UK email signature legal requirements for companies
A UK limited company should show four things on its business emails: its registered name, its registered number, the part of the UK where it is registered (for example England and Wales) and its registered office address. The rules are in the Company, Limited Liability Partnership and Business (Names and Trading Disclosures) Regulations 2015, which apply to business letters and order forms in electronic form as well as on paper. The simplest way to comply is a short company footer on every email.
This is general information, not legal advice. Check with your accountant or solicitor for your situation.
What to include
| Item | Example |
|---|---|
| Registered name | Example Trading Ltd |
| Registered number | Registered in England and Wales, company number 01234567 |
| Registered office | Registered office: 1 Example Street, London, EC1A 1AA |
If you show a share capital figure, it must be the paid-up capital. If the company is exempt from using "limited" in its name, the regulations require a statement that it is a limited company.
Sole traders and partnerships
If you trade under a business name that is not your own name, the Companies Act 2006 (sections 1201 to 1204) requires the name of each owner and an address for service on business letters, orders, invoices and receipts.
How to add it
- One person: add the lines below your contact details in your signature, in a smaller font. See what to put in an email signature.
- A whole company: use a central footer so nobody forgets. Google Workspace and Microsoft 365 both have built-in ways to append text. See Google Workspace footer vs signature.
A confidentiality disclaimer is a separate thing, and it is not required. We cover its value in are email disclaimers legally binding?
FAQ
Is a company number required in UK email signatures? The 2015 regulations require the registered number on business letters and order forms, including in electronic form. Most guidance treats business emails the same way, so include it.
Is a VAT number required in an email signature? Not by the trading disclosure rules above. It is required on VAT invoices.
Does a confidentiality notice count? No. It is optional and does not replace the company details.
Sources
- The Company, Limited Liability Partnership and Business (Names and Trading Disclosures) Regulations 2015: https://www.legislation.gov.uk/uksi/2015/17/contents
- Companies Act 2006, sections 1201 to 1204: https://www.legislation.gov.uk/ukpga/2006/46/part/41/chapter/2
Make yours now
Every Sendoff template is built to the rules in these guides. Free, no account needed.