All companies must provide certain information in their business communications. The requirements are intended to ensure that anyone dealing with a company is aware of its legal identity, its limited liability status and where they can inspect company records.

Registered name

A company's registered name must appear on all forms of business correspondence and documentation including:

  • business letters, notices and other official publications;
  • business emails;
  • order forms;
  • cheques purporting to be signed by or on behalf of the company;
  • orders for money, goods or services purporting to be signed by or on behalf of the company;
  • invoices and other demands for payment;
  • receipts and letters of credit; and
  • its websites.

In addition, a company must display its registered name at: its registered office; any location at which it keeps its records available for inspection; and any location at which it carries on business.

Additional information

Additional information is required to be displayed on all business letters and order forms (whether in hard copy, electronic or any other form) and on all websites of the company including:

  • the part of the United Kingdom in which the company is registered;
  • the company's registered number;
  • the address of the company's registered office;
  • if a company is exempt from the requirement to use "limited" in its name, the fact that it is a limited company;
  • if the company is a community interest company which is not a public company, the fact that it is a limited company;
  • if it is an investment company, the fact that it is this type of company;
  • if it is a company which has chosen to display its share capital, it must refer to the amount of paid up share capital; and
  • if the letter includes the name of a director of the company (other than in the text or as a signatory), the name of every director of that company.

If a company is supplying goods or services through a website then its VAT registration number should also appear on its website. HMRC has its own requirements as to the information to be included on a VAT invoice.

Failure to comply with the information requirements constitutes a criminal offence and the company and its officers who are in default are liable to a fine.

The content of this article is intended to provide a general guide to the subject matter. Specialist advice should be sought about your specific circumstances.