What is required to be shown on company stationary?
You are required by law to include certain details of your company in business letters and other business documents and correspondence. You can see the full details as set out in The Companies (Trading Disclosures) Regulations 2008 as amended by The Companies (Trading Disclosures) (Amendment) Regulations 2009.
Here we try to distil down how this applies to most UK companies.
Your full company name must be stated legibly on all correspondence and official documents as follows:
- Company notices and publications
- All company order forms and business letters
- Bills of parcels, invoices, receipts and letters id credit as well as bills of exchange, cheques, promisary notes, endorsements and orders for money or goods which pupport to be signed by or on behalf of the company
- All company websites. It is not required to show the company name on every page but it must be readily found and legible.
There are further requirements for your business letterheads, company order forms and company websites. In addition to the registered name of the company, the following must be stated:
- The part of the United Kingdom in which the company is registered ie England, England and Wales, Northern Ireland, Scotland or Wales.
- The company’s registered number
- The company’s registered office
For email correspondence, if the paper equivalent would be caught by the stationery requirements then the email is also caught. Most companies will show the required information in the email footer automatically.
Some types of companies in certain situations will also have to adhere to additional requirements as follows:
- If a limited company is exempt from the requirement to use the word limited as part of its registered name (under section 60 of the Companies Act 2006), it must state the fact that it is a limited company
- A community interest company (or CIC) which is not a public company must state the fact that it is a limited company;
- A charitable company whose name does not include either of the words ‘charity’ or ‘charitable’ must state that it is a charity;
- Where the name of a director of the company is included, other than in the text or as a signatory, the letter must disclose the name of every other director. There is no requirement to show director names at all, so essentially the company must show either all of names of the directors or none of them;
- If the company chooses to display its share capital, it must show the amount of paid up share capital. This is very rarely seen.
Even beyond this there may be legislation and regulations applicable to your company and business type which requires further disclosure especially financial services where firms must state they are authorised and regulated under the Financial Conduct Authority and on occasion the Prudential Regulation Authority. The best practice is to check with your trade body or regulator.
Now the bad news! If a company fails to comply with these legal obligations the company itself and every office of the company have committed an offence and are liable to a fine of up to £1000 plus ongoing daily penalties of £100 a day.
Hopefully this article will ensure that you do not have any problems but as ever if you need any help please contact us for further information.