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.

Important legal point: companies must maintain an “appropriate” email address (ECCTA)

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 an address 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 the registered email address is for and who can see it

The email address will be used only 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 the email address must be provided and how changes are made

Newly incorporated companies will be required to give an email address on CHF-IN01 - Application To Register A Company 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’s dedicated online service. Access the Companies House registered email address service.

Choosing the right email address and access arrangements

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

Companies will need to carefully consider the scope of the email address and who should have access to it, including:

• Whether a generic company email address is more suitable than a personal email address, particularly where personnel may change.
• Whether to use a distribution list so that multiple people receive Companies House communications.
• Whether the address should use the company’s domain name (it is not a requirement and can be an individual’s email address).
• Who within the company should have access and what security settings should be put in place for passwords, including arrangements for when personnel leave.
• Whether a third-party agent’s email address should be used instead.

When to use these board minutes

This template may be used where a company is registering a registered email address for the first time or making a subsequent change.

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