Navigating New Changes at Companies House: The Essential Update for Limited Companies

 

In a world where digital communication reigns supreme, staying abreast of regulatory changes is crucial for businesses. Companies House, the United Kingdom’s registrar of companies, has recently announced significant updates that impact limited companies directly, emphasizing the importance of an accessible email address. This move underscores the shift towards more streamlined, digital-first interactions between Companies House and businesses across the nation. Along with this, and as part of the Economic Crime and Corporate Transparency Act (ECCTA) there is an updating of requirements that need to be realised by business owners.

Understanding the Change

At the heart of this update is the requirement for all limited companies to provide and maintain an accessible, operational email address. This directive is not just a mere formality; it is a crucial component of your company’s compliance framework. Companies House will use this email address as a primary channel for official communications, notifications, and essential reminders, making it an indispensable tool for your business operations.

Why the Focus on Email?

Email has become the backbone of professional communication, offering speed, efficiency, and a verifiable trail of correspondence. By mandating an accessible email address, Companies House aims to enhance the reliability of its communications with limited companies. This ensures that vital information, such as changes to filing deadlines, updates to company law, or requests for additional information, is conveyed promptly and securely.

What will be valid as an appropriate email address?

According to the legislation, an email address is considered appropriate ‘… if, in the ordinary course of events, emails sent to it by the registrar (i.e. Companies House) would be expected to come to the attention of a person acting on behalf of the company.’

In practical terms, the registered email address:

• May be a new one set up specifically for this purpose or an existing one
• Does not need to be at the company’s domain (e.g. appropriateemail@company.co.uk)
• Can be the same email address for a number of companies – for example, a group of companies could provide the same REA for each group company
• Does not have to be a specific, personal address of a company director or other officer
• Can be the email address of the company’s accountant or other agent who oversees company secretarial work on their behalf

Identity verification

At some point in the near future, all new and eventually all existing registered company directors will have to have their Identity verified, along with people with significant control and also those that deliver documents to the Registrar.

Registered offices

Registered offices will no longer be allowed to be registered at PO Boxes, but will need to be actual addresses.

 

The Benefits for Your Business

This update is not just about compliance; it offers tangible benefits for your business:

1. Speed of Communication

Receive timely updates on legislative changes, filing reminders, and other critical information that could impact your business operations.

2. Reduced Paperwork

A move towards more digital communication means less reliance on physical mail, reducing your company’s paper trail and contributing to a more sustainable environment.

3. Enhanced Security

Email communications can be encrypted, providing a more secure method of receiving sensitive information compared to traditional mail.

 

Action Steps for Compliance

1. Review and Update

Ensure your company’s registered email address with Companies House is current, accessible, and checked regularly.

2. Internal Policies

Update your internal policies to reflect the importance of monitoring this email address and responding to communications from Companies      House in a timely manner.

3. IT Infrastructure

Ensure your IT systems and spam filters are configured to allow emails from Companies House, preventing important communications from being missed.

Looking Ahead

As Companies House continues to evolve, embracing digital transformation in its operations, it’s clear that businesses must adapt to maintain compliance and capitalize on the efficiencies these changes bring. Staying informed and proactive in updating your company details will not only keep you compliant but also streamline your interactions with regulatory bodies.

Review your company’s registered details with Companies House today. Ensure your email address is up-to-date and consider integrating these communications into your company’s regular review processes. In the digital age, a small update like this can lead to significant improvements in how your business operates and complies with regulatory requirements.

There will also be an update to the filing fees associated with filing documents at companies house, we’ve covered this in a separate blog here

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