The short answer
Keep invoices and business records for at least 6 years. Keep signed contracts for at least 6 years after the contract ends, or for as long as you rely on them, which for a copyright assignment can mean for good. Digital copies are fine.
For tax
- Sole traders: at least 5 years after the 31 January filing deadline for the tax year (gov.uk). For the 2025 to 2026 tax year, that's until 31 January 2032.
- Limited companies: 6 years from the end of the financial year they relate to, and longer in some cases, such as assets expected to last more than 6 years (gov.uk).
- VAT records: at least 6 years (VAT Notice 700/21).
For claims
If someone disputes a contract, your signed copy is your evidence, so keep it until a claim is no longer possible. In England, Wales and Northern Ireland you generally have 6 years from a breach of contract to bring a claim (Limitation Act 1980, section 5), or 12 years for a deed. In Scotland most contractual obligations fall away after 5 years. Count from the end of the contract or the last payment, not the date you signed.
Some documents you should keep as long as they matter: a copyright assignment proves who owns the work, and a guarantee lasts as long as the guarantee does.
Digital copies are fine
HMRC accepts digital records, and you don't need paper originals of documents you signed electronically. For an e-signed document, keep the signed PDF and the record of the signing: who signed, when, and proof it hasn't changed since. In AgreeVia that's the evidence package, and anyone can check a finished document at agreevia.co.uk/verify.
AgreeVia keeps completed documents for 7 years, but download your own copies too: your records are your responsibility.
And personal data?
Data protection law says not to keep personal data longer than you need it. Keeping records because the law or a possible claim requires it is a good reason; keeping old client files forever "just in case" isn't. Set a review date and delete what you no longer need.
Questions people ask
Do I need to keep paper copies?
No, for most business records. Clear digital copies are fine for HMRC, and documents signed electronically have no paper original.
How long should I keep a signed freelance contract?
At least 6 years after it ends (5 in Scotland), and longer if it transfers ownership of work or contains promises that continue.
What should I keep for an electronically signed document?
The signed PDF and the signing record, such as an audit trail or evidence package, showing who signed, when, and that the document hasn't changed.
This guide explains the general position in the UK as we understand it on 22 October 2026. The law differs between England and Wales, Scotland and Northern Ireland, and it changes. If something important turns on it, talk to a solicitor or an accountant.
Templates and tools for this
Send your first agreement free
Keep every signed document, its evidence package and its invoices in one place, from the first quote to the final payment.
Free for 3 documents a month, no card needed. AgreeVia works in your browser and is live on Google Play. Coming soon to the App Store.