Registered office address: rules, the 14-day overlap and who to tell

What the registered office is for

The registered office is the company’s official address. Companies House, HMRC and other people can send formal letters and legal documents there. It is shown on the public register, so anyone can see it.

It does not have to be where you work. Many companies use an accountant’s, solicitor’s or address provider’s office. Your trading address is simply where the business actually operates, and it can be different.

Source: Rules for registered office addresses

Rules your new address must meet

The new address must be a physical address in the UK. It must also be in the same part of the UK where the company was registered. A company registered in Scotland needs a Scottish registered office. If you want to move to another part of the UK, for example from England to Scotland, you cannot just file a change of address: the company has to be re-incorporated.

The address must also be “appropriate”. That means post delivered there will come to the attention of someone acting for the company, and a sender can get confirmation of delivery. You cannot use a Royal Mail PO Box or a similar service from another company.

If you use a provider’s address, it has to meet the same tests. Companies House says a company could be struck off the register if its registered office does not meet these requirements.

Source: Rules for registered office addresses

Moving away from a home address

A registered office is public on the Companies House register, so GOV.UK says not to use an address you want kept private, such as your home; our guide can I use my home address as the registered office covers the rules and the alternatives. Once an active company has moved its registered office, you can apply on form SR01 to remove the old home address from earlier documents, and Companies House charges £34 for each document.

Source: Removing your home address from the Companies House register

How to make the change with Companies House

To change a registered office address, most companies file form AD01 online with Companies House, using the company’s authentication code. GOV.UK says to tell Companies House within 14 days of the change taking place. If you cannot get post at the current registered office, you can ask for the code to be sent to a home address instead.

You must use the paper form if the company has been moved to the Companies House default address, is in liquidation, is applying to be restored to the register, or is an unregistered company. Companies House’s fees list does not include a fee for changing a registered office address.

In practice, file as soon as you are ready to receive post at the new address. The address does not officially change until Companies House has registered it.

Source: Change a company's registered office address (AD01)

The 14-day overlap: keep watching the old address

Under the Companies Act 2006, the change takes effect when Companies House registers it. For 14 days, starting on the day it is registered, someone can still validly serve documents on the company at the old address.

So do not hand back keys or cancel an address service the moment you file. Arrange mail redirection or keep collecting post for at least two weeks after the new address appears on the register.

Source: Companies Act 2006, section 87: change of address of registered office

Registered office vs trading address: who else to tell

Companies House tells HMRC when you change your registered office address. That does not cover everything. If your trading address or correspondence address changes too, you must tell HMRC yourself. VAT changes must be reported within 30 days.

HMRC lists Corporation Tax, PAYE and VAT separately, so check the address on each tax you are registered for.

Outside government, think about your bank, insurers, landlord, payroll provider, suppliers and customers. Update your website, invoice templates and email signatures too.

Source: Tell HMRC about a change of business name or address

What goes on your stationery and website

Business letters, order forms and websites must show the company’s registered number, its registered office address, where it is registered (England and Wales, Scotland or Northern Ireland) and that it is a limited company. The Companies Act lets the company switch these to the new address from a date it chooses, no more than 14 days after it gives notice of the change.

You must also display a sign with the company name at the registered office and wherever the business operates. If you run the business from home, you do not need a sign there.

Source: Signs, stationery and promotional material

Common registered office change mistakes

Using a PO Box, or an address where nobody actually checks the post.

Choosing an address in a different part of the UK from where the company was registered.

Using someone else’s address without their permission.

Stopping post collection at the old address straight after filing.

Assuming HMRC now holds the right address on every tax record.

Forgetting to update letters, order forms and the website.