What must be on company stationery

The Companies Act 2006 requires certain information to be included on company stationery.

On your letters

Regulations say that your company’s letters must show four things:

1. the company’s registered name - this isn't the name you trade under but the name as it appears on the certificate of incorporation, including the word “Ltd” or “Limited” as it appears on the certificate
2. the registered office address - not only must this be shown, but it must say it’s your registered address. You might trade from one address but have your company registered at your accountant’s office; you should show both
3. the company registration number
4. whether your company is registered in England, England & Wales or Scotland. You’ll find this information on the certificate of incorporation.

Note. Welsh companies using “Cynfngedig” instead of “Limited” must still state in English that they are a limited company.

The regulations also apply to communications your company sends in e-mail form. So that this is not overlooked it's a good idea to set up a standard template containing the required information for everyone in your company to use.

Optional extras

You don’t have to include the names of the directors on letters, although you can if you want to, but in that case you must show the names of all the directors.

Other documents

Other documents, such as invoices, order forms and compliment slips, don’t need to show all the information that's needed on letters and e-mails, just your company’s registered name will do.

Where you use a compliment slip as a substitute letterhead, or include even a brief communication on it, this counts as a letter and you must show all the required information mentioned above.

Penalties

It’s a criminal offence not to follow the business stationery rules, and directors and their companies can be prosecuted for not complying. If convicted each director, and the company, can face a fine of up to £1,000, and if the letterheads etc. aren't brought up to scratch, fines of £100 per day each can be imposed.