What paperwork do I actually need when paying myself dividends from my limited company?

Yes, even as the only director and shareholder, the paperwork still matters — HMRC can ask for it during an inquiry. Here's the checklist:

First, confirm there's enough profit. Dividends can only come from available profits — current and previous years' retained profits after Corporation Tax. Paying more than that is an "unlawful dividend" and you can be made to repay it.

Second, declare each dividend formally. Hold a directors' meeting to "declare" the dividend and write up minutes — GOV.UK is explicit that you must do this even if you're the only director.

Third, prepare a dividend voucher for every payment. GOV.UK requires a voucher for each dividend showing: the date, the company name, the names of the shareholders being paid, and the dividend amount. Give a copy to each recipient and keep one in the company's records. One voucher per payment — a single voucher covering several payments won't do.

Fourth, keep everything for at least 6 years, HMRC's standard requirement for company records.

On your last question: dividends appear in both places. The company records them in its accounts, and you personally declare the dividends received on your Self Assessment — tax is due on amounts above the £500 dividend allowance.

Amelia's checklist is exactly right — let me add the practical bit that catches people out: the profit-sufficiency check, with numbers.

Worked example: your company has £40,000 of retained profits after Corporation Tax. You've already taken £35,000 in dividends this year and want another £10,000. That's £45,000 total against £40,000 available — the last £5,000 would be an unlawful dividend and you'd have to repay it. The check is against distributable profits at the moment you declare, not what you expect to earn later in the year. If you declare interim dividends before your year-end accounts are final, keep the management figures you relied on — that's your evidence if HMRC asks.

The other trap is timing. Dividends count toward the tax year in which you receive them, so a £20,000 dividend paid on 3 April lands in a different tax year than one paid on 30 March. With the dividend allowance at £500 and 2026/27 rates at 10.75% (basic), 35.75% (higher) and 39.35% (additional), straddling 5 April can shift which band you land in. A quick projection before you declare can save real money.