--- title: "Shareholder register: what it is and how to create one" id: "5711" type: "post" slug: "what-is-a-shareholder-register" published_at: "2020-07-10T08:58:31+00:00" modified_at: "2020-07-10T08:58:31+00:00" url: "https://seedlegals.com/resources/what-is-a-shareholder-register/" markdown_url: "https://seedlegals.com/resources/what-is-a-shareholder-register.md" excerpt: "We explain what a shareholder register is (aka register of members) and why all UK companies need one." taxonomy_category: - "Startup Guides" --- 5 min read Expert reviewed This article has been fact-checked by a SeedLegals subject matter expert. [Meet our experts](https://seedlegals.com/authors-and-experts/) and learn more about our review process and quality assurance in our [editorial policy](https://seedlegals.com/editorial-policy/) # Shareholder register: what it is and how to create one Published: Jul 10, 2020 Updated: Aug 20, 2026 Contents [What is a shareholder register?](#what-is-a-shareholder-register) [Is a shareholder register a legal requirement?](#is-a-shareholder-register-a-legal-requirement) [Who maintains the register of shareholders?](#who-maintains-the-register-of-shareholders) [How is a shareholder register formatted?](#how-is-a-shareholder-register-formatted) [Do you need to tell Companies House if shareholder information changes?](#do-you-need-to-tell-companies-house-if-shareholder-information-changes) [Who can view a company’s shareholder register?](#who-can-view-a-companys-shareholder-register) [How to create a shareholder register](#how-to-create-a-shareholder-register) [Talk to our experienced team](#talk-to-our-experienced-team) [Kaylin Sullivan](https://seedlegals.com/resources/author/kaylin/) [The Companies Act 2006](https://www.legislation.gov.uk/ukpga/2006/46/contents) refers to it as a register of members, but most people call this document a shareholder register. It’s a legally required document that all companies in the UK must keep. In this article, we’ll go into detail about what a shareholder register is and why you need one. We’ll also tell you how to create and manage your own. ## What is a shareholder register? A shareholder register (aka register of members) is a record of all the active and former owners of a company’s shares. A shareholder register includes the following details: - Personal details of the shareholder such as name and address - How many shares each shareholder owns - Class (or type) of shares the shareholder owns - Price they paid or that was agreed to be considered as payment for the shares (for example, if the shareholder “paid” for the shares by providing services to the company) - Date they became a shareholder and the date they ceased to be a shareholder ## Is a shareholder register a legal requirement? Yes. Every company needs a shareholder register because it’s a legally required document. It’s one of [several statutory registers](https://www.gov.uk/government/publications/life-of-a-company-event-driven-filings) that a company must maintain, according to the Companies Act. ## Who maintains the register of shareholders? It’s the company’s responsibility to keep its own shareholder register. The directors (or the company secretary if the company has appointed one) are the ones who are legally responsible for maintaining it but the task is often delegated to a third party, for example, the company’s accountant. The shareholder register must be kept up to date to ensure that all past and current shareholders are recorded. It shows the number of shareholders in each class of shares and acts as proof of ownership. Anyone can ask to inspect your shareholder register and request copies of it at any time, so it must be kept available for inspection at your company’s registered office or a [Single Alternative Inspection Location (SAIL)](https://ewf.companieshouse.gov.uk/help/en/stdwf/glossaryHelp.html#:~:text=The%20SAIL%20(Single%20Alternative%20Inspection,is%20notified%20on%20form%20AD03.) . The register can be kept in hard copy or electronically but, if it’s kept electronically, it must be capable of being reproduced in hard copy form. You can no longer choose to keep your register of members on the public register maintained by Companies House. Since 26 January 2026, all companies must maintain their own register of members. If your company previously kept its register at Companies House, you’ll need to create and maintain your own register and keep it at your registered office. **Important:** Failing to comply with the requirements is a criminal offence. If you don’t keep your shareholder register up to date, Companies House can fine the company and every director and officer of the company who is in default. ## How is a shareholder register formatted? There is no prescribed format that you have to follow, so you’re free to choose how to present the information as long as you include all the required details. Most shareholder registers are kept electronically and compiled in a simple table format, with one column dedicated to each category of information that is required to be included (name and address of the shareholder, class of shares, number of shares, nominal value, the price paid on the shares, etc). The shareholder register can also be divided into share classes, under which the shareholders in that class are listed in alphabetical order, usually by last name. The register must always include details of their most recent address for contact purposes. The shareholder register will detail the history of all shares issued to shareholders over the past decade, or sometimes even longer. Even if a shareholder sells all their shares and is no longer involved with the company, their details will remain on the register and they can only be removed after at least 10 years have passed since they ceased to be a shareholder. The register will also provide information about the transfer of shares, including the name of the person they were transferred to. When someone buys shares, they only legally become a shareholder when their details have been entered into the register, so it’s important that you remember to update it as soon as possible. ### Manage your shareholders with ease ✔ Issue and transfer shares ✔ Manage your cap table ✔ Create share certificates [Start free](https://auth.seedlegals.com/oauth2/register?client_id=b637d0cd-ed28-4c89-b25d-ab7bac0c1a9d&tenantId=6586e0bc-1d4b-ee88-2f82-7cbaa0189308&scope=openid&response_type=token%20id_token&redirect_uri=https%3A%2F%2Fapp.seedlegals.com%2Fen%2Fcallback) ## Do you need to tell Companies House if shareholder information changes? Yes. When you first incorporate your company, you’ll give Companies House details of the company’s initial shareholdings. Below is a snapshot of the paper application to register a company [(IN01)](https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/1090526/IN01-V8.0.pdf) : After incorporation, you’ll have to tell Companies House if there are any changes to shareholder information. The shareholder information you’ll need to file at Companies House includes details such as: - Shareholder name (address does not need to be included in the confirmation statement) - Class of share - Number of shares held at confirmation date - Number of shares transferred and the date the transfer was registered in the register of members (if relevant) You only have to do this once a year when you file the confirmation statement (CS01). If there is a share transfer or if the company issues new shares halfway through the confirmation period, you don’t have to file the updated shareholder information straight away and you can wait until your next confirmation statement is due. **Important:** You don’t need to keep a separate register of people with significant control (PSCs). PSC information is held by Companies House, so you’ll need to tell Companies House who your PSCs are and keep their details up to date. This only applies to people who qualify as PSCs. You don’t need to report changes to the contact details of other shareholders to Companies House. ## Who can view a company’s shareholder register? According to the Companies Act 2006, anyone can ask to look at – and request a copy of – a company’s shareholder register. It’s not just the company’s shareholders who have a right to inspect the register, members of the public can request to see it too. If someone asks to view your shareholder register, they must give details on their purpose – why they want to view it – and how they will use the information. They must also confirm whether the information will be disclosed to any other person and, if so, confirm their identity and the purpose for which the information is to be used by that person. You can either grant access or ask a court to decline the request if you believe the request was not made for a proper purpose. You must decide on how to proceed within five working days of the request. There’s relatively little guidance on what courts would decide is ‘proper purpose’ and the assessment will be made on a case-by-case basis. In the case of a shareholder, the purpose should generally relate to the shareholders’ interest in that capacity and/or the exercise of their rights as a shareholder. For example, a shareholder could ask to inspect the register to assess whether a share transfer has been made without following the pre-emption process in the company’s articles of association. Legitimate requests from members of the public could involve, for example, investigations about corporate impropriety. ## How to create a shareholder register You can create and maintain a shareholder register yourself. There’s no set format, but you need to include the information required by the Companies Act and keep the register up to date. Your accountant or company secretary may be able to do this for you. Your company must keep its own register of members. You can keep it electronically, but you must be able to reproduce it in hard copy. You’ll also need to keep it available for inspection at your registered office or another permitted inspection location. ## Talk to our experienced team Got more questions about your shareholder register, shareholders or [cap table](https://seedlegals.com/start/cap-table/) ? We’re always happy to help. Hit the chat bubble to talk to one of our experts or book a free call with our team below. Get the free funding playbook Get the latest insights from our funding experts, the steps to follow and how to take cash quickly with agile funding. Related articles [– Cap Table: What it is and why you need one](https://seedlegals.com/resources/cap-table-what-it-is-and-why-you-need-one/) [– Shareholders Agreements: the complete guide for UK startups](https://seedlegals.com/resources/shareholder-agreement/) [– E-filing with Companies House: a step-by-step guide for startups](https://seedlegals.com/resources/stop-printing-get-e-filing-with-companies-house/) ## Related posts [5 min read Cap Table: What it is and why you need one A capitalisation table shows who owns what in a company. We explain what a cap table is, why startups need one, and the ... Suzanne Worthington](https://seedlegals.com/resources/cap-table-what-it-is-and-why-you-need-one/) [5 min read Incorporated your company with the wrong number of shares? Here's how to fix that Why it's important to incorporate with the right number of shares There are two considerations when thinking about how ... 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