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
If your company has decided to bring in a secretary, form AP03 is the document Companies House expects to see. It's the notification that formally records the appointment on the public register. Private limited companies in England and Wales are not actually required to have a secretary, but many still choose to appoint one to share the administrative load and keep compliance tidy.
Public companies are a different matter: the role is mandatory and the person appointed must meet specific qualification criteria. This page walks through what a company secretary actually does, when and how to file an AP03, and the practical points directors often ask about before making the appointment.
If you have questions that are particular to your situation, you can book a call with an experienced legal adviser further down this page.
What this document is
Form AP03 is the Companies House filing used to notify the registrar that a person has been appointed as secretary of a company. It sits within the wider framework of the Companies Act 2006, which places duties on directors to keep the public register accurate and up to date whenever officers of the company change.
The form captures the basic facts: the company name and number, the date the appointment took effect, the secretary's name, and a service address. Where the secretary is an individual, there is a consent confirmation on the form. Where the secretary is a corporate body (a firm rather than a person), form AP04 is used instead.
The appointment itself is typically made by a board resolution, with the AP03 being the administrative step that follows. Filing can be done on paper or online through the Companies House WebFiling service, and the details submitted will appear on the public register once processed.
Getting the filing in promptly matters: directors have a statutory duty to notify the registrar of changes within a set timeframe.
How to use this document
Check whether you actually need a secretary. Private companies can operate without one, so the first question is whether the appointment is genuinely helpful or whether the duties can sit with a director or external agent. Public companies must have a qualified secretary, and the qualification requirements are stricter.
Pass a board resolution to make the appointment. The directors should formally agree the appointment at a board meeting, or by written resolution if the articles permit. Record the decision in the minutes, including the effective date of appointment and the terms on which the secretary is engaged if they differ from a standard role.
Gather the information needed for form AP03. You'll need the company number, the full name of the person being appointed, any former names used in the last 20 years where relevant, their date of birth, a service address, and their usual residential address. The residential address is kept on a protected part of the register and is not publicly displayed.
Submit the AP03 to Companies House. You can file online through WebFiling, which is generally faster, or post a paper form to the Companies House address shown on the form itself. Online filings usually process within a working day, while paper filings take longer. Confirm the filing has been accepted before treating the appointment as recorded on the register.
Update your internal registers and records. Companies are required to keep a register of secretaries, and this should be updated to match what's been filed. Also tell anyone who needs to know (your accountant, bank, and advisers) so correspondence reaches the right person going forward.
Q Does a private limited company have to appoint a secretary?
No. Since the Companies Act 2006 came into force, private limited companies in England and Wales are not required to have a secretary. Many still choose to appoint one because the role can be useful for managing filings, maintaining registers, and handling governance tasks. If no secretary is in place, the duties fall on the directors themselves.
Q What's the difference between form AP03 and AP04?
AP03 is used when the new secretary is an individual person. AP04 is the equivalent form where the secretary being appointed is a corporate body, such as a company secretarial firm or another limited company. The information required differs slightly because a corporate secretary has a registered office and company number rather than personal details.
Q How quickly does the appointment need to be filed?
The Companies Act requires directors to notify the registrar of changes to the company's officers within a short window after the change takes effect. In practice, filing promptly after the board resolution is the safest approach. Delays can lead to the register being inaccurate, which is something directors have a personal duty to avoid.
Q Can I file form AP03 online?
Yes. Companies House WebFiling lets you submit AP03 electronically, which is usually the fastest route. You'll need the company's authentication code to log in. Paper filing is still an option if you prefer, but it takes longer to process and leaves more room for rejection if the form isn't completed correctly.
Q Does the secretary need specific qualifications?
For private companies, there are no formal qualification requirements. For public companies, the position is more regulated and the directors must be satisfied the person has the knowledge and experience, or a relevant professional qualification, to carry out the role. This reflects the heavier governance expectations placed on listed and public companies.
Q Will the secretary's home address appear on the public register?
No. The AP03 asks for both a service address and a usual residential address, but only the service address is shown publicly. The residential address is kept on a separate, protected part of the register. Many secretaries use the company's registered office as their service address to keep personal details private.
Q Can a director also be the company secretary?
In a private company, yes, a director can also hold the role of secretary. The position of sole director and sole secretary held by the same person isn't permitted, though, so there needs to be at least one other person involved. In public companies, the roles are usually kept separate to support proper governance.
Deciding who should hold the secretary role, and what their responsibilities will look like day to day, often throws up practical questions before you file the AP03. An experienced legal adviser can talk through how the role typically works and what to think about based on what you describe on the call.
✓A clear explanation of what a secretary's role involves for what you describe
✓Practical perspective on whether the appointment fits your company's setup
✓Plain-English answers to your specific questions about the filing
✓What to watch out for when recording the appointment in your registers
Personal call · For information only · Independent advisers
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.
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.
