Limited company SAIL address – what is it and why would I use one?

A limited company SAIL address is a ‘single alternative inspection location’ that limited companies can use to store and facilitate the inspection of certain company records. Companies normally keep these records at their registered office address, but sometimes storing them at a SAIL address is more practical or convenient.

This post discusses the purpose and requirements of a limited company SAIL address and why you would use one. We also explain how to set up this type of address and move company records from your registered office.

What is a limited company SAIL address?

SAIL is an abbreviation of ‘single alternative inspection location’. It is an optional address that limited companies (and LLPs) can use to store certain records (mainly statutory registers) and make them available for public inspection.

Ordinarily, companies use their registered office address for these purposes. However, sometimes the registered office is not suitable or convenient for storing company records and making them available for public inspection. In such circumstances, you can set up and use a SAIL address instead.

• What company records and registers do I have to keep?
• Remove your home address from the Companies House register
• Using your home address as a registered office

If you decide to use a single alternative inspection location, it must be in the same country as your registered office – England & Wales, Wales only, Scotland, or Northern Ireland.

You must notify Companies House and specify which records and registers you keep there. The SAIL address will appear on the public register at Companies House, alongside your other company details.

Why would I use a single alternative inspection location?

A company may decide to use a SAIL address if the directors determine that the registered office is unsuitable for the storage or inspection of company records. This could be for any number of reasons, for example:

• The director is using a home address as a registered office, so they don’t want people inspecting company records in their private residence
• The registered office address is too far away for the director or company secretary to accommodate inspections easily
• If the registered office is not safe for the public, has poor access, is hard to find, or is located in a remote part of the country
• To provide a more professional or appropriate setting for inspections
• The company’s accountant or professional company secretary maintains the company’s records at their business address
• The company’s registered office is temporarily out of use or under construction

You don’t need to give a reason or seek permission to use a SAIL address. It is entirely up to you to decide whether to set up a SAIL address or continue storing your company records at your registered office.

Does a SAIL address have to be in the UK?

Yes, any such address must be situated in the UK. Specifically, it must be in the same UK jurisdiction where the company is incorporated and where the registered office address is located.

This means that your SAIL address has to be located in:

• England or Wales – if your company is registered in England & Wales
• Wales only – if you have a Welsh company that is registered in Wales only
• Scotland – if your company is registered in Scotland
• Northern Ireland – if your company is registered in Northern Ireland

However, like the registered office address, you can change a SAIL address whenever you like and as often as you want. The only stipulation is that it must remain in the same UK jurisdiction.

What company records and registers can I keep at a SAIL address?

The company records and registers that you can keep at this address include:

• Register of members (shareholders or guarantors)
• Register of directors
• Register of company secretaries
• Register of people with significant control (PSC register)
• Register of charges (e.g. mortgages) and instruments creating those charges
• Directors’ service contracts
• Directors’ indemnities
• Copies of company resolutions
• Minutes of general meetings
• Contracts relating to the purchase or redemption of own shares
• Register of debenture holders

The general public can inspect these records upon making a proper written request to the company.

How to set up a SAIL address

Setting up a SAIL address is easy. Once you’ve chosen a suitable address, you must notify Companies House within 14 days using forms AD02 and AD03.

The purpose of form AD02 is to register the SAIL address. Form AD03 tells Companies House which records you are moving from your registered office to the single alternative inspection location. For limited liability partnerships (LLPs), you will use forms LL AD02 and LL AD03 instead.

To complete form AD02, you must provide your company name, registration number, and the address of the single alternative inspection location.

To complete form AD03, you must provide your company name and registration number and indicate which company records are being kept at the SAIL address.

How to change or stop using a SAIL address

If you decide to change your SAIL address at any point, you can notify Companies House online using forms AD02 and AD03. The procedure is exactly the same as registering a SAIL address for the first time. You must tell Companies House within 14 days.

If you want to stop using a SAIL address altogether and/or return some or all of your company records back to your registered office, you must file form AD04 (or form LL AD04 for an LLP) at Companies House within 14 days.

So there you have it…

We’ve shed some light on the limited company SAIL address by explaining what it is, why you would set one up, and the company records you can keep there.

If you have any questions about using a SAIL address for your limited company, please leave a comment below.

Explore the Rapid Formations Blog for more business advice, insights, and limited company guidance.