Updating officers on the Companies Office register: a step-by-step

Every secretary has had the moment: scrolling through old emails, realising someone resigned from the committee a year ago, and quietly wondering whether anyone ever updated the register. Maybe two committees ago.

It happens. Officer changes are one of those administrative jobs that's easy to forget — and surprisingly important to get right. Under the 2022 Act, keeping officer details current isn't optional. Here's how to do it properly.

When you need to update officer details

Any time the people listed as officers on the register no longer match reality, the register needs updating. That includes:

• A committee member resigning, retiring or passing away
• A new committee member being elected or appointed
• An officer's role changing (e.g. moving from Treasurer to Chairperson)
• An officer's contact details changing — email, physical address
• The contact person changing

Under the 2022 Act, "officer" is broader than just committee members. It includes anyone who occupies a position of authority and can direct the management of the society. So a paid general manager or CEO is also an officer, even if they're not on the committee.

What information you need for each officer

For every new officer (or change to an existing officer), you'll need:

• Full legal name — match what's on their driver licence or passport
• Physical residential address — not a PO Box. This is kept private from the public register but must be on file
• Email address — used by the Registrar to contact them if needed
• Date their role started — when they were appointed or elected
• Their role or position — Chairperson, Secretary, Treasurer, Committee Member, etc.
• Written consent — they've agreed in writing to act as an officer
• Eligibility certification — they've certified they're not disqualified from acting

Officer eligibility — the part most committees skip

The 2022 Act sets out who can and can't be an officer. A person cannot be an officer if they:

• Are under 16 years old
• Are an undischarged bankrupt
• Are subject to a property order under the Protection of Personal and Property Rights Act 1988
• Have been convicted of certain dishonesty offences in the last seven years
• Have been banned from being a director, promoter or manager under the Companies Act 1993, the Financial Markets Conduct Act 2013, or similar legislation
• Are subject to a current management banning order under the Incorporated Societies Act 2022

This is why every officer must sign a written certification when they take up the role. The Companies Office has a template form (IS22-CCO) that covers consent and eligibility together.

The actual filing process

Common gotchas to avoid

Forgetting to remove departed officers

The most common mistake. Adding new officers is easy to remember; removing old ones gets forgotten. Result: the register shows people who haven't been on the committee for years.

Not getting written consent

"They said yes at the AGM" isn't enough. You need it in writing — even an email saying "Yes, I consent to act as an officer and certify I'm eligible" is fine, as long as it's documented and kept on file.

Using a PO Box as the physical address

The Act requires a physical residential address for officers. PO Boxes don't count.

Not checking eligibility

The cleanest way: include a tick-box on your nomination or appointment form that lists the disqualifying conditions and asks the person to confirm none apply.

Mixing up the contact person and officers

The contact person is a separate role. The contact person is who the Registrar contacts when needed. They can be an officer but don't have to be. Every society must have at least one (and can have up to three).

Run through this once a year — ideally just before your AGM, while you're already thinking about the committee. Five minutes of checking saves hours of clean-up later.