What is the Correspondence Address in the UK?
A correspondence or a service address in an official address that business directors, secretaries, or people with significant control must have when appointed to work in a UK company. The directors use these service addresses to receive legal notices and statutory mail from the HMRC or Companies House. These address details are available in the public records, and anyone can view them.
Correspondence address must be a physical address in any location across the globe. You can use your residential address, registered office address, or non-residential address as your service address. How can you get a correspondence address? In this guide, you’ll discover the importance of service address and its benefits.
Where will I Use the Correspondence Address?
You will see its benefits when you understand where you can use the correspondence address. These are instances where you can use the service address.
During Company Incorporation
When incorporating a business in the UK, the service address plays a significant role. You will use this address as your company's official address during registration. If you change it, ensure you have updated it with Companies House. The address will be your channel for official communication, government correspondence, and legal notices related to business incorporation and other operations.
An Official Address to Receive Official Mail and Documents
You can use your service address to receive company official communications, such as mail. Ensure you handle the government correspondence quickly to comply with legal regulations. Additionally, a service address will allow you to apply for business licenses, manage data storage, and manage customer feedback without interrupting your residential address.
How is the Correspondence Address Similar to the Registered Office Address?
A correspondence address to the company registered office address in the following ways:
The addresses are on the Registrar of Companies public register, so anyone may freely view them through the Companies House Search tool
- Business activity doesn't need to take place at these addresses
- Company officials don't need to reside at the address
- Every official correspondent is sent to the address, and the addressee must see it
- You can use a residential address, but it's not advisable for privacy reasons
Their main difference is that a correspondence address can be located anywhere, whereas a company registered office address must be in the UK.
Example of a correspondence address
Suppose you run a retail shoe business in London; your service address will look like this.
UrbanSole UK Ltd.
Correspondence Address: Suite 201, Fashion Avenue Building
17 Carnaby Street
London, UK
ZIP: TW1 4DP
How do I Change My Correspondence Address with Companies House
Changing your service address with Companies House is a seamless process. Just go through these steps:
- Log into the Companies House Website
- Using the search function, find your company
- Tap for this company tab, then follow the instructions to change your service address.
- Enter your current building number or name and postcode. You can enter your new address manually or find it in the postal address database.
- Then submit changes
- You will receive a notification minutes later showing the change of address. Your new address will be registered at the Companies House.
- Alternatively, you can use a based version to submit the change of service address by post, although the process is slower than online.
Why Use the Correspondence Address?
Most company officials use correspondence addresses for the following reasons:
Privacy and security
Your privacy and security is a paramount consideration when choosing a service address. This address will safeguard your company and personal information if you don't prefer disclosing your residential location. For example, public figures and celebrities use a correspondence address to receive their business inquiries discreetly, shielding their home address from the public eye. Furthermore, your company may use a correspondence address to handle your supplier mail or consumer confidentially without revealing your exact office or warehouse location.
Formality and professionalism
The use of a correspondence address also portrays formality and professionalism. For example, when a job applicant indicates their service address on their resume, it signals accessibility and seamless communication. Additionally, a company may display a correspondence address on its letterhead or website to show a legitimate identity and a physical presence.
Mobility and flexibility
A service address is great for freelance workers. They can use this address to receive packages and mail as they operate in a different location. The service address is also a choice for companies with various branches. They may adopt a central service address location where they efficiently collect and manage business parcels from all their branches.
Legal compliance
Every company needs an address for correspondence for legal and regulatory compliance considerations. The companies and individuals use these addresses to receive legal documents. For example, government agencies or courts may mandate a service address for serving summons, notices, etc. Financial institutions may also insist on a service address to verify the address and identity of the customer.
Correspondence Addresses Common Mistakes
Here are some mistakes you can avoid in the correspondence address:
- Wrong spelling or typos in postal address, street names, and city names
- Missing unit or apartment numbers
- Inaccurate title or recipient name
- Incorrect placement of city or postal code in the address
- Using an outdated address detail
- Not including crucial address elements such as suffixes, direction, and street
- Using unclear handwriting or a non-standard format
- Use of abbreviations hard to understand
- Using unnecessary detail that may confuse postal service
- Ignoring address guidelines for different regions and countries
Where to Obtain a Correspondence Address
After knowing how crucial your company's service address is, you may wonder where you can get it. Here are options suitable for you.
Use your Business Address
You can register your company's physical office as a correspondence address. However, this option does not favour companies without a fixed location or entrepreneurs with home-based companies.
Virtual Office
A virtual office is more convenient for anyone seeking a service address without needing a physical workspace. You will receive your mail and packages at the right time, regardless of location.
Can One Use a Correspondence Address as a Residential Address?
You can use a residential address as your correspondence address to receive mail and parcels, but there are considerations to make. Use your residential address as your service address for a short time. However, if all requirements are met, you can still use it to receive business posts. However, it's not the best idea, depending on the services your company offers. Your residential address may become public, exposing you to unnecessary marketing mails. Choosing a non-residential address as your service address is advisable to keep your privacy intact.
Can a Company Use a PO Box as a Correspondence Address?
You can use a PO Box address if you provide Companies House with the complete postal address (including the postcode) and verify that a person is physically available at the address, ensuring it's not solely a post office location.
Final Words
A correspondence address is vital if you're operating a company in the UK. It provides you and other company officials privacy, enhances the business's professional image, and streamlines email and parcel management. Although you may use your residential address as a service address, it's not always the best idea because of the lack of privacy. If you are a digital nomad, choose a virtual office as your correspondence address to meet your business needs and stay compliant. With a correspondence address, your company will have an efficient and organised way to handle business correspondence.
Need help with company formation or getting a correspondence address for your company? Incorpuk can help you with questions you have about company formation. Kindly reach out to speak with an expert today.