When it comes to your company’s official records, a registered office address is critical. Although it might not be your main place of business, a registered business address can have a significant impact on your success.
With that in mind, this article will explore everything you need to know about obtaining and maximising your company’s registered address.
What is a registered office?
In short, a registered office is the official address of any given company, which you register with the government. It’s also the official mailing address for all legal notices and correspondence from agencies like the HMRC.
Although there are a few commonalities across most regions, the legal requirements for your company’s registered office will vary depending on your jurisdiction. There are also different types of registered addresses to choose from.
Types of registered office addresses
There are many different ways to register your business address. Many companies can provide a registered office address service.
Some of the main service options include:
● Business address: This allows you to register your business to a specific address without having a physical presence in that location. Virtual business addresses are a cost-effective solution for startups and small businesses.
● Service address: Much like a business address service, this allows you to use an off-site address for legal and mail-receiving purposes. Your provider will forward your mail to your desired address.
They can also use mail scanning for a paperless transformation of information.
● Virtual office address: Using a virtual office address for company registration is another cost-effective way to operate. With a Virtual Office, you get all the benefits of a business address service.
You also get extras, like a virtual receptionist and regular use of meeting rooms and office space.
● Home address: This is a popular choice for solo entrepreneurs and startups conducting business from home.
However, it’s worth noting that using your home will place your residential address on the public record. That’s why, for privacy reasons, many people opt for a separate virtual office for company registration.
All of these options have their benefits as a registered business address. However, it’s important to check your solutions comply with all regulations in your business jurisdiction.
In any case, Regus is on hand to give you advice about the most suitable package we can provide for your business.
Why is a registered office address important?
A registered office address is not only important, it’s a legal requirement. This applies to limited companies and limited liability partnerships. It’s the official and public-facing address that appears on all company letterheads.
A registered address is for receiving business communication from government departments. This includes authorities like the HMRC, Companies House and similar regulatory bodies outside of the UK.
It’s also vital for taxes, trademark and patent registration, and registers for public inspection.
What are the benefits of having a registered office?
Establishing a registered office has many business benefits, such as projecting a professional image, enhancing credibility, and building trust with customers.
A virtual registered office address can provide such benefits, while also being cost-effective when compared to a physical space.
Virtual offices establish a presence in prestigious locations at a fraction of the cost. Business services like mail handling, call answering, and virtual receptionists are all included. Thanks to this, virtual office address services are popular among startups, SMEs, as well as larger companies.
What are the requirements for a registered office?
To comply with legal requirements, a registered office must be in a physical location, as well as in the country where your company is incorporated. It’s more than just a PO Box and has a permanent or long-term address.
Your registered address should be clearly displayed on all official stationery, which encompasses emails, brochures, and websites. Additionally, it is essential to inform Companies House, or equivalent regulatory organisations in other countries, about any alterations to your registered business address. Furthermore, your business should remain operational during standard business hours.
Rules around registered offices vary between countries. It’s important to ensure you are compliant with the regulations in your region. For example, in the UK, the three jurisdictions are England and Wales, Scotland, and Northern Ireland.
As a result, companies operating in England and Wales must have a registered address in England or Wales. Companies in Scotland must have a registered business address in Scotland, and similar for Northern Ireland.
Common mistakes to avoid with your registered office
When registering your official business address, it’s important to pay attention to the details. Here are some common mistakes found in the business registration process and how you can avoid them.
● Incorrect company name: It sounds obvious, but you must make sure your application form is free of misspellings or typos.
● Incorrect address: Check that you input the correct address, especially if it's different to your trading address.
● Discrepancies between government agencies: In the UK, most companies can register for Corporation Tax when they list themselves with Companies House. If you do this separately, make sure the information on both applications matches.
● Forgetting to update address records: You must alert Companies House as soon as there’s a change of address. You must also allow it to be used by other companies.
● Not displaying or updating company details: Make sure you display the most up-to-date address on your website, order forms, receipts, official stationery, and business cards.
Where can your registered office address be located?
You can have your registered business address in a variety of locations as long as it’s a physical address. It must also have the capacity to receive important mail and official documents.
Examples of registered office locations include:
● Coworking spaces
● Virtual offices
● Serviced office space
● Residential addresses
● Private office space
Many companies provide a registered office address service for your benefit. When searching for a provider, look for reputable office space companies with a variety of locations on offer.
This will help you to find the best business address for your current needs. It will also keep your options open for future growth.
What to consider when choosing a registered address
One of the most important factors to consider when choosing a registered office address is location. Even if you don’t use it for daily operations, the address you select could have an impact on your professional image.
Things to consider when choosing an address location:
● Proximity to industry clusters and competitors
● Eligibility for grants, funding, and support
● Overall costs
● Whether additional services like mail forwarding and telephone answering are available
Frequently asked questions about registered office addresses
Choosing the right registered office address can be crucial to your company’s compliance and success. To help you get it right, we’ve put together a list of the most common questions with answers that will help you.
Can I change my registered office address?
Different jurisdictions, regions, and countries have different rules, regulations, and processes in place. However, in general, you’ll need to submit the appropriate information to the relevant government body.
In the UK, the governing body is the Companies House. It’s a legal requirement to notify the department within 14 days of the change occurring. You can change your registered business address online or submit form AD01 to the relevant authority by post.
Can I use my home as a registered office address?
Yes. It’s possible to use your home as a registered office address. However, it’s important to remember that doing so will make your address publicly available.
Even if you change the address, it will remain on the public register as a previous address. This spans the entire life of the company and even 20 years after it’s been dissolved.
If you are concerned about privacy, it’s best not to use your home as a registered business address.
Can I move my company’s registered office to a different country?
Laws and regulations vary globally, but you will most likely have to dissolve your company and register afresh elsewhere.
However, it is possible to expand to more than one location. One of the most simple and cost-effective ways of doing this is by opening a virtual office abroad.
With this, you can minimise risk and dip your toes in the water overseas while maintaining a presence in your company’s country of origin.
It’s important to note that trading overseas can also have tax implications. It’s critical to consult specialist advisors before deciding whether you wish to dissolve, relocate, or expand.
Can a virtual office be used as a registered office?
Yes, a virtual office can be the perfect solution for a business looking for a registered address. All you need is a physical location for receiving important correspondence.
When using virtual offices as a registered business address, make sure you reach out to a reputable company. Look for providers with plenty of experience dealing with limited companies.
Prioritise services that offer mail forwarding and call handling as well as giving access to physical office space when needed.
Do I have to trade from my registered office address?
No, you do not have to trade from your registered address.
There are important distinctions between trading addresses and registered business addresses.
A registered business address is your company’s legal address for correspondence with government authorities like Companies House and HMRC. Meanwhile, a trading address is where you carry out your regular business activities.
While your trading address can be the same as your registered address, you don’t have to conduct your day-to-day business from it.
Why is my registered office address available to the public?
A company’s registered address is where all legal documents must be sent. If a supplier, customer, or member of the public wanted to make a complaint or start legal action against your business, they would need this address.
The public must therefore have access to your registered office address. This is why many opt for virtual addresses instead of using their home or residential location.
Support your business with a registered office address with Regus
Setting up a registered office is made simpler with the right provider. Whether it’s a private office, a virtual office, or a business address, our experts can help you find a location and package to suit your needs.
With virtual offices in Edinburgh, Leeds, Birmingham, and thousands of other locations, you’ll have plenty of options to choose from.
You can also use our online search tool to find your ideal office space. Or, for specialist advice, get in touch with our friendly office space experts today.
