What is a Correspondence Address?
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When incorporating a business in the UK, business owners will cross different types of addresses needed during the company formation process which might confuse them, especially non UK residents. In this article, we will highlight what a correspondence address is, how it differs from a registered address, and learn about its benefits.
An overview of what a correspondence address is
Also known as the service address, a correspondence address is an official address where you can be contacted, but it’s not necessarily where you reside. It’s commonly used for services that require an address but don’t mandate physical presence.
For instance, when a company registers in the UK, significant individuals (such as directors, secretaries, and shareholders) provide a correspondence address to Companies House. Unlike a residential address, which is where you officially live, a correspondence address doesn’t require continuous contact and can receive mail remotely.
What is the difference between a correspondence and a registered address?
In the context of UK company formation, a correspondence address is used for official communication and correspondence related to a company and doesn’t have to be the company’s physical location.
Directors, secretaries, and shareholders provide their correspondence addresses to Companies House during company registration. It’s essential for receiving legal notices, official letters, and other communications.
The registered office is the official address of a company as recorded with Companies House and it must be a physical location within the UK. The registered office address is where official documents, such as statutory mail, notices, and legal correspondence, are sent. Even if the company operates elsewhere, the registered office must be in the same jurisdiction where the company is registered.
Both the registered office address and the correspondence address is publicly available information and is listed on the public register. It is always better to use a virtual office address as your correspondence address to keep your residential address private and prevent it from landing on third party websites.
What are the benefits of having a correspondence address?
Privacy
A correspondence address that can be different from your residential address can help you maintain privacy. Your personal address can remain confidential, reducing the risk of unsolicited mail or visitors.
It will also reduce junk mail and separate personal mail from your business correspondence. This will help you acknowledge important mail fast both for your home and business without being confused.
Professionalism and credibility
A designated correspondence address enhances your company’s professional image. Having a dedicated business address signals legitimacy and stability. It shows that your business operates from a professional location rather than a residential one.
Clients, partners, and investors associate a professional address with a serious and established business creating a positive brand perception.
Flexibility
A correspondence address need not be your physical office location. You can choose a virtual office or a different address altogether. This flexibility allows you to operate remotely while maintaining an official presence.
Whether you’re testing a new market or need a short-term address, a correspondence address provides flexibility without long-term commitments.
Legal compliance
Ensuring that your correspondence address complies with legal requirements is crucial. It’s where you receive official documents, notices, and communication-related to your business.
The correspondence address is used for tax-related matters. HM Revenue & Customs (HMRC) communicates with businesses regarding tax returns, VAT, and other obligations.
This will ensure that your business receives critical information promptly and stays compliant with filing deadlines to avoid penalties.
What factors to consider when choosing a correspondence address?
Location: Choose an address that aligns with your business needs. If you primarily operate in a specific region, having an address there can enhance credibility.
Accessibility: Ensure the address is easily accessible for mail collection or forwarding. Proximity to your business operations or a reliable mail forwarding service matter.
Privacy: Some businesses prefer a separate correspondence address to maintain privacy. Using a dedicated address can prevent your home address from being publicly associated with your business.
Professional image: Opt for an address that reflects professionalism. A central business district (CBD) address or a prestigious location can positively impact your brand perception.
Mail handling services: Consider whether you need additional services like mail forwarding, scanning, or package handling. Some providers offer comprehensive solutions.
How to change the correspondence address with Companies House?
To change your correspondence address with Companies House you will need the following requirements:
·Form AD01 (Change of Registered Office Address): Complete this form with the new address details, sign and date the form.
·Resolution or consent from directors or shareholders: If your company has directors or shareholders, obtain their approval for the address change and keep a record of this resolution or consent.
·Confirmation Statement (CS01): Update your correspondence address in the next Confirmation Statement you file with Companies House. You can also use the CH01 form to change the director's address.
To change your correspondence address,
· Log in to the Companies House register.
· Go to the ‘WebFiling’ section.
· Select the option to change your company’s address.
· Fill in the new address details.
You will receive a confirmation email after submitting the changes.
A correspondence address is a good option to secure your residential address and make your business look professional and credible even when you work remotely. If you will use a virtual address as your correspondence address, you will benefit from additional services like mail forwarding, scanning, or package handling.
Icon Offices offer virtual office services that come with additional services that will benefit your business even when you are remotely based. The service comes with an address that you can use to register your company and a director’s service address.
We have a range of virtual business address locations to choose from located in Central London, East London Essex, Scotland, and Northern Ireland.
The address will be placed on the Companies House public register, where it can be viewed by the public protecting your residential address, and uninvited visitors.
For existing companies or directors who wish to change their correspondence address or new companies who want to incorporate a company, we offer virtual office packages that can be of help to your company.
For more information, contact Icon Offices at [email protected].