---
title: How Long Must a UK Company Keep Accounting Records? 2026
description: "**A UK limited company should normally keep its accounting records for at least six years from the end of the financial year they relate to.** Some records need to be kept longer where a transaction remains relevant, the company submits…"
url: "https://www.accountingfirms.co.uk/knowledge-bank/how-long-should-a-company-retain-its-accounting-records/"
updated: "2026-08-12"
category: Bookkeeping
---

# How Long Must a UK Company Keep Accounting Records? 2026

**A UK limited company should normally keep its accounting records for at least six years from the end of the financial year they relate to.** Some records need to be kept longer where a transaction remains relevant, the company submits a late return, HMRC has opened an enquiry or another law imposes a different period.

## What is the standard company rule?

Companies must keep records that explain their transactions and financial position and enable statutory accounts to be prepared. GOV.UK states that company accounting records normally need to be retained for six years from the end of the last company financial year they relate to.

## When should records be kept longer?

- a transaction covers more than one accounting period;
- the company acquired an asset expected to last more than six years;
- the Company Tax Return was filed late;
- HMRC has started a compliance check or enquiry;
- the company has brought-forward losses, capital allowance pools or claims supported by older evidence;
- contracts, deeds, property documents or insurance requirements specify a longer period;
- the records relate to an unresolved dispute or legal claim.

Do not automatically delete an asset’s acquisition evidence after six years if it will be needed to calculate a later disposal gain or establish ownership.

## Retention periods at a glance

| Record type | Typical minimum |
| --- | --- |
| Limited-company accounting and Corporation Tax records | Normally 6 years from the end of the relevant financial year |
| VAT records | Normally at least 6 years; some schemes differ |
| PAYE records | Normally 3 years from the end of the relevant tax year |
| Workplace pension records | Usually 6 years, with a shorter period for opt-out notices |
| Company statutory registers and constitutional documents | Keep for as long as required under company law; many are permanent records |

These periods overlap but are not interchangeable. A payroll document may also form part of the accounting evidence supporting company accounts and therefore justify longer retention.

## What accounting records should be retained?

- sales invoices, contracts and other income evidence;
- supplier invoices, receipts and expense claims;
- bank, card, loan and finance statements;
- cash-book and petty-cash records;
- payroll journals and payments;
- VAT records and submitted returns;
- asset purchases and disposal evidence;
- stock counts and valuation workings;
- ledgers, trial balances, journals, reconciliations and year-end working papers;
- annual accounts, tax computations and filing acknowledgements.

## Can records be stored digitally?

Usually yes. Digital records and scanned source documents should be complete, readable, secure and available throughout the retention period. Maintain backups and an audit trail. Keep an original where it has separate legal significance, such as a deed, certificate, signed guarantee or document required by another regulator.

See our [digital versus paper bookkeeping records guide](/knowledge-bank/do-i-need-to-keep-paper-records-for-bookkeeping/).

## Who is responsible?

Company directors are responsible for ensuring adequate records are kept, even when an employee, bookkeeper or accountant maintains them. A service provider’s software access should not be the company’s only route to its historical data. Agree how records will be exported and returned when an engagement ends.

## What happens if records are inadequate?

Companies House states that a company can be fined £3,000 or a director disqualified for failing to keep accounting records. Poor records may also lead HMRC to estimate liabilities, deny unsupported claims, charge penalties or extend an enquiry.

## Secure disposal checklist

1. Confirm the applicable legal, tax and contractual periods.
2. Check for open enquiries, disputes, losses and long-life assets.
3. Document the retention policy and deletion approval.
4. Shred confidential paper and securely erase digital copies and backups.
5. Preserve permanent company records and evidence still needed for later transactions.

## Official guidance

- [GOV.UK: company and accounting records](https://www.gov.uk/running-a-limited-company/company-and-accounting-records)
- [HMRC: VAT record keeping](https://www.gov.uk/vat-record-keeping)
- [HMRC: PAYE record keeping](https://www.gov.uk/paye-for-employers/keeping-records)

*This is general guidance; obtain advice before deleting records relevant to a tax enquiry, asset or legal dispute.*