Setting up a company and registering appointees with Companies House (the registrar of companies in the UK) involves provide different types of address, one of which is a ‘‘correspondence address’’. Correspondence addresses are also referred to as ‘‘director service addresses’’. Unfortunately, the terminology and rules for registering company addresses can be quite confusing.
If you are unsure of the difference between a correspondence address, a registered office address, a residential address and a service address then this article is for you. Understanding the distinction between these types of address and the rules for each will ensure that you remain compliant with the law at all times. It will also ensure that you receive important official government correspondence at the correct address and that this is handled correctly.
Here, we will set out the purpose of a company correspondence address and how this differs from other types of company addresses. We will also explain who needs to provide a correspondence address to Companies House and how you can change your correspondence address (either online or by post).
What is a Correspondence Address?
A ‘‘correspondence address’’, also referred to as a ‘‘director service address’’, is the physical location where company directors and other appointees (such as secretaries and PSCs) receive official and business communications. For example, whenever HMRC, Companies House and/or other UK government agencies need to write to a company director or secretary then they will use that director’s or secretary’s correspondence address.
The correspondence address can be the same or different from the company’s registered office address. It can also be the address of a third-party service provider, such as Uniwide Formations (see below for more information on our correspondence address service).
Correspondence addresses must be provided for as long as you remain a company officer or member. If you move or change your registered office address then you must still have a correspondence address.
What addresses do I need to register as a director?
When registering a new director, Companies House require 2 addresses:
- Correspondence address – to be shown on the publicly visible register;
- Usual residential address – which Companies House know but will not be shown to the public.
What are the rules for correspondence addresses?
Companies House sets out rules for correspondence/service addresses. Specifically, a correspondence / service address:
- Can be either the same as or different from the company’s registered office address;
- If the correspondence address is different from the registered office address then it does not need to be within the United Kingdom.
- Can be a residential or commercial address;
- Cannot be a PO Box number;
- Does not require company officers to be physically present at that address.
Remember, just like a registered office address, your correspondence address will always be shown on the public register at Companies House, including online. Although you could use your residential address as your correspondence / service address, in the interests of your personal privacy this is not recommended.
Who must provide a correspondence address?
In addition to a company or partnership’s registered office address, directors, shareholders, secretaries and PSCs (Persons with Significant Control) and LLP members must provide Companies House with their correspondence address. If you are a director, shareholder, company secretary or PSC then it is important to ensure that the correspondence address filed with Companies House is always correct in that you can always be reached through it.
Is my correspondence address available to the public?
Yes: Correspondence addresses are held on the public register at Companies House, meaning that anyone can see them, including when they look up your company’s details online. If you use a sensitive address such as your home address as your correspondence address then it will be available and visible to the public. You do not need to use your personal address for correspondence, however. If you do not want your home address to be visible on the register then you can use the address of your accountant, a business adviser, your registered office address or an address supplied by a third-party service provider, such as Uniwide Formations.
If you wish to use the address of a third party as your correspondence address then the following must apply:
- You must have permission to use the address
- You must be contactable at the address given.
Residential addresses of company appointees are held on the private register and are not available or visible to members of the public. Although residential addresses are private, they are available to certain public authorities – such as (but not confined to) the police.
Can I change my correspondence address?
It is a legal requirement for all UK companies to have a correspondence address on record for each company officer, member and PSC. The address must be provided when incorporating a company. If you have used your home address as your company correspondence address without realising that it would be publicly visible then it can easily be changed. Likewise, it can be updated if you change your correspondence address at any time during the life of your company.
How you change your correspondence address will depend on how you set up your company in the first place. If you registered your company through our online formation service then you can add a new service address through our company formations portal. If you wish to use our London-based service address as your correspondence address then you may purchase this service by logging into your Uniwide online account.
If you did not register your company through Uniwide Formations then you can change your correspondence address through Companies House, either online or by post, as follows:
- Go to the Companies House entry for your company
- Click the ‘‘file for this company’’ button
- Sign in using your WebFiling details (or register for WebFiling)
- Follow the instructions to change your correspondence address
If, however, you would rather change your correspondence address using the paper process instead then you will need to download and complete the required form:
- CH01: Change of director’s details
- CH03: Change the details of a secretary
- PSC04: Change of details of individual person with significant control (PSC)
Once you have completed the required steps your home address will no longer appear as your correspondence address on your listing as a director. Bear in mind, however, that your home address might still be publicly visible within other documents on your company’s filing history from before then – maybe, for example, from when the company was first registered.
What is the importance of a correspondence address?
Providing a correspondence address ensures that all official government post for your attention as an officer of the company is directed to a location where it can be dealt with promptly. This is why it is important to ensure that your service address is correct at all times. If you move office or otherwise change your correspondence address then it is vital that you change the address registered with Companies House. The risk of not doing so is that official communications that are for your attention may be lost and, ultimately, not dealt with.
Thankfully, company appointees can choose an address that is convenient for managing their post, whether it is their office, a virtual office or a professional service provider such as Uniwide Formations.
What are the differences between correspondence addresses, residential addresses and registered office addresses?
A registered office address is the official address of a company recorded with Companies House. This address is publicly accessible and is used by government bodies to send official correspondence and legal notices to the company. It must be a physical location in the UK and is publicly available. The main difference between a correspondence address and a registered office address is that a correspondence address may be anywhere whereas a registered office must be based within the UK.
A residential address is the usual residential address for directors, secretaries, and PSCs registered with Companies House. The address provided must be lived-at for at least 183 days per year. Residential addresses that are registered with Companies House are placed on the private register and cannot be seen by the public.
The differences are summarised as follows:
| Address Type | Purpose | Legal Requirement | Private or public |
|---|---|---|---|
|
Correspondence Address |
Official government and legal mail for company appointees |
Does not need to be in the UK |
Public |
|
Residential address |
Usual residential address of appointees required by Companies House |
Must live at the address for at least 183 days per year |
Private |
|
Registered Office Address |
Official government and legal mail for the company |
Must be a physical UK address |
Public |
What are the benefits of Using Professional Address Services?
Many businesses opt to use professional address services for their correspondence address, registered office address, and service address. These services provide:
- Convenience: Mail handling and forwarding services.
- Privacy Protection: Keeping personal addresses off public records.
- Professional Image: Enhancing the company’s reputation with a prestigious address.
- Set up your company: A company formation specialist, such as Uniwide, can provide a professional address service and set up your limited company on your behalf.
Final words
We hope that you have found this article helpful in understanding better the purpose of a correspondence address and the differences between a correspondence address, a registered office address and a registered company address. Each serves a different and separate function and has specific legal implications. By keeping your addresses updated you can ensure smooth operations for your company and its compliance with UK regulations.
Using professional address services, such as those provided by Uniwide Formations services, can offer additional benefits, including privacy protection and a professional image, making it a worthwhile consideration for many businesses. Using our service address will ensure that you receive any official government mail from Companies House, HMRC, and the Government Gateway. Any official government mail we receive on your behalf will be scanned and e-mailed to you at no further cost.
