What Documents Do I Need for a Charity Commission Application?

Introduction

Registering a charity with the Charity Commission is an exciting milestone that turns your idea into a recognised organisation. It allows you to operate officially, gain access to funding, and benefit from tax reliefs. However, to get approved, you must provide specific documents that prove your charity is legitimate, well-structured, and ready to serve the public.

Preparing these documents carefully will make your application smoother and reduce the risk of delays. This article explains exactly what you need to include, why each document matters, and how to make sure your submission meets the Charity Commission’s standards.

Who Needs to Register with the Charity Commission

You must register with the Charity Commission if:

• Your organisation’s annual income is more than £5,000, or

• You are setting up a Charitable Incorporated Organisation (CIO), which must register regardless of income.

To qualify, your organisation must:

• Have exclusively charitable purposes

• Provide a clear public benefit

• Be run by at least three independent trustees

• Be based in England or Wales

The Essential Documents You Need

When you apply, the Charity Commission will ask for a range of documents that explain your charity’s purpose, structure, and finances.

1. Governing Document

Your governing document is the charity’s rulebook. It sets out how your organisation will operate and defines its legal structure. The type of document you need depends on your structure:

• Constitution for unincorporated associations or CIOs

• Trust deed for charitable trusts

• Memorandum and articles of association for charitable companies

Your governing document must include:

• Your charity’s name and objects (its charitable aims)

• Rules for appointing and removing trustees

• Procedures for meetings and decision-making

• How funds and property will be managed

• What happens if the charity closes

This document is legally binding, so it should be drafted carefully. You can use the Charity Commission’s model templates or seek advice from an accountant or solicitor.

2. Trustee Details and Declaration

The Commission requires a list of all trustees, including:

• Full name, date of birth, and contact address

• Confirmation of independence (trustees cannot be related in a way that creates conflicts of interest)

• A signed Trustee Declaration Form, confirming that each trustee understands their legal duties and is eligible to act

Trustees must be over 18 for a charitable company or CIO and over 16 for an unincorporated charity. They must not be disqualified due to bankruptcy, criminal convictions, or previous disqualification from trusteeship.

3. Financial Information or Accounts

You will need to show how your charity will be funded and how you plan to use the money. If you are already operating, provide:

• A recent set of accounts or financial statement showing income and expenditure

• Bank statements or records for the past 12 months

• Details of assets, such as property or savings

If you are a new charity, include financial projections showing expected income, expenses, and fundraising plans for at least one year. The Charity Commission uses this information to assess financial viability and ensure your funds will be used for charitable purposes.

4. Proof of Income

If your charity’s income exceeds £5,000, you must provide evidence such as:

• Bank statements

• Grant or donation letters

• Pledge agreements from donors

This proof confirms you meet the registration threshold. Without it, the Charity Commission will not approve your application.

5. Charitable Purposes and Public Benefit Statement

Your application must clearly explain what your charity aims to achieve and how it benefits the public. This section should:

• Describe your charitable purposes (such as relieving poverty, advancing education, or promoting health)

• Identify who will benefit and how

• Explain how you will deliver these benefits (for example, through events, grants, or services)

Be specific and avoid vague statements like “helping the community.” The Commission needs clear evidence that your work meets the legal definition of charity and provides genuine public benefit.

6. Bank Account Details

Your charity must have a bank account in its own name, not in the name of an individual or trustee. You will need to provide:

• The account name and number

• Bank or building society name and address

• A recent statement or letter confirming the account is active

This ensures donations and grants are managed properly and transparently.

7. Supporting Documents (if applicable)

Depending on your charity’s activities, you may need to include:

• Partnership or funding agreements with other organisations

• Lease or property documents if you own or rent premises

• Safeguarding policies if you work with children or vulnerable adults

• Insurance certificates for public liability or trustee indemnity

The Commission may ask for additional documents to clarify specific aspects of your charity’s work, particularly if it involves regulated activities.

Additional Requirements for Charitable Incorporated Organisations (CIOs)

If you are setting up a CIO, you must also provide:

• A constitution based on one of the Charity Commission’s approved CIO templates

• Details of how members and trustees will be appointed and replaced

• Confirmation that your charity will operate for public benefit

CIOs must register from day one, even if their income is under £5,000, because this structure gives the charity its own legal personality and limits trustee liability.

Example Scenario

Imagine Sarah and Ben are creating a charity to support young people with career mentoring. Their annual income will exceed £7,000, so registration is required. They prepare:

• A constitution outlining their charitable purpose and rules for trustee meetings

• A bank account in the charity’s name

• Proof of income through grant award letters and donations

• A one-year budget showing expected income and spending

• Trustee declaration forms signed by all board members

Because their paperwork is clear and complete, the Charity Commission approves their registration quickly, and they can begin applying for grants and claiming Gift Aid.

Common Mistakes to Avoid

• Submitting a governing document without proper charitable objects

• Failing to provide proof of income over £5,000

• Not having a bank account in the charity’s name

• Leaving sections of the trustee declaration incomplete

• Providing unclear descriptions of charitable purposes

Small errors can cause weeks of delay, so double-check every document before submitting.

How an Accountant Can Help

An accountant familiar with charity law can:

• Draft or review your governing document

• Prepare financial statements or forecasts

• Help you gather the correct proof of income

• Ensure compliance with Charity Commission and HMRC requirements

• Set up bookkeeping systems for future reporting

While you can complete the application yourself, professional support reduces mistakes and ensures your charity starts on solid ground.

Conclusion

Registering a charity with the Charity Commission requires careful preparation and the right documentation. You will need a clear governing document, trustee details, proof of income, and financial information that demonstrate your organisation’s credibility and purpose.

Taking the time to gather and review these documents properly makes approval faster and smoother. If you are unsure about any part of the process, consulting an accountant or charity adviser can give you peace of mind and help you build a strong foundation for your organisation’s future.