Register of Directors UK: Charity Trustee Records

Overview

The register of directors is an internal record every company incorporated in the UK must keep, setting out the people currently appointed to run the organisation. For a charity that has chosen the company limited by guarantee structure, the same individuals are typically both company directors under the Companies Act 2006 and charity trustees under charity law.

That dual role means the register serves a dual purpose: it satisfies company law duties and supports the transparency expected of a charity. The register is distinct from the public record held at Companies House, although the two overlap. Companies House holds the filed details of directors based on forms submitted by the company.

The register kept by the company itself is the authoritative internal list, and it must be kept up to date whenever someone is appointed, resigns, or has a change of personal details. Members of the company can inspect it for free, and members of the public may inspect it on request, though a reasonable fee can apply.

Key steps

1. Confirm who counts as a director. List every person formally appointed to the board, including anyone treated as a shadow director if they habitually direct how the board acts. For a charitable company, these people are almost always the trustees as well, so cross-check the list against your trustee records to make sure nothing has drifted out of sync.
2. Gather the required information for each director. For each person you need their full name and any former names used for business purposes, a service address, their usual country of residence, nationality, business occupation, date of birth, and the date they were appointed. Keep the residential address in the separate register of directors' residential addresses, which is not open to the public.
3. Set up the register in a format that works for you. The register can be kept in a bound book, in loose-leaf form, or electronically, provided entries are properly recorded and protected against tampering. Whichever format you choose, make sure it is clearly labelled, kept at the registered office or a single alternative inspection location notified to Companies House, and accessible when someone exercises their right to inspect.
4. Update the register whenever changes happen. Record new appointments, resignations, removals, and changes of personal details as soon as they occur. File the corresponding notifications with Companies House within the statutory timescales, and let the Charity Commission know about trustee changes through its online service. Keeping the two sets of filings aligned avoids awkward mismatches later.
5. Handle inspection requests properly. Members can inspect the register without charge. Non-members can inspect it on payment of a fee set under the Companies Act regulations, check gov.uk for the current amount. Requests must state the person's name, address, and purpose, and the company can apply to court if it believes the request is not for a proper purpose. Refusing a legitimate request can expose the company and its officers to penalties.

Common questions