A change of company secretary should transfer the company's records and filing responsibilities as well as the appointment itself. The most avoidable risk is a gap in which each provider assumes the other is handling a deadline.
Agree the handover date and scope Confirm the outgoing service's end date and the new secretary's appointment. Check that the replacement meets the eligibility requirements. Review the old agreement for access to records, outstanding work and any legitimate handover charges.
Request the statutory registers, filings, receipts, resolutions and current compliance calendar. Obtain a list of unresolved matters and upcoming deadlines. Keep copies under the company's control rather than relying entirely on a provider's portal.
Make the required notification Use the relevant Registry officer form and current filing instructions. Ensure the effective dates reflect the actual appointment and cessation. A paid invoice from a new service provider is not itself proof that the official change was filed.
Tell the rest of the team Notify directors, the accountant and anyone responsible for official mail. If the registered office is changing too, treat that as a separate item with its own notification and mail continuity plan.
For example, an annual return falling shortly after the handover needs an explicit named owner. Ask whether the old secretary has prepared it, whether the new secretary will file it and where the submission receipt will be stored.
Complete the transition only when the new provider confirms receipt of the necessary records and the company has retained evidence of the appointment and notification. This protects continuity while allowing the founder to change service providers.
Sources and scope
General information, not advice for your individual legal or tax position. Confirm current requirements with the relevant authority or provider.