Board Minutes to Supply a Registered Email Address

These template board minutes can be used as evidence of a decision to agree a company’s registered statutory email address.

From 4 March 2024, the Economic Crime & Corporate Transparency Act 2023 (ECCTA) introduced a requirement for companies to maintain an “appropriate” email address. This is one where emails sent to that address can be expected to come to the attention of a person acting on behalf of the company.

Companies have a statutory duty to maintain an appropriate email address in the same way as they do an appropriate registered office address. Any company that does not do this will be committing an offence.

What is the registered email address used for?

The email address will only be used for Companies House to communicate directly with the company, for example reminders about upcoming filings or updates to company law that may require company action.

The email address will not be visible on the public register, but it should be secure, maintained and constantly monitored.

When will companies need to provide it?

• Newly incorporated companies will be required to give an email address as part of the incorporation process.
• Existing companies will need to give a registered email address when they file their next confirmation statement with a statement date on or after 5 March 2024.
• Subsequent changes to the email address can be made through Companies House’ dedicated online service.

What counts as “appropriate” in practice?

• The same email address may be used for more than one company.
• A company may use a third-party agent’s email address, provided it meets the requirements of being an appropriate email address.

Points to consider before choosing the address

• Whether a generic company email address is more suitable than a personal email address (particularly as personnel may change).
• Whether the email address should use a distribution list so that multiple people receive communications from Companies House.
• Who should have access to the email address and what security controls should be in place (including password management when personnel leave).
• Whether to use a third-party agent’s email address instead.

When should you use these board minutes?

• If the company is registering a registered email address for the first time.
• If the company is making a subsequent change to the registered email address.

Board Minutes to Supply a Registered Email Address is part of Corporate. Just £38.50 + VAT provides unlimited downloads from Corporate for 1 year.