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 4th March 2024, the Economic Crime & Corporate Transparency Act 2023 (ECCTA) has introduced a new 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.
The email address will only be used for Companies House to communicate directly with the company. This will be for things such as, 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 should be secure, maintained and constantly monitored.
Newly incorporated companies will be required to give an email address on Form IN01 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 5th March 2024. Subsequent changes to the email address can be made through Companies House dedicated online service which can be found here.
The same email address may be used for more than one company. Companies 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 whom should have access to it. For example, is a generic company email address more suitable than a personal one, particularly as personnel may change? Should the contact email address contain a distribution list so that multiple people within the organisation will receive communications from Companies House? Should the email address contain a company domain name (it is not a requirement that it has to and can be an individual’s email address)? Whom within the company should have access to the email address & what security settings should be put in place for passwords etc, e.g. for when personnel leave the company? Should a third-party agent’s email address be used instead?
This board minute may be used if either a company is registering an email address for the first time or making a subsequent change.
Optional phrases / clauses are enclosed in square brackets. These should be read carefully and selected to be compatible with one another. Unused options should be removed from the document.
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