Business website and documentation compliance
The following information has been provided as a guide for our Trusted Trader members. This is what Trading Standards expect to see on members websites and business documentation, as a requirement of their Trusted Trader membership.
For any other businesses, this information is intended for guidance; only the courts can give an authoritative interpretation of the law. You can learn more using the Chartered Trading Standards Institute resource: Business Companion or visiting the gov.uk website.
The following must be included on a business website:
For Limited Companies and LLPs:
- Full business name as it appears on Certificate of Incorporation
- Limited* Company number
- Place of registration, ie ‘Registered in England and Wales’
- Registered address, clearly marked as ‘Registered Address’
- Geographical address of the place of business, clearly marked as ‘Trading Address’ (if different from reg address)
- Telephone number
- Email address / Contact form
- VAT number (if registered), HMRC says it doesn't need to be shown on the website, but if it is, it must be correct
- All prices shown must be inclusive of VAT if the business is VAT registered
- Membership details for any trade body or professional associations
* You need to decide if you are Ltd or Limited. They mean the same, but once adopted, you must stick with the same suffix in your business documentation and dealing with any official correspondance, signage, promotion or stationery.
Sole traders and partnerships:
- Full business name
- The name of the business owner(s) and/or all partners, if not stated in full business name
- An address where the business can be contacted and served with legal documents
- Telephone number
- Email address / Contact form
- VAT number (if registered), HMRC says it doesn't need to be shown on the website, but if it is, it must be correct
- All prices shown must be inclusive of VAT if the business is VAT registered
Other website compliance that businesses must follow:
For help, use the links above or visit the following ICO FAQ - Getting started with Data Protection
Documentation - The following information must be included on invoices
For Limited Companies and LLPs:
- Unique invoice identification number
- Date of invoice
- Date payment is due (giving at least seven days to pay)
- Full business name as it appears on Certificate of Incorporation
- Limited Company number
- Place of registration, ie ‘Registered in England and Wales’
- Geographical address of the place of business
- Telephone number
- Email address
- VAT number (if registered for VAT)
- Name, address and contact details of customer
- Description of what you’re charging for
- A total amount being charged
- VAT amount (if applicable)
- Total amount owed (including VAT if applicable)
- What payment methods will be accepted, include bank details
Sole traders and partnerships:
- Unique invoice identification number
- Date of invoice
- Date payment is due (giving at least seven days to pay)
- Full business name
- Business owner’s name owner(s) and/or all partners if it does not appear in full business name
- Geographical address of the place of business
- Telephone number
- Email address
- VAT number (if registered for VAT)
- Name, address and contact details of customer
- Description of what you’re charging for
- A total amount being charged
- VAT amount (if applicable)
- Total amount owed (including VAT if applicable)
- What payment methods will be accepted, include bank details
For more information about invoices, please refer to the gov.uk website.
The following information must be included on quotation paperwork
For Limited Companies and LLPs:
- Unique identification number
- Date of quote
- How long the quote is valid for
- Full business name as it appears on Certificate of Incorporation
- Limited Company number
- Place of registration ie ‘Registered in England and Wales’
- Geographical address of the place of business
- Telephone number
- Email address
- VAT number (if registered for VAT)
- Name, address and contact details of customer
- Description of what work is being undertaken
- A total amount this will cost
- VAT amount (if applicable)
- Total amount owed (including VAT if applicable)
- What payment methods will be accepted, and how long the customer will have to pay any invoices submitted for the work done
Sole traders and partnerships:
- Unique identification number
- Date of quote
- How long quote is valid for
- Full business name
- Business owner’s name(s) and/or all partners if it does not appear in full business name
- Geographical address of the place of business
- Telephone number
- Email address
- VAT number (if registered for VAT)
- Name, address and contact details of customer
- Description of what work is being undertaken
- A total amount this will cost
- VAT amount (if applicable)
- Total amount owed (including VAT if applicable)
- What payment methods will be accepted, and how long the customer will have to pay any invoices submitted for the work done
Other document requirements / expectations of Trusted Trader members
- Details of any guarantees/warranties to be included pre-contract - these could be in T&Cs or in a cover email/letter, and could be by way of link to a website or other digital place
- Complaints handling policy - this can be as a separate document, or as part of any T&Cs or quotation or invoice document.
For any Trusted Trader members or applicants that have any questions around website or document compliance, please email us: info@trustedtrader.team or telephone us on 0333 444 2198.
For any non Trusted Trader members, please refer to the links in this article for more information, or visit the Business Companion website.