Company Disclosure Checklist

Here is a useful checklist for companies relating to the information they must disclose on company letterheads and invoices.

Information to be included on letterheads:

You must include your company’s name on all company documents, publicity and letters.

On business letters, order forms and websites, you must show:

• the company’s registered number
• its registered office address
• where the company is registered
• the fact that it’s a limited company (usually by spelling out the company’s full name including ‘Limited’ or ‘Ltd’)

If you want to include directors’ names, you must list all of them.

If you want to show your company’s share capital (how much the shares were worth when you issued them), you must say how much is ‘paid up’ (owned by shareholders). It is very rare for companies to disclose this information in day to day communications. The information is publically available at Companies House (annual accounts and confirmation statements) and most companies leave it at that.

Invoices:

You must clearly display the word ‘invoice’ on the document. You must include:

• a unique identification number
• your company name, address and contact information
• the company name and address of the customer you’re invoicing
• a clear description of what you’re charging for
• the date the goods or service were provided (supply date)
• the date of the invoice
• the amount(s) being charged
• VAT amount if applicable
• the total amount owed

As your company is a limited company you must include the full company name as it appears on the certificate of incorporation.

If you decide to put names of your directors on your invoices, you must include the names of all directors.