How long must UK businesses keep tax records?

Most tax and financial records must be kept for 6 years. This is driven by HMRC requirements and the Limitation Act 1980, which allows civil claims to be brought up to 6 years after the event. VAT records also require 6 years under VAT Regulations 1995.

How long should employee records be kept after they leave?

Personnel files should be kept for 6 years after employment ends to cover potential tribunal claims. Payroll records need 6 years for HMRC. Right to work checks need 2 years after employment ends. Some health and safety exposure records must be kept for 40 years.

How long should contracts be kept?

Simple contracts should be kept for 6 years after expiry. Contracts executed as deeds should be kept for 12 years after expiry, as the Limitation Act allows a 12-year claim period for deeds. Insurance policies should be kept indefinitely.

How Long Should Businesses Legally Keep Documents in the UK?

UK law requires businesses to retain certain records for specific periods. Getting this wrong in either direction — destroying too early or keeping too long — creates problems. This guide sets out the key retention periods UK businesses need to know.

Tax and Financial Records

Corporation tax records — 6 years from the end of the accounting period
Self-assessment records (sole traders) — 5 years after the 31 January tax return deadline
VAT records — 6 years (HMRC requirement under VAT Regulations 1995)
Payroll and PAYE records — 3 years after the end of the tax year they relate to (minimum), though 6 years is recommended to cover other claims
Invoices and receipts — 6 years
Bank statements — 6 years (to support tax records)
Company annual accounts — 6 years from the end of the financial year

Why 6 years? This is driven by the Limitation Act 1980, which sets a 6-year limitation period for most civil claims, and HMRC’s standard inquiry window.

Employment and HR Records

Personnel files — 6 years after employment ends (to cover potential tribunal claims and tax enquiries)
Recruitment records — 6 months minimum from the date of the hiring decision. 12 months is safer to cover potential discrimination claims
Payroll records — 6 years after the end of the tax year
Redundancy payment records — 6 years from the date of redundancy
Maternity/paternity records — 3 years after the end of the tax year in which the maternity period ends
Working time records — 2 years
Immigration checks (right to work) — 2 years after employment ends

Health and Safety Records

Accident and incident records — 3 years from the date of the incident
Risk assessments — indefinitely (or until superseded and for 3 years after)
Health surveillance records — 40 years from the date of the last entry (required under COSHH Regulations 2002)
Asbestos exposure records — 40 years
Radiation dose records — 50 years (Ionising Radiations Regulations)
RIDDOR reports — 3 years

Important: The 40-year retention requirement for health surveillance records catches many businesses off guard. If your employees are exposed to hazardous substances, noise, vibration or other health risks, these records must be kept for decades.

Medical and Care Records

Adult medical records (NHS) — 8 years after last treatment or death
Children’s medical records — until the patient’s 25th birthday (or 26th if the entry was made when they were 17)
Mental health records — 20 years after last treatment or 8 years after death
Maternity records — 25 years after the birth
GP records — 10 years after death or permanent emigration

Legal and Contractual Records

Contracts (under seal/deed) — 12 years after expiry (Limitation Act — 12-year limit for deeds)
Simple contracts — 6 years after expiry
Intellectual property records — for the life of the IP right plus 6 years
Insurance policies — indefinitely (claims can emerge years or decades after the policy period)
Board minutes and resolutions — permanently (Companies Act requirement)
Share registers — permanently

Company Records (Companies Act)

Statutory registers — permanently
Minutes of meetings — permanently
Annual returns — permanently
Accounting records — 3 years (private company) or 6 years (public company) from the date they were made

What Happens If You Get It Wrong

Destroying Too Early

Regulatory fines from HMRC, ICO, HSE or industry regulators
Inability to defend against legal claims within the limitation period
Failed audits and compliance inspections
Loss of evidence needed for insurance claims

Keeping Too Long

GDPR breach — holding personal data longer than necessary
Increased storage costs for records that no longer need to be kept
Greater exposure in litigation — old documents can be used against you in legal proceedings

Creating a Practical Retention Schedule

A retention schedule does not need to be complex. List each category of document you hold, the applicable retention period, and the action required when the period expires (usually secure destruction). Review the schedule annually and apply it consistently.

At EvaStore, our O’Neil software system tracks retention dates for every box in our care. When records reach their review date, we notify you automatically — so nothing is destroyed too early and nothing is kept unnecessarily.

Get a Free Quote

Every business is different, so the best way to understand your costs is to get in touch with our team. We provide clear, no-obligation quotes — usually within the same day.

Call us on 01691 650355 or use the form below.