An authorised corporate service provider remains responsible for the identity-check standard even when it buys a verification tool. A green result from a vendor is evidence, not the whole decision file.
Who needs to deal with this
For a company team, the useful question is not whether a task appears on a calendar. It is whether the UK record can be matched to the correct entity, responsible person and filing evidence.
A note saying “done” tells the next case owner very little. The file should at least identify who was in scope, which version was used, when the action was taken and what the authority returned.
A working checklist
These four points can sit directly in the working paper, each tied to a filename or confirmation number.
- Collect the required personal information and address history.
- Record which identity evidence was checked and whether it was current.
- Document how the evidence was tested for authenticity and ownership.
- Keep the decision and supporting copies for the required retention period.
Do not lose this distinction
Outsourcing the technology does not outsource the conclusion. The agent must be able to explain why the method met the Companies House standard.
What should survive a handover
Store the vendor result together with the original evidence list, reviewer notes, date, method and final decision. Set a destruction date, but suspend deletion if a complaint or investigation is open.
The handover note can be short, but it should name open items, deadlines and owners. The next case owner should not have to infer progress from email.
Publication date: 2026-09-02; editorial review date: 2026-09-14. The publication date completes the website category timeline; sources were checked on the editorial review date. This article is based on public information from Companies House and provides general information, not legal, tax, immigration, education or financial advice. Recheck the official page and account notices before acting on a particular case. Source: Companies House.