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Legal requirements for your Letterheads

A question we’re often asked is: “What legal details must I include on my Letterheads and Business Stationery?”

Letterheads can be used for many different purposes. From direct marketing to invoicing. But it is a legal requirement that you include certain information depending on your legal entity. So whether you are a Sole Trader, a Partnership or a Limited Company there are guidlines that you must follow. So here are a few helpful guidelines:

1. Sole Trader

If you’re a sole trader operating under your own name, you should include your name and address on all business stationery. However, if you choose something other than your own name for the business, you must include your own name and the business address on all business letters, orders and receipts.

2. Partnerships

Partnerships must state on letters, orders, invoices and receipts the names of all partners and the address of the principal office or alternatively indicate where a list of partners may be inspected.

3. Limited Company

Limited companies must show on letters and order forms (paper and electronic versions) the name of the company, the place of registration, the company registration number, the address of the registered office and the address of its place of business, if different. We’ve been helpful and included these details on all of our ready made Letterhead designs.

If the company is being wound up this fact must also be stated. There is no need to list the names of the company directors, but if you choose to include them, you must list the names of all directors.

Limited companies’ invoices must show at least the company name. In the case of a limited company that is exempt from using the word ‘limited’ in its name, it must state the fact that it is a limited company.

Additional information to have printed on invoices

If you are registered for VAT, your invoices must state your VAT registration number.

Include your banking details on invoices to aid quicker payment – eg through BACS or online banking. List the account name, number and the sort code.

You could also print your payment terms, and any other relevant terms and conditions.

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