Keeping company records
The business and financial records companies must keep
All companies in New Zealand need to keep and maintain records about their company and how it's managed. These include company records (such as meeting minutes) as well as financial records and the company's share register.
Why records are important
Depending on the nature of your business, you'll need to report to various government agencies about your business activities. Use the Compliance matters tool to find out what your reporting obligations are.
How long you must keep company records
You must keep the following records for 7 years—
- minutes of board and committee meetings
- written communications with shareholders, including emails
- resolutions
- certificates issued by directors
- copies of all financial statements
- a record of the assets and liabilities of the company.
There are also financial records you must keep for 7 years, including—
- copies of all financial statements
- a record of the assets and liabilities of the company, and
- accounting records, such as—
- bank statements showing money received and spent each day
- invoices for all the services you provided or goods you bought.
Meeting minutes and resolutions
You need to keep a record of minutes from board and committee meetings, as well as resolutions from shareholders.
Company constitution
If your company has a constitution, a copy of that constitution must be kept at your company's registered office.
After you incorporate a company, you might decide to amend your constitution or adopt one. Your board must notify us within 10 working days if you adopt, alter or revoke your constitution.
Financial records and audit statements
A company's financial records must—
- record and explain the company's transactions
- comply with generally accepted accounting practice (GAAP).
The board of a company is responsible for ensuring the company keeps accounting records. The financial records should be readily available and properly audited if required.
Share register
A company must maintain a share register that records—
- the shares issued by the company
- an alphabetical list of the shareholders' names with their residential addresses or registered office, if they're a company
- the number of shares each shareholder owns and,
- any restrictions or limitations on the transfer of shares and where to find the details.
You also need to keep a record for the last 10 years of—
- all shareholders
- details and dates of any repurchase or redemption of shares for each shareholder
- details and dates of any transfer of shares by each shareholder.
Other guides in
Complying with the law
- Keeping company records
- Reporting to the Companies Office
- Company meetings
- How to file an annual return
- Reporting to the Companies Office
- Who needs to submit financial statements
- What it means to be a director
- Banned directors
- What it means to be a shareholder
- How we enforce the law
- Making a complaint