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AP04 Form UK: Appoint Corporate Secretary Guide

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Part ofCompanies House Forms UK

Written by Brad Askew Solicitor (non-practising)
Brad is on the roll of solicitors of England & Wales but does not hold a practising certificate and does not provide legal advice.
Updated June 2026 · England & Wales
When a company decides to bring in a corporate body or firm to act as its secretary, rather than an individual person, Companies House needs to be told. Form AP04 is the mechanism for doing that. It records the appointment on the public register and ensures the company's statutory register of secretaries reflects reality. Getting this filing right matters because the secretary role carries real responsibilities: keeping statutory records in order, handling filings, and supporting the board on governance matters. On this page I'll walk through what AP04 is, when you need it, how it fits with the wider obligations under the Companies Act 2006, and the practical steps to complete and submit it. If anything about your situation feels uncertain, a short call with an experienced legal adviser can help you think it through before you file.

What this document is

Form AP04 is the Companies House form used to notify the registrar that a corporate entity, such as another limited company, an LLP, or a firm, has been appointed as secretary of a UK company. It differs from AP03, which is used when the new secretary is an individual person.

A corporate secretary is a legal entity that takes on the secretarial duties rather than a named human officer. Private companies are not generally required to have a secretary at all, but many choose to appoint one, and public companies must have one.

Where an appointment is made, the company has a short statutory window to tell Companies House. The form captures the appointed entity's registered name, registered office or principal address, any registration number, and where relevant, details of the legal form and governing law of the appointing body.

Once filed and accepted, the appointment appears on the public record and the company's register of secretaries should be updated to match.

How to use this document

  1. Confirm the appointment is properly made. Before filing anything, make sure the board has validly appointed the corporate body in line with the company's articles. Check whether a board resolution is needed, whether shareholder approval is required, and whether the appointed entity has consented to act. Keep a written record of the decision.
  2. Gather the required details. You will need the full registered name of the corporate secretary, its registered or principal office address, its registration number if it has one, and details of the legal form it takes and the law under which it is governed. For overseas entities, you will also need information about the register it appears on, if any.
  3. Complete form AP04. Download the current version of AP04 from gov.uk or use the Companies House online filing service where available. Enter the company's own details at the top, the date of appointment, and then the corporate secretary's full particulars. Double-check spellings and the registration number, as errors can cause rejection.
  4. Submit within 14 days. The company must notify the registrar within 14 days of the appointment taking effect. You can file on paper by post to Companies House or use WebFiling for faster processing. Online filing is usually accepted the same working day, whereas postal filings take longer.
  5. Update the internal register of secretaries. Filing AP04 does not, on its own, discharge all your obligations. The company must also update its own statutory register of secretaries to reflect the appointment. Keep this register at the registered office or at a single alternative inspection location notified to Companies House.
If you're dealing with this kind of situation, speak to an experienced legal adviser who can walk you through it — from £149.

Common questions

Q When should I use AP04 rather than AP03?
Use AP04 when the new secretary is a corporate body or firm, such as another company, an LLP, or a partnership. Use AP03 when the new secretary is a named individual person. The two forms capture different sets of particulars, so picking the wrong one will usually lead to rejection by Companies House and you will need to refile on the correct form.
Q Is my private company required to have a secretary at all?
Under the Companies Act 2006, private limited companies are not required to have a company secretary, although they can choose to appoint one. Public companies must have a secretary who meets certain qualification requirements. Even where there is no legal requirement, many private companies appoint a corporate secretary to handle filings, maintain registers, and support governance on a professional basis.
Q How long do I have to file AP04 after the appointment?
The company must notify Companies House within 14 days of the appointment. The clock starts from the date the appointment takes effect, not the date the paperwork is signed if those differ. Missing this deadline can amount to an offence by the company and its officers, so it's worth filing promptly, ideally through the online service for same-day processing.
Q Can an overseas company act as corporate secretary?
Yes, an overseas entity can be appointed as a corporate secretary in many cases, provided your articles do not restrict this. You will need to supply additional details on the form, including the legal form of the entity, the law governing it, and the register and country where it is registered, along with a registration number if one exists.
Q What happens if the information I file is wrong?
If you spot an error after filing, you should correct the record as soon as possible. Minor errors can often be fixed by filing a second form or by using the RP04 procedure for certain corrections. Leaving incorrect information on the public register can cause practical problems with banks, lenders, and counterparties, so it's best addressed quickly.
Q Do I still need to update the internal register of secretaries?
Yes. Filing AP04 notifies Companies House, but the company also has its own obligation to keep a register of secretaries at its registered office or at an alternative inspection location. The register must show the required particulars and be kept up to date. Both the public filing and the internal register need to be consistent.
Q Is there a Companies House filing fee for AP04?
Companies House does not charge a fee for appointment filings in most cases, but fees and processes can change, so check gov.uk for the current position before you file. If you use a third party formations agent or company secretarial service to file on your behalf, they may charge their own handling fee separate from anything Companies House takes.
If you're dealing with this kind of situation, speak to an experienced legal adviser who can walk you through it — from £149.

Sources

This guide is based on primary UK law and official guidance.

Brad Askew, Solicitor (non-practising)

Written & reviewed by

Brad Askew Solicitor (non-practising)

Brad is on the roll of solicitors of England & Wales but does not hold a practising certificate and does not provide legal advice. LegalDocuments.co.uk is not a law firm and does not provide regulated legal advice.

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Legal disclaimer
This article is for general information only. It is a tool to help you find your way — not legal advice, and not a substitute for speaking to a qualified adviser about your situation.