The short answer: the more organised your records are, the faster and cheaper the work tends to be. Bring your bank statements, your sales and purchase records, and any letters from HMRC. Here is a checklist for each type of client.
For everyone
- Photo ID and proof of address (we need to identify you before we act for you)
- Your National Insurance number and Unique Taxpayer Reference (UTR), if you have one
- Your permission for us to act for you with HMRC (we will guide you through this, and you should never share your passwords)
- Any letters or emails from HMRC or Companies House
- Your last set of accounts or tax return, if you are changing accountant
Sole traders
- Business bank statements for the whole tax year (6 April to 5 April)
- Sales invoices, or a record of all money coming in
- Receipts and invoices for business costs
- Mileage records, if you use your own vehicle for business
- Details of any equipment bought, and any money taken out for personal use
Limited companies
- Company bank statements for the accounting year
- Sales and purchase invoices and receipts
- Payroll records, if you pay yourself or anyone else
- VAT returns, if you are VAT registered
- Loan, lease and hire purchase agreements
- Details of dividends paid and any director's loan account
- Your company number and Companies House authentication code, so filings can be made
Landlords
- Rent received for each property
- Invoices for repairs, agent fees, insurance and other costs
- Mortgage interest statements
- Dates when properties were bought, sold or let
Personal details for a tax return
- P60s, P45s and payslips, if you also have a job
- Bank and building society interest, and dividend statements
- Pension contributions and charity donations
- Student loan and child benefit details
How long to keep your records
Sole traders need to keep business records for at least five years after the 31 January submission deadline for the relevant tax year. Limited companies must keep accounting records for six years from the end of the last financial year they relate to, and longer in some situations. See gov.uk for the detail.
Tips that save time
- Send records digitally, in date order, in clearly named folders.
- Use accounting software such as Xero or QuickBooks and let it read your bank feed.
- Keep business and personal money separate.
- Tell us early about anything unusual, such as a large purchase, a new loan or selling an asset.
- If you have lost receipts, say so early. We can explain your options.
Sources: gov.uk, record-keeping guidance for sole traders and limited companies, checked 24 September 2026.
Common questions
What if I have lost some receipts?
Tell us as early as possible. We can often use bank statements and other evidence, and we will explain what is and is not acceptable.
Can I just send you my bank statements?
Bank statements are the starting point, but we also need to know what each payment was for, and we need your sales and purchase invoices. We will tell you exactly what is needed.
Do I need to bring everything at once?
No. Many clients send records regularly through the year, which spreads the work and avoids a rush at deadline time.
General information only, not personal advice. Tax rules, rates and thresholds change, so check gov.uk or speak to us about your own situation.