When you’re setting up your limited company with Companies House, one of the first things on the to-do list is picking a registered office address. This isn’t just a box to tick - it’s a legal must-have and the place where all your official mail from Companies House and HMRC will land.

But here’s the thing: if you don’t provide a valid address that you have permission to use, you might end up with the dreaded Companies House default address. And trust us, that’s a scenario best avoided

In this guide, we’ll cover everything you need to know about the Companies House default address, why it’s not ideal, and how to make sure you never find yourself stuck with it. Let’s start with the basics: 

Why does Companies House need to know your registered office address?

Here’s why it’s a legal requirement:

1. It’s where all your official correspondence gets sent: All the important letters you’ll get from Companies House and HMRC - think tax reminders and filing deadlines - will be sent here.
2. It’s on your public record: Your registered office address is listed on Companies House’s public register, meaning anyone can access it to verify your company's details.
3. It keeps your business legal: Your registered office establishes a legal presence for your company within the UK - a requirement for all limited companies.

As for what happens when it’s not provided correctly or you don’t have permission to use the address: you might end up with the Companies House default address, which is a scenario best avoided.

{{cta-limited-company}}

What is the Companies House default address?

If your registered office address doesn’t meet legal requirements, Companies House may assign your business its default address. 

That address is currently: PO Box 4385, [Company number]: Companies House default address, Cardiff, CF14 8LH.

This default address is essentially a fallback option, used when your provided address doesn’t make the cut. Primarily because you haven’t got sufficient permission to use it. 

When does the Companies House default address come into play?

The main reason companies are assigned the default address is because someone else - either a person or a business - has complained you’re not authorised to use the address you provided. They’ll make the complaint by filing an RP07 form, stating that you’re using the address without permission.

If Companies House decides the complaint is legitimate, they'll inform your company of the application and you’ll then have 28 days to contest it. If you don't provide sufficient proof in that 28 day timeframe, or your argument isn’t valid, then your registered office will be changed to the default address. 

There are also a few other scenarios where Companies House might assign you the default address, but these are less common:

• They haven’t been able to deliver mail to the address you registered with: If mail from Companies House and HMRC sent to your registered office address is repeatedly returned as undeliverable, Companies House might use the default address as a last resort.
• You provided an invalid address: If the address you provide doesn’t meet the criteria - for example, if it’s not a physical address in the UK - you’ll likely get the default address instead.
• You forgot to update your company details: If your company moves or changes its registered office address but you don’t notify Companies House, they may redirect your mail to the default address.

Why you don’t want the Companies House default address

At first glance, the default address might seem harmless. After all, it’s just an address, right? Not quite.

Being assigned the default address can cause serious issues, including:

• Missed correspondence: You could miss critical letters from Companies House or HMRC, leading to fines or compliance problems.
• Damage to your reputation: A default address on public records can make your business look unprofessional or unreliable. Particularly with investors and banks.
• Legal complications: Using an inadequate address or failing to respond to important notices can escalate into more serious problems.

How to avoid the Companies House default address

The good news? Avoiding the default address is straightforward if you follow these best practices:

1. Choose a reliable registered office address

The easiest way to sidestep issues is by choosing a suitable registered office address (that you have expressed legal permission to use) from the start. Make sure it:

• Is a physical location in the UK (PO boxes alone don’t count)
• Can receive mail during standard business hours
• Is an address you have permission to use

Many small business owners use their home address as their registered office, but this means it will appear on the public register. If you'd prefer to keep your personal address private, Hoxton Mix offers a virtual office service that provides a professional registered office address for just £7.50 +VAT per month. This service masks your personal details on Companies House and includes handling all company post, which is scanned and emailed to you. 

As a Crunch client, you’ll also save 62.5% on the normal monthly costs for Hoxton Mix. For more details check out this article which explains how it works.

In short, there’s never any reason to feel you cannot provide a suitable registered office address. 

If you’re looking for more tips and guidance on picking the right location, we’ve broken down how to choose the right registered office address here. 

2. Regularly check your mail

Make sure you’re checking your office mailbox often enough that you can promptly read and action any important messages from Companies House and HMRC.

3. Keep Companies House updated on any changes in your business

If your company changes address, notify Companies House as soon as possible. You can update your registered office address online, and the change is typically processed quickly.

What to do if someone disputes your registered office address

If someone files an RP07 claiming that your business doesn’t have the right to use your registered office address, don’t panic. Remember that you have 28 days to resolve the issue before you are assigned the Companies House default address. 

Here’s what you need to do:

1. Identify the issue:

Figure out why your registered office address was deemed unsuitable, or why the RP07 was filed against you. This might mean contacting Companies House for clarification. If there’s been a misunderstanding, the applicant may agree to withdraw their application. 

2. Provide proof of permission:

If you do have evidence that you have legal permission to use your registered office dress (such as a contract, proof of payment or other legal documents), you’ll have 28 days to gather and provide this proof and send it to Companies House.

3. Update your address:

If you aren’t authorised to use the address you had previously registered with, you’ll need to find and provide a new registered office address that does meet the legal requirements. 

4. Inform your stakeholders:

If you are providing a new registered address, make sure to let clients, suppliers and other key contacts know about your updated address to avoid any confusion.

5. Seek help from a professional:

A professional can not only help you register a suitable new address, they can help you with everything else you need to know to be a compliant limited company. When you use Crunch’s Limited Company service, our experts will help you stay on top of filing deadlines and statutory obligations, and manage all of the legal requirements from Companies House. 

{{ltd-guide}}

Don’t end up with the default - it’s not worth the hassle!

Put simply, the Companies House default address is no replacement for having a proper registered office address. Making sure you have clear, written permission to use your registered office address - and keeping your details accurate and up-to-date - is a straightforward but crucial step to staying compliant and protecting your business’ reputation.

If you need guidance, don’t hesitate to get expert advice. A little time and effort now can save you a lot of stress later. After all, your registered office isn’t just a legal requirement - it’s a cornerstone of your business’s credibility and compliance.