UBO Register Guide: How to Notarise Beneficial Ownership Documents Online in the UK

Identifying who truly owns or controls a company is a legal requirement in many jurisdictions, including the UK. This information is recorded in the UBO register, a statutory record of individuals with significant influence over a business. While maintaining this register is part of routine corporate compliance, there are cases where the information must also be notarised, particularly for cross-border transactions or legal procedures. This guide covers what the UBO register includes, when notarisation is needed, and how the process can be completed entirely online with Legitify.

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What Is a UBO (Ultimate Beneficial Owner)?

A UBO is a person who ultimately owns or controls a company. In the UK, these individuals are referred to as Persons with Significant Control (PSC). A person is considered a UBO if they:

• Own more than 25% of shares or voting rights
• Hold the right to appoint or remove a majority of directors
• Otherwise exercise significant influence or control over the company

Identifying your UBOs is a legal obligation and a key part of corporate transparency and anti-money laundering compliance.

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Why UBO Registration Matters

Recording your UBOs isn’t optional. UK law requires companies to identify their PSCs, record them in a statutory register, and file the information with Companies House. UBO registration plays an essential role in:

• Complying with the Companies Act 2006
• Meeting anti-money laundering (AML) obligations
• Ensuring transparency for banks, partners, and regulators
• Supporting due diligence processes during fundraising, acquisitions, or licensing

Failure to maintain or update the register can result in penalties or legal consequences for the company and its officers.

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What Is the UBO Register?

The UBO register (PSC register) is an official company record that contains the following information for each person with significant control:

• Full name
• Month and year of birth
• Nationality
• Country of residence
• Service address
• Nature and extent of control
• Date they became a PSC

This register must be created during company formation, updated within 14 days of any changes, and confirmed annually through the company’s confirmation statement.

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How to File the UBO Register with Companies House

Once you’ve identified your company’s UBOs (PSCs), you must report this information to Companies House.

Here’s how the filing process works:

1. Create your internal PSC register as part of your statutory records.
2. Submit PSC details to Companies House during incorporation using the IN01 form.
3. Record any changes in your internal register within 14 days.
4. Notify Companies House of those changes using the PSC01 to PSC09 forms within the next 14 days.
5. Confirm everything annually in your confirmation statement (CS01).

If no one meets the criteria to be a PSC, this must still be recorded and reported.

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Which Companies Must Maintain a UBO Register?

The requirement applies to nearly all companies registered in the UK, including:

• Private limited companies (Ltd)
• Limited liability partnerships (LLPs)
• Overseas entities with UK operations

Publicly listed companies are exempt due to existing transparency obligations.

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When to Notarise the UBO Register

Notarisation may be required in specific cross-border situations where foreign institutions or authorities request official, certified proof of company ownership and control. In these cases, a notarised extract or copy of your UBO (PSC) register is necessary to verify its authenticity.

Scenarios include:

• Opening a business bank account in a foreign country
• Registering a branch or subsidiary outside the UK
• Legal or regulatory proceedings abroad
• Due diligence by international investors or partners
• Applications for licenses, permits, or public tenders in other jurisdictions

Notarisation adds an official layer of verification, confirming the authenticity of the documents and the identities of the signatories involved.

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Other UBO Documents That May Require Notarisation

In addition to the UBO register, various related documents may also need notarisation to satisfy foreign compliance requirements. These include:

• UBO declaration forms
• Shareholding summaries or ownership charts
• Incorporation documents (such as the certificate of incorporation, memorandum of association, and articles of association)
• Signed ownership statements or declarations

Some jurisdictions may also require an apostille to make the notarised document valid internationally.

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How to Notarise a UBO Document Online with Legitify

With Legitify, you can complete the entire notarisation process remotely, without needing to attend in-person appointments.

Here’s how it works:

1. Create your account on app.legitify.eu 
2. Verify your identity through Legitify’s secure ID process
3. Upload your UBO document
4. Select additional options like apostille or courier delivery, if needed
5. Schedule your online appointment based on your availability
6. Join the online session with the notary
7. Download your notarised document or receive it by courier, if selected

The process is legally valid, GDPR-compliant, and supported across multiple countries.

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Why Use Legitify?

Legitify is built for businesses that need to move fast and stay compliant, especially when operating internationally. Here’s how Legitify helps simplify the notarisation of UBO documents:

• Fully online notarisation process: Complete the entire process remotely, with no need for travel or in-person appointments.
• Legally recognised across borders: Compliant with EU, UK, and international standards, making it suitable for cross-border use
• Fast turnaround: Documents are notarised efficiently to help you meet tight deadlines and keep operations moving
• Secure and compliant: All data is encrypted and aligned with data protection regulations to ensure confidentiality and legal validity
• Apostille support available: Request an apostille directly through the platform for documents that require international validation

Whether you're managing international expansion, investor onboarding, or compliance checks, Legitify streamlines the notarisation process.

Need to notarise a UBO document online? Visit legitify.eu to get started.