What is a Registered Email Address for UK Companies?
From March 4 2024, Companies House requires all UK-registered companies and incorporated partnerships to provide a Registered Email Address (REA). The information is provided when setting up a new company during the incorporation process.
Existing companies must provide an appropriate email address in their following confirmation statement on March 5. The new requirement is found in Clause 29 of the Economic Crime and Corporate Transparency Act (2023).
If this is new to you, this post will explain the new requirements, an appropriate registered email address, and how to submit this information to Companies House. We'll also explain what to do for existing companies who need to change their email address in the future.
What is a Registered Email Address?
Companies House uses a company's registered email address to send direct official communication and notices. The email address a company provides to Companies House needs to be published in the public record, meaning it's not available to the public.
Before, companies were only required to provide a Residential Address, which is where Companies House used to send official communication. Companies House will soon begin using the REA to send emails instead of hardcopy letters.
Although the requirement for a registered email address was effected on March 4, 2024, it was introduced in the Economic Crime and Corporate Transparency Act 2023. The Companies Act 2006 has been updated to include these amendments.
- A company's registered email address company's registered email address must be an appropriate one.
- The registrar expects the emails sent to the "appropriate email address" to the attention of someone acting on behalf of the company.
The email address must be valid and easily accessible to a company director, secretary, or an LLP member. Any company that doesn't comply with the new development is an offence that can lead to severe consequences for both the company and its officers.
Facts About an Appropriate Email Address?
As per the law, an email address is deemed appropriate if the emails sent to someone on behalf of a company by Companies House are received. Here are some practical terms about a registered email address:
- Maybe a new or an existing email address for communication
- The email doesn't have to be at the company's domain - for instance, [email protected])
- Multiple companies can use the same email address
- The email doesn't have to be specific to a company director or personal address
- A company can use its accountant's email address or other agents who do administrative duties for the business.
It needs to be clarified if the email address companies will be verified. But even without authentication, providing a valid email is crucial to ensure the company receives official mail.
Failure to provide a valid email address to Companies House might attract fines, especially when an email is sent and it bounces. Suppose the email sent to a company still needs to be received. In that case, Companies House will invalidate the address provided and then send a notification to the registered office, requiring them to offer a new, valid email address.
Companies House increasingly uses its new powers to cross-check information on the public register. Hence, the regulator might send frequent correspondence.
Similarly, if the company requires a response and it isn't replied to, the regulator might contact the company via post or move straight to penalties.
What Type of Email Address Should You Use?
A company can use any email provider as long as the email address meets the definition of an appropriate email address, as per Companies House. Preferably, an appropriate email address should only be accessible to the company director(s) or secretary. Hence, the risk of company email falling into the wrong hands is minimal.
Who Was Affected By Companies House Changes?
The change from a residential address to a registered email address effected on March 4, 2024, applies to the following:
- Private Limited Companies (PLCs)
- Public Limited Companies (PLCs)
- Unlimited companies
- Non-trading and dormant companies
- Limited Liability Partnerships (LLPs)
- Limited Partnerships (LPs)
The new requirement to provide REA applies to all UK companies, whether you prefer to receive mail via post or email from Companies House. From March 4, 2024, an email address is a must for anyone who wants to form and manage a company.
It may be challenging for directors who must become more familiar with email. However, Companies House only requires a single email address for correspondence. For those with multiple companies or LLPs, each company must have a separate email address or share one.
How Will Companies House Use the Registered Email Address?
The registered email address provided to Companies House will be used to send official communications about the company.
Before this change, all official communication by Companies House and other government bodies used a residential address for communication (post).
With the new development, more messages will be delivered via email, which is faster and more convenient for many companies.
Likewise, a registered email address will not be in public records or available to unauthorised users. To see the registered email addresses for the companies, you must log in to Inform Direct.
Providing a Registered Email Address to Companies House
All companies incorporated before March 4, 2024, must provide a registered email address to Companies House. The provision must be in the following confirmation statement before March 5, 2024.
When filing online for the first time, there's a provision for you to enter an appropriate email address in the online formation form. However, if your confirmation statement filing is by post, you must complete the following forms:
- Confirmation statement form CS01 (new version)
- CS01 Part 5: registered email address
As for new companies, they must provide a registered email address during incorporation.
Postal incorporations have section A10 on 'Form IN01, where you provide details of an appropriate email address.
In the future, there's no need to provide a registered email address in any future statements. WHY? Once that is enough, there's a separate process if you change the email address later.
When to Provide the Email Address
The registrar expects anyone opening a company to submit a registered email address for correspondence during incorporation. Companies House requires business owners to provide a residential address for their members, directors, or company secretaries.
Companies House introduced the new requirement on March 4, 2024. The anniversary of a company's incorporation becomes the default confirmation statement date, while the deadline to file is two weeks from this date. If you need more clarification about your company's deadline, check the Companies House website.
Deferring the provision of a registered email address isn't an option, and those responsible (company administrators) must provide their confirmation statement when it is due. On the other hand, new companies will supply a registered email address during incorporation.
How to Update or Change a Registered Email Address
You cannot use the confirmation statement to change or update a company-registered email address.
Updating your email address can't be done on the confirmation statement. Instead, you can change or update it online on the Companies House Service website. How do you go about it?
- Sign in to your Companies House online account or register your company online
- Type in your Company Registration Number (CRN)
- Enter your authentication code from Companies House
- Type in the new email address
- Confirm that the email address is 'appropriate' as defined under the Companies Act 2006, section 88A (A)
The process takes a few minutes as long as you have the necessary information.
Companies House will send you a confirmation email once the change is effected, and the official communication will go to this address.
Steps to Getting a Professional Email Address
A professional email address is one way to build trust in your brand or business. An email address with your company name helps establish a professional brand image. The process is straightforward, from registering a domain name and selecting a hosting provider for your email. Here are the steps to follow:
- Register a domain name through a domain name registrar like GoDaddy, .co.uk, Bluehost, or Nominet.
- Select an email hosting service like Bluehost, G Suite, or Zoho Mail.
- Create your company email address by creating a [email protected]. If you have various departments or you want to make the illusion of a big company, create different emails for each department, and they will look like this:
Frequently Asked Questions
What is an appropriate UK email address?
An email address ending with a . UK indicates a UK email address. Using Gmail, Yahoo, or Hotmail looks generic and doesn't indicate the country of origin.
Is UK.com a valid email address?
Most local and global companies use a UK.COM domain extension to show that the business is in the United Kingdom. The domain is reputable, recognisable and trustworthy, making it an ideal foundation for a company to build an online presence successfully.
What is the most secure email address in the UK?
ProtonMail is a secure email address provider that significant business establishments like newsrooms, academics, activists, and international organisations use. Thus, joining ProtonMail gives you an opportunity to millions of users across the world to ensure your company mail remains private.
In Summary
Companies House rolled out initial changes under the Economic Crime and Corporate Transparency Act on March 4, 2024. These changes are the most significant since Companies House was established in 1844.
The changes give Companies House an upper hand in monitoring and tackling economic crime and supporting economic growth. As a result of these changes, the UK is now the best place in the world to launch and run a business.
These measures will eventually boost transparency, accuracy, and trustworthy information on registrar records. Therefore, any company formed after March 4 will provide a registered email address instead of a residential address. Those incorporated before March 4, 2024, must submit an appropriate email address to Companies House for correspondence.
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