Under new measures introduced in the Economic Crime and Corporate Transparency Act 2023 (ECCT Act), UK companies must now maintain an appropriate registered email address at all times. From 4 March 2024, this information must be provided to Companies House during the incorporation process or on the next annual confirmation statement. Below, we explain everything you need to know.
Providing a registered email address for your company
The requirement to provide a registered email address to Companies House (the registrar) applies to all new and existing companies incorporated in the UK. This includes:
- private limited companies
- public limited companies (PLCs)
- unlimited companies
- non-trading and dormant companies
- limited liability partnerships (LLPs)
- limited partnerships (LPs)
As defined in s 88A of the Companies Act 2006 (inserted by s 29 of the ECCT Act), a company’s registered email address must at all times be an “appropriate email address”. An email address is deemed appropriate if, in the normal course of events, any email that Companies House sends to it would be expected to reach someone acting on behalf of the company.
The registrar will use the email address you provide to communicate with the company. This contact information will not be added to the public register of companies or shared with anyone else.
Where a company fails to comply with the requirements without a reasonable excuse, the company and every officer (directors/company secretary/LLP members/general partners) are committing an offence. Any person guilty of an offence under section 88A is liable to a fine on summary conviction.
How and when to provide an email address to Companies House
Any new company that incorporates in the UK from 4 March 2024 is required to provide a registered email address during the incorporation process. You must only give one.
If you register online, you will be prompted to enter this information when completing the online application form. When registering by post, you will provide the email address in the relevant section of the paper application form.
The process is different for companies incorporated before 4 March 2024. Existing companies must provide a registered email address when they submit their next annual confirmation statement with a statement date of 5 March 2024 or later. Again, you must only give one.
If you file your confirmation statement online, the form will prompt you to enter an email address when providing one for the first time. If you file on paper, you must use the Confirmation statement form CS01 (new version) and include CS01 Part 5: registered email address.
You only need to provide the email address details on the first confirmation statement you file from 5 March 2024. Thereafter, you will simply ‘check and confirm’ this information on each subsequent statement.
How to change your company’s registered email address
If you decide to change your company’s registered email address in the future, you need to tell the registrar as soon as possible. You cannot use the confirmation statement to do this. Instead, you must update your registered email address online through your Companies House account.
To do so, you will need to sign in to your Companies House account (or create one) and provide the following information:
- your company registration number
- your company authentication code
- the new registered email address
- a statement that the new email address is ‘appropriate’ within the meaning given by section 88A(2)
It’s pretty straightforward and takes no time at all to update. Companies House will record the new details, provide confirmation of the change, and send all future email correspondence to that address.
What type of email address should I use?
You can use any type of email address, provided that it meets the definition of an appropriate email address. Ideally, it should be one that only the director(s) and company secretary have access to, thus minimising the risk of any problems.
It would also be wise to provide an address that is frequently in use, as opposed to one where you may miss important emails. The new requirement is not simply a box-ticking exercise, so be sure to choose an address that you will access regularly.
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Please note that the information provided in this article is for general informational purposes only and does not constitute legal, tax, or professional advice. While our aim is that the content is accurate and up to date, it should not be relied upon as a substitute for tailored advice from qualified professionals. We strongly recommend that you seek independent legal and tax advice specific to your circumstances before acting on any information contained in this article. We accept no responsibility or liability for any loss or damage that may result from your reliance on the information provided in this article. Use of the information contained in this article is entirely at your own risk.
