If you run a limited company in the UK, there's a good chance you've printed letters, sent invoices, or written to clients without giving much thought to what's actually supposed to be on that paper. Most business owners don't realise that headed paper isn't just a branding choice, it's a legal requirement.

Yes, really. UK law specifies exactly what information your company's headed paper must display. Get it wrong, and you could face a fine, damage your professional reputation, or even invalidate certain business documents.

This guide covers everything you need to know about the rules are, why they exist, and how to make sure your headed paper is compliant without making it look like a legal document.

What is headed paper, and why does it matter?

Headed paper (sometimes called letterhead or business stationery) is any printed paper your company uses for official correspondence letters to clients, invoices, formal notices, contracts, and so on.

For UK limited companies, headed paper isn't optional. The Companies Act 2006 sets out specific rules about what information must appear on all business letters and order forms. These rules apply whether you're a one-person limited company working from home or a team of fifty in an office.

The reason the law exists is transparency. Anyone receiving a letter from your company should be able to verify that it's a legitimate, registered business. It protects customers, suppliers, and anyone else you do business with.

What information must appear on headed paper for a UK limited company?

This is the part most people get wrong, either because they don't know the rules or because they copied someone else's template without checking it.

Under the Companies Act 2006, every piece of headed paper and every order form from a UK limited company must include the following:

Your full registered company name, exactly as it appears on your certificate of incorporation. If your company is registered as "Smith Consulting Limited" you cannot just write "Smith Consulting" the word Limited (or Ltd) must be there.

Your company registration number. This is the eight-digit number Companies House gave you when you incorporated. It should be clearly visible, not buried in tiny print at the bottom.

Your registered office address. Note that this is your registered address, the one on file with Companies House, not necessarily your trading address. If they're different, you can include both, but the registered address must be there.

The country of registration. You need to state whether the company is registered in England and Wales, Scotland, or Northern Ireland.

If your company is a limited company registered in England and Wales, the word "limited" or "Ltd" at the end of your company name already signals this, but it's still best practice to make the country explicit.

What about VAT numbers do they need to go on headed paper?

This is a common question. Your VAT number does not legally need to appear on your general headed paper or letters. However, it must appear on your VAT invoices. Since most businesses use the same template for letters and invoices, it makes sense to include your VAT number on your headed paper anyway to avoid creating two separate templates.

If you're VAT registered, including it on all correspondence simply saves hassle down the line.

What does not need to be on headed paper?

You do not need to include your trading address (though many businesses do), your phone number, your email address, or your website. These are optional, and from a branding perspective, you almost certainly want to include them, but they are not legally required on headed paper specifically.

Directors' names are also not required on headed paper. If you do choose to include any directors' names, however, the law says you must either list all directors or none at all. You cannot pick and choose.

What happens if your headed paper isn't compliant?

Technically, failing to include the required information on your business stationery is a criminal offence under the Companies Act 2006. In practice, Companies House doesn't send inspectors to check your letterheads. But there are still real risks worth knowing about.

You or any officer of the company could be personally liable to a fine. If a dispute arises and your correspondence doesn't meet legal requirements, it could complicate things significantly. And from a purely practical standpoint, professional clients, particularly in finance, legal, or corporate sectors, will notice if your letterhead looks incomplete or unprofessional.

It's simply not worth the risk when getting it right is straightforward.

Headed paper requirements for other business types

It's worth noting that the Companies Act rules specifically apply to limited companies. If you're a sole trader, you're not legally required to include a registration number (you don't have one), but you should still include your name and business address on correspondence.

Partnerships and LLPs have their own slightly different requirements, so if you operate as an LLP, it's worth checking the specific rules that apply to your structure.

How to design headed paper that's compliant and looks great

Meeting the legal requirements doesn't mean your headed paper has to look dry or corporate. Plenty of businesses manage to tick every legal box while producing letterheads that genuinely reflect their brand and make a great impression.

A few practical tips worth keeping in mind.

Put the required legal information somewhere visible but not dominant. Most businesses include it in a footer, small but readable, usually around 8 to 9 point font. The key is that it's present and legible, not that it takes over the page.

Keep your brand at the top. Your logo, company name, contact details, and website should lead. The legal information can sit neatly at the bottom without interfering with the overall design.

Use quality paper. This sounds obvious, but it matters more than people think. A well-designed letterhead printed on thin, flimsy paper undermines the professionalism you're trying to convey. For important correspondence, 100gsm or above makes a noticeable difference.

Consider digital versions too. Many businesses now use digital letterhead templates for emails and PDF documents. The same legal requirements apply if it's a formal business letter; the information must be there regardless of whether it's printed or digital.

A quick compliance checklist before you print

Before you send your headed paper to print, run through this quickly.

Full registered company name including Limited or Ltd. Eight-digit company registration number. Registered office address as it appears with Companies House. Country of registration. VAT number if you're VAT registered and using the same template for invoices.

If you can tick all of those, you're good to go.

Where to get headed paper printed in the UK

Once you've got the design right and you're confident it's compliant, it's worth investing in professional printing. Headed paper that's been professionally printed on quality stock looks and feels different to something run off a home printer, and that difference is noticed.

At Quick Chilli, we print headed paper and business stationery for limited companies across Surrey and the UK. Whether you need a small run of 100 sheets or a larger order, we can help you produce headed paper that looks professional, reflects your brand, and meets every legal requirement.

The bottom line

Headed paper requirements for UK limited companies aren't complicated, but they are easy to overlook. The Companies Act 2006 is clear about what must appear on your business correspondence, and ignoring those rules, even accidentally, carries real risk.

Get the legal information right, invest in a clean and well-designed layout, and print on decent-quality paper. It's a small detail that says a lot about how seriously you take your business.

FAQs

What must be on headed paper for a UK limited company?

Under the Companies Act 2006, your headed paper must include your full registered company name (including "Limited" or "Ltd"), your company registration number, your registered office address, and your country of registration.

Is headed paper a legal requirement in the UK?

Yes. For UK limited companies, headed paper on all business letters and order forms must display specific company information as required by the Companies Act 2006. Failure to comply can result in a fine.

Does my VAT number need to be on my headed paper?

Your VAT number is not legally required on general headed paper or letters. However, it must appear on all VAT invoices. Most businesses include it on all correspondence to keep things simple.

Can I use digital headed paper instead of printed?

Yes. The same legal requirements apply to digital correspondence as they do to printed letters. If you're sending a formal business letter by email or PDF, the required company information must still be present.

What happens if my headed paper is not compliant?

Under the Companies Act 2006, having non-compliant business stationery is technically a criminal offence. You or any officer of the company could be personally liable to a fine, and it may also complicate any legal disputes involving that correspondence.