Confused About The Business Information You Need To Put On Your Website and Emails?
Lots of people are confused about exactly what business info you need to put on your website and emails.
There are detailed requirements covering the business information you must disclose generally, on your invoices and at your premises for example.
These depend on whether your business is a sole trader, a partnership, a company or an LLP – and the same applies to your website and business emails.
Apart from simply being the law (and there are fines for non-compliance…), complying with these requirements also ensures your business gives a professional impression.
So, here’s our guide to help you stay on track.
As we’re in legal mode, let’s start with a disclaimer! This guide is intended to help you, but please be aware that we don’t give formal legal advice – you should consult a lawyer for detailed ins and outs.
Please also be aware that this guidance is based on the law in England and Wales – generally the law is different in other countries – and that includes Scotland.
So, what business info has to be disclosed and where?
Limited Company
A limited company is a separate legal entity, registered at companies house.
Websites and Emails – Name and Address
- The full name of the company as per your certificate of incorporation – eg Smith Thomas Vets Limited
- If you use a trading name you must state this clearly – eg Smith Thomas Vets Limited trading as London Vets
- The Company’s registered number
- Where the company is registered – eg England and Wales, or Scotland
- The Company’s registered office
- Directors’ names are optional, but If one director’s name is shown, then all directors’ names must be shown
Websites also require
- Email Address
- Physical address (not a PO box) – Your registered office is sufficient, but if your main trading address is different, this should be included as well
- Vat registration no, if the company is registered for vat
- Your terms and conditions
- Any regulating professional body or trade association
Limited Liability Partnership – LLP
A limited liability partnership is registered at companies house and is similar to a limited company in terms of rules and regs.
Websites and Emails – Name and Address
- The full name of the LLP as per your certificate of incorporation – eg Smith Thomas Vets LLP
- If the name includes just LLP, the fact that it is a Limited Liability Partnership
- If you use a trading name you must state this clearly – eg Smith Thomas Vets LLP trading as London Vets
- The LLP’s registered number
- Where the LLP is registered – eg England and Wales, or Scotland
- The LLP’s registered office
- Members’ names are optional, but If one member’s name is shown, then all members’ names must be shown
Websites also require
- Email Address
- Physical address (not a PO box) – Your registered office is sufficient, but if your main trading address is different, this should be included as well).
- Vat registration no, if the company is registered for vat
- Your terms and conditions
- Any regulating professional body or trade association
Partnership
Partners own the business together and share profits. These do not have to be equal shares and not all partners may be actively involved in running the business. Your business may also have employees.
Websites and Emails – Name and Address
- If you use a business name which consists simply of all the partners’ names, then the name is sufficient. Eg Jo Smith & John Thomas – or Smith Thomas
- If you use a trading name, or a name which uses only some of the partners’ names, you must also state the names of each of the partners – eg Smith Thomas Vets must disclose Partners: Jo Smith, John Thomas – and Smith Thomas must disclose Partners: Jo Smith, John Thomas, Andy Bell
- If you use a trading name, you must also specify an address at which any documents may be served on the business. This can be your trading address, your home address, or an office address.
- As this is the address that will be used to serve any court proceedings, it’s important to use an address where you will see and pick up post frequently; a home address is not suitable unless all the partners live there.
Websites also need
- Email Address
- Physical address (not a PO box)
- Vat registration no, if you are registered for vat
- Your terms and conditions
- Any regulating professional body or trade association
Sole Trader
A sole trader owns his or her business alone. You may have employees, but not partners.
Websites and Emails – Name and Address
- If you simply use your own personal name alone, then that is all you need – eg Jo Smith, J Smith or Josephine Smith.
- If you use a trading name you must also state your real name – eg Jo Smith trading as Jo Smith Vets – or Jo Smith trading as London Vets
- If you use a trading name, you must also specify an address at which any documents may be served on the business. This can be your trading address, your home address, or an office address.
- (As this is the address that will be used to serve any court proceedings, it’s important to use an address where you will see and pick up post frequently)
Websites also need
- Email Address
- Physical address (not a PO box)
- Vat registration number, if you are registered for vat
- Your terms and conditions
- Any regulating professional body or trade association
Make It Easy
For emails, to make sure all the info is included every time, the easiest option is to use a standard footer containing all your essential information.
If you want an example, then check out ours:
Internet Power LLP – Making You Shine Online
Limited Liability Partnership No OC371101, registered in England.
Registered Office Old School House, Stert, Devizes, Wilts SN10 3JD.
Your business info does not have to appear on every single web page, but it should be easy to find and must be clearly legible. Ideally, include it on your Contact page.
Anything else to be aware of?
Website information must be disclosed on all websites promoting your business. If you are using landing, sales and squeeze pages, you must make sure there’s a link to your contact page (and your terms and conditions).
Your info doesn’t have to be in huge fonts, but it must be legible, clear and easy to find. Please be aware that business disclosure rules also apply to business letters, orders, invoices, receipts, cheques, demands for payment and your trading addresses.
They also apply to text messages. You’ve got a tight character limit here, so you need to link to a webpage. If you don’t comply, you can be fined.
Cookies and privacy information – there are also detailed rules covering the use of cookies and privacy information, which need to be included and are not covered in detail in this blog. They apply to businesses based in England and Wales; businesses based elsewhere, including Scotland, should check out the relevant requirements.
There are also lots more detailed rules and regs if you are selling to consumers via your website and/or email and/or by phone – ie without physical meeting and also for commercial email marketing. These are all topics in their own right.
If you want more info, then for companies and LLPs the companies house website is useful: http://www.companieshouse.gov.uk/index.shtml
A final warning, from an ex-lawyer.
Google is great for most info, but it is not a good source of accurate legal advice. What you find is often out of date or simply wrong – and you can’t tell which.
One of the best sources of reliable legal advice for businesses I’ve found is: http://www.lawdonut.co.uk/
Rules and regs aren’t the most exciting topic around, but you want to stay on the right side of them, so they stay that way.
Sophia
Internet Power – Making You Shine Online
