s formation date.

However, many foreign institutions also require recent supporting documents, such as:

– A Current Appointments Report
– Certificate of Good Standing (typically must be less than 3 months old)
– Updated company extract

Certificate of Good Standing reference:
https://www.gov.uk/government/publications/companies-house-certificates-of-good-standing

Notaries frequently advise obtaining both documents together for overseas use.

“A Certificate of Incorporation never expires — but most foreign authorities require an additional document showing the company is still active.”

Certificate of Incorporation and Notarisation

When presented for notarisation at Wharf Notaries, your notary will:

  1. Verify the document directly through Companies House records

  2. Confirm that the PDF or paper copy is genuine

  3. Prepare a notarial certificate authenticating the document

  4. Affix the notary’s seal and signature

  5. Prepare it for apostille or consular legalisation if needed

If the certificate is intended for a country that is not part of the Hague Apostille Convention, embassy legalisation is required after the apostille.

(Details: https://www.gov.uk/get-document-legalised)

When a Certificate of Incorporation Is Not Enough

Foreign authorities often ask for additional corporate documentation, such as:

– Certificate of Good Standing
– Memorandum & Articles of Association
– Active company status confirmation
– A company extract from Companies House
– Director ID verification
– Shareholder structure documentation

If your Certificate of Incorporation is historic but the company has since made changes — e.g., name change, restructuring — you may also need:

– Certificate of Incorporation on Change of Name
– Latest confirmation statement

Your notary will advise which documents are required depending on the jurisdiction.

Foreign Use and Apostille Requirements

A Certificate of Incorporation used abroad usually requires:

✔ Notarisation

✔ Apostille from the FCDO

✔ Embassy legalisation (for non-Hague countries)

Common jurisdictions requiring notarised + apostilled company documents:

– UAE
– China
– Saudi Arabia
– Qatar
– Kuwait
– Vietnam
– South Korea
– South Africa
– Turkey

The apostille confirms the notary’s authority.
Legalisation (e.g., at the UAE Embassy) confirms the apostille.

Apostille reference:
https://www.gov.uk/get-document-legalised

Electronic Company Documents and Notarisation

For corporate documents, notaries generally accept:

✔ PDF documents downloaded directly from Companies House
✔ Digital incorporation certificates with embedded authentication
✔ Electronic certificates of good standing
✔ Printed PDF copies

Notaries cannot accept:

✘ Editable Word templates
✘ Screenshots of the Companies House summary page
✘ Documents missing the company number or date
✘ Incorporation certificates issued only by a formation agent unless they contain Companies House signatures

Common Mistakes to Avoid

  1. Using a formation-agent certificate instead of the official Companies House version

  2. Presenting screenshots instead of the official PDF

  3. Not including a Certificate of Good Standing when required

  4. Using an outdated name-change certificate

  5. Assuming a certificate alone is enough for overseas bank account opening

 

“Companies House documents must be downloaded in full — not copied or screenshotted — for notarisation.”

 

How Certificates Support AML and Corporate Due Diligence

Notaries are required to verify:

– The existence of the company
– The identity of its beneficial owners
– The authority of the person signing on behalf of the company

These requirements arise under the Money Laundering Regulations 2017:

A Certificate of Incorporation forms part of the due-diligence record, alongside:

– Confirmation statements
– Registers of members or PSCs
– Proof of director identity

Wharf Notaries keeps confidential records in accordance with the Faculty Office and LSAG AML Guidance.

Checklist: Preparing Your Certificate of Incorporation for Notarisation

Before your appointment, ensure:

– You have the official PDF or paper certificate
– The document clearly shows the company number and incorporation date
– Any name changes are supported by the corresponding certificate
– You bring additional documents if required (e.g. Certificate of Good Standing)
– You know whether you need apostille or embassy legalisation

Wharf Notaries can review your documents in advance.

Official UK References

Frequently Asked Questions About Utility Bills in the UK

A Certificate of Incorporation is the official document issued by Companies House confirming that a company has been legally formed under the Companies Act 2006.
It proves that the company exists as a legal entity and includes key details such as the company name, number, and date of incorporation.

This certificate is issued as soon as Companies House approves the company registration.
🔗 GOV.UK – About company registration: https://www.gov.uk/limited-company-formation

You receive a Certificate of Incorporation automatically when your company is successfully registered with Companies House.
If you register online, you receive it electronically (PDF).
If you register by post, you receive a printed certificate.

The certificate is issued whether your company is incorporated through:

  • Companies House directly

  • An accountant

  • A formation agent

If your certificate is lost or you need an additional copy, you can download or request one from Companies House.
You can obtain:

  • A free digital copy via Companies House online services, or

  • An official certified copy (paid service)

To get a copy:

  1. Search for your company on Companies House Service

  2. Select “Filing history”

  3. Download the Incorporation documents
    🔗 Companies House Service: https://find-and-update.company-information.service.gov.uk/

If you need a certified copy for overseas use, you can order it from:
🔗 Order certified documents: https://www.gov.uk/certified-copies-of-documents

For foreign authorities, you may also need:

Yes — every company registered with Companies House receives one, including:

  • Private limited companies (Ltd)

  • Public limited companies (PLC)

  • Limited liability partnerships (LLP)

  • Limited partnerships (LP)

Unincorporated businesses do not receive this certificate, e.g.:

  • Sole traders

  • Ordinary partnerships

Those businesses are not registered at Companies House and therefore have no certificate of incorporation.

The certificate issued at registration is free (included in the incorporation fee).
However, replacement or certified copies cost extra:

  • Digital copy – Free

  • Certified certificate – From £15 (standard) or £30 (same day)

  • Additional fees apply for older documents or multi-page certification.

🔗 Order certified copies – GOV.UK:
https://www.gov.uk/certified-copies-of-documents

A UK Certificate of Incorporation typically includes:

  • Registered company name

  • Company registration number (CRN)

  • Date of incorporation

  • Jurisdiction of registration (England & Wales, Scotland, Northern Ireland)

  • Type of company (e.g., Private Limited Company)

  • A statement that the company is formed under the Companies Act 2006

  • Companies House crest or authentication statement

These details provide legal proof that the company exists and is authorised to operate.

Ready to proceed?

If you need your Certificate of Incorporation notarised or apostilled, Wharf Notaries can verify your company documents, prepare notarial certifications, and arrange legalisation for overseas use.

Visit our Services page for a full overview, check our Fees, or contact us directly to book an appointment.

Contact Wharf Notaries