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I have been doing small companies for 30 years and avoided dividend documentation. Have been investigated produced nothing and its been fine. When it comes to the crunch people take a practical view. Our policy is not to charge clients a penny more than we have to. We have 500.
I whole-heartedly agree. Practical approach is what clients want.
In my opinion, if its clearly evidenced via a suitable bank reference on the bank statement: "Daniel Dividend" and so on, then its clear what it is and to whom. We only do dividend paperwork when a dividend is paid by virtue of a directors loan account "payment". I don't see how HMRC could construe such a payment as anything else in such circumstances (assuming the dividends were legal).
For more detail see article contained in Accweb Company Law Library - article written in Checklist format.
https://www.accountingweb.co.uk/business/finance-strategy/dividends-are-...
Re minutes:
"minutes are only required if a meeting has taken place. Whether the dividend paid is interim or final no meetings are required under the Companies Act 2006 for private limited companies - no meetings equal no minutes".
Re counterfoils
"Dividend vouchers are not in themselves a legal document. There is no mention of vouchers in the CA 2006 but one is required for tax purposes under s1104 CTA which states that if a dividend payment is made into a bank account then a certificate of tax deduction must be issued, “within a reasonable period”".