Keeping your company information accurate with HM Revenue & Customs (HMRC) is an important part of running a UK business. A change that seems minor, such as moving offices, changing a contact email or appointing a new tax agent, can affect tax correspondence, VAT records, PAYE administration and your ability to deal with HMRC efficiently. The important point is that not every company change is reported to HMRC in the same way. Some information is updated through Companies House first, while other details must be updated directly with HMRC for the specific tax services your business uses.

For example, Companies House normally tells HMRC when a limited company changes its registered office address. However, a VAT-registered business has separate obligations to keep its VAT registration details up to date. HMRC says certain VAT changes must be reported within 30 days. This guide explains how to update company details with HMRC, which changes require action, when Companies House is involved, and what founders and overseas directors should do to avoid gaps in their records.

What Company Details Can You Change with HMRC?

The exact information you can update depends on the tax services your company is registered for. Common changes include:

• company or trading name
• business address
• correspondence address
• telephone number
• email address
• VAT details
• VAT repayment bank details
• PAYE employer information
• payroll or correspondence details
• tax agent or accountant details
• bank details for certain HMRC payments or repayments
• business structure
• information connected with a partnership
• changes affecting VAT registration
• details relating to imports and exports, including EORI information.

HMRC's general guidance says businesses should make sure their details are updated across all relevant taxes and schemes, including Corporation Tax, Self Assessment, PAYE, VAT and the Construction Industry Scheme (CIS). That last point is easy to overlook. Updating one HMRC service does not necessarily mean every other tax record has been updated.

Do You Need to Tell HMRC or Companies House?

This is the first question to ask whenever company information changes. Companies House and HMRC have different responsibilities. Companies House maintains the statutory company register and records matters such as the registered office, directors and company information.

HMRC administers taxation, including Corporation Tax, VAT, PAYE and other taxes. The two organisations exchange certain information, but you should not assume that every change made with one automatically updates every HMRC record.

Example: Changing your registered office

If a limited company changes its registered office address, the company must notify Companies House. Companies House then tells HMRC about the registered office change. However, HMRC can also hold separate communication or business address information. That information may need to be dealt with separately if it differs from the registered office.

HMRC's Corporation Tax guidance distinguishes between the registered office and communication details, including a separate communication address, telephone number and email address. So the practical rule is:

Before changing anything, identify which record you are changing and which organisation controls it.

How to Update Company Details with HMRC

The process depends on the type of change. For many businesses, the starting point is the HMRC Business Tax Account, where relevant tax services can be accessed online. HMRC's general business guidance allows businesses to update details for several tax services, while certain changes have separate procedures. A sensible process is:

1. Identify exactly what has changed.
2. Determine whether Companies House must be updated.
3. Identify every HMRC tax service affected.
4. Make the required online changes.
5. Check that the updated information appears correctly.
6. Keep evidence of the change.
7. Update your accounting, banking and internal records.

This approach is particularly useful for companies with VAT and PAYE registrations, because those services can contain information that is separate from the basic Companies House record.

Changing Your Company's Name

A company's legal name is primarily a Companies House matter. If your limited company has a Company Registration Number (CRN), HMRC's VAT guidance says that you should tell Companies House about a company name change, and Companies House will tell HMRC. HMRC says the new company name should normally appear in the Business Tax Account within 15 days. There can be additional considerations if the business is registered for Self Assessment or if the company operates under a trading name.

What about an overseas company?

HMRC specifically notes that overseas businesses should contact HMRC to update their company name where applicable. This is important for international founders because the process may differ from that used by a UK-incorporated company.

Changing Your Company's Registered Office Address

If your company's registered office changes, the statutory change must be made at Companies House. Companies House requires a company to notify it of a registered office change within 14 days. The new registered office must also remain within the same UK jurisdiction in which the company was incorporated—for example, a company registered in Scotland must have its registered office in Scotland. Once the change is registered, Companies House informs HMRC.

Do you still need to update HMRC?

For the registered office itself, Companies House is generally the starting point because HMRC's Corporation Tax records for Companies House-registered companies are linked to Companies House information. But do not confuse the registered office with the address HMRC uses for correspondence. A company might have:

• registered office: London
• actual trading premises: Manchester
• accountant: Birmingham
• correspondence address: accountant's office.

Those are not necessarily the same thing. HMRC's own internal guidance confirms that a company's communication details can be different from its registered office.

Changing Your Business or Correspondence Address

If your company's business address or correspondence details change, you should check the relevant HMRC records rather than relying solely on Companies House. HMRC's general business guidance specifically states that businesses should tell HMRC about changes including their correspondence address. This is especially important if HMRC sends tax notices, payment reminders or other correspondence to an address that is no longer monitored.

Why this matters

Suppose a company moves from one office to another but leaves its HMRC correspondence address unchanged. The company may still be compliant with Companies House, but important HMRC correspondence could be sent to the old address. That creates an unnecessary risk of:

• missed deadlines
• late payments
• missed VAT notices
• PAYE problems
• penalties or interest
• delays responding to HMRC enquiries.

A change of address is therefore not simply an administrative update. It can affect the company's tax compliance.

How to Change VAT Details with HMRC

VAT has particularly clear rules about keeping registration information current. HMRC says VAT-registered businesses must tell it within 30 days of certain changes to:

• the business name
• trading name
• main business address
• accountant or agent dealing with VAT
• partnership members
• the name or home address of partners.

Some VAT changes can be made through the business's online VAT account. For example, HMRC says businesses can use the online account to update:

• contact name and address
• VAT repayment bank details
• return dates, subject to certain exceptions
• partnership members.

If the online account cannot be used for a particular change, HMRC provides alternative contact arrangements.

VAT bank details

Changing the bank account used for VAT repayments deserves particular care. HMRC says you must give it at least 14 days' notice when changing bank details. If you pay VAT by Direct Debit, you also need to update the bank. Never assume that changing the bank details in your accounting software changes the details held by HMRC.

Changing PAYE and Payroll Details

Employers have a separate relationship with HMRC through PAYE. HMRC's PAYE records can contain several different types of addresses, including:

• business address
• payroll or correspondence address
• agent address
• registered office address
• email address.

This distinction matters when a company changes offices or appoints a new payroll provider. For example, a business could have its physical office in Bristol while its payroll is administered by an accountant in London. The payroll correspondence address may therefore be different from the business address. If you employ staff, review the PAYE record whenever your payroll arrangements or contact details change.

Changing Your Accountant or Tax Agent

Businesses frequently change accountants, particularly as they grow. When you appoint a new accountant, you should make sure the appropriate HMRC authorisation is in place. HMRC says businesses must tell it if they want to authorise someone to handle their tax affairs or VAT. The process is generally handled through HMRC's agent authorisation arrangements rather than simply giving your accountant your Government Gateway password.

Never treat password sharing as the solution

Your accountant should have the appropriate authorisation to act on the company's behalf. This gives the business a clearer record of who is authorised to deal with HMRC and helps maintain proper control over tax information. When switching accountants, it is also sensible to check that the previous agent's authority has been removed where appropriate.

What Happens If Your Business Changes Legal Structure?

A change in legal structure is more significant than changing an address or email. For example, a business may move from:

• sole trader to limited company
• partnership to limited company
• one partnership structure to another.

HMRC says businesses must tell it when their legal structure changes and may need to register under the new structure. It also needs to know when a business stops being self-employed or when a limited company is closed. This should not be treated as a simple change-of-details exercise. A new legal entity can have:

• a new UTR
• different tax obligations
• new accounting periods
• different VAT considerations
• different PAYE responsibilities.

The old business may also have final tax obligations. Professional advice can be particularly valuable when changing legal structure because getting the sequence wrong can create duplicated or missing tax records.

Changing Bank Details with HMRC

Bank details need special attention because they can affect tax payments and repayments. HMRC's general business guidance says businesses must give 14 days' notice if their bank details change. Before changing bank information, verify:

• which tax service uses the account
• whether the account is for payments or repayments
• whether Direct Debit is involved
• whether the new account is ready
• whether any pending repayment could be affected.

For VAT, HMRC has specific online procedures for changing repayment bank details.

Changes Involving Imports, Exports and EORI Numbers

International businesses should also consider their customs records. If a company imports or exports and has an EORI number, changes to VAT registration can affect the information HMRC holds for customs purposes. HMRC says businesses should tell the EORI team when they register or deregister for VAT or when relevant VAT details change, such as the company name, address or VAT number.

This is particularly relevant for global founders operating UK companies that buy from or sell to overseas markets. A company can therefore have several connected records:

Companies House → HMRC tax records → VAT → EORI/customs → payroll → accounting software

A change should be checked across the entire chain where relevant.

What If You Change Several Details at Once?

This is common when a business relocates, changes its accountant and updates its contact information at the same time. Do not treat it as one generic "HMRC update". Create a checklist.

This simple approach prevents one of the most common compliance mistakes: assuming that changing one record automatically changes everything else.

How Overseas Directors Should Update HMRC Details

Overseas directors can face an additional practical problem: they may not receive UK post quickly or may rely on a registered office or professional service provider. If you are running a UK company from abroad, make sure you know:

• where HMRC correspondence is being sent
• who monitors that address
• who has access to the company's Business Tax Account
• whether your accountant is authorised
• which email address HMRC has
• which phone number is recorded
• whether your VAT and PAYE details match your current arrangements.

HMRC provides international contact routes for Corporation Tax enquiries. Its current guidance lists +44 151 268 0571 for Corporation Tax general enquiries from outside the UK. However, the correct contact route depends on the tax involved, so businesses should use the relevant HMRC service rather than assuming one telephone number handles every issue.

For global founders using a UK company formation and management platform such as IncorpUK, keeping a clear record of who receives HMRC correspondence is particularly important. The company's legal structure may be UK-based even though its directors, owners and day-to-day management are elsewhere.

What Happens If You Do Not Update HMRC?

The consequences depend on the type of information involved. Some changes have explicit deadlines. VAT, for example, has a 30-day notification requirement for several changes. HMRC states that a penalty may apply when required VAT changes are not reported within the deadline. Even where there is no immediate penalty, outdated information can cause practical problems. You could miss:

• a tax notice
• a repayment
• an activation letter
• a filing reminder
• an enquiry letter
• payment information.

The bigger risk is often not the incorrect detail itself, but what happens because HMRC cannot communicate with the business effectively.

A Practical HMRC Company Details Checklist

Whenever your business changes, work through this checklist.

1. Identify the exact change

Is it the:

• legal name?
• registered office?
• trading address?
• correspondence address?
• email?
• phone number?
• bank account?
• accountant?
• VAT registration?
• PAYE record?

2. Check Companies House

If the change concerns statutory company information, determine whether Companies House must be updated first.

3. Review every HMRC tax service

Check:

• Corporation Tax
• VAT
• PAYE
• Self Assessment
• CIS
• customs/EORI where relevant.

4. Meet specific deadlines

Do not rely on a general "update HMRC when convenient" approach. Some tax services have defined notification periods.

5. Check the result

After making the change, sign in again and confirm that the information is correct.

6. Keep evidence

Save confirmation messages, screenshots, letters or other evidence showing when the change was submitted. This can be valuable if HMRC's records do not update immediately.

Frequently Asked Questions

Do I need to tell HMRC if my company changes address?

Yes, depending on which address changes. A registered office change should be reported to Companies House, which informs HMRC. Separate business or correspondence addresses held by HMRC may also need to be updated.

Does Companies House automatically tell HMRC about every company change?

No. Companies House and HMRC exchange certain information, but businesses remain responsible for updating the relevant HMRC tax records where required.

How long do I have to tell HMRC about a VAT address change?

HMRC says VAT-registered businesses must report certain changes, including changes to the main business address, within 30 days.

Can I change my company's HMRC details online?

Many business tax details can be managed online, although the exact process depends on the tax service and type of change. Some matters require contacting HMRC directly.

Do I need to update HMRC if I change my accountant?

You should make sure HMRC has the correct agent authorisation arrangements. HMRC requires businesses to authorise someone if they want that person or organisation to handle their tax affairs or VAT.

Does changing my registered office change my HMRC correspondence address?

Not necessarily. The registered office and HMRC communication address can be different. HMRC's Corporation Tax records distinguish between registered office information and communication details.

Do I need to update PAYE when my business moves?

You should check the PAYE employer record because HMRC can hold separate business and payroll/correspondence addresses.

What happens if I change my company name?

For a UK company with a Companies House registration number, the name change should generally be made through Companies House, which then informs HMRC. HMRC says the new name should normally appear in the Business Tax Account within 15 days.

Do overseas directors need to update HMRC differently?

The underlying obligations are generally the same, but overseas directors should pay particular attention to postal correspondence, online access, authorised agents and the correct HMRC contact route.

Conclusion

Updating company details with HMRC is not simply a matter of changing information in one online account. The correct process depends on what has changed and which tax records are affected. For a registered office change, Companies House is usually the starting point. For VAT, PAYE, correspondence, bank and other tax-specific information, HMRC may require a separate update. VAT-registered businesses should be especially careful because several changes must be reported within 30 days.

The safest approach is straightforward: identify the change, check Companies House, review every relevant HMRC tax service, meet any applicable deadline, and confirm that the records have actually been updated. For founders,particularly those running UK companies from overseas, this discipline can prevent a surprisingly common problem: the company being correctly registered while HMRC is still holding outdated information. Accurate company records are not just administrative housekeeping. They are part of maintaining a reliable UK tax and compliance framework as the business grows.