04 May, 2023

What Documents are Required for a Virtual Office Registration in the UK?

Have you ever wanted to start your own business but were put off by the exorbitant prices of hiring a premium location's office space? Or, you already operate a small business but struggle to handle the overhead expenditures of a physical workplace. Whatever your legal status or industry is, there is a great solution for you—a virtual office!

Documents requirement to register a virtual office in the UK

Why look for a physical address, deal with all the red tape, and fork out on expensive rent, furniture, and taxes if you can create a virtual workplace and chill out? People whose time is money don't waste it on a physical office—they turn to a virtual office company that provides businesses with a physical address, phone number, and other office-related services.  And all of that does not require an actual office space. You may build a professional presence in a high-traffic area without spending a fortune. You can also benefit from flexible working hours, remote access to crucial papers, and a lower carbon impact.

Indeed, a virtual office frees you from many extra concerns, but it still has some “BUTs”. There is also documentation required to register a virtual office. This guide will get you across all the necessary documents for registering a virtual office.

How to Register a Virtual Office as a Registered Address in the UK 


Those are self-employed individuals who offer their services to clients on a project-by-project basis, which means there is no strictly fixed working schedule or official employment. Usually, freelancers are associated with remote work, but it can be in the office.  Documents to register a virtual office:

  • Personal identification documents: A valid passport or driver's license.
  • Proof of address: A recent utility bill or bank statement in the name.
  • Business registration documents (optional): If the freelancer is operating as a sole trader, no registration documents are required.
  • Tax registration documents include registering for self-assessment with HM Revenue & Customs (HMRC).
  • Business bank account: Proof of opening a business bank account may also be required.
  • A registered office address: This is the official address of the business and is used for official correspondence.


Small businesses have recently been launched and are yet to develop. Among the documents for a virtual office registration is an EIN (Employer identification number), proof of address, business registration documents, a business bank account, a registered office address, and some others mentioned below:

  • Confirmation Statement: This is a yearly requirement to confirm the company's details and is submitted to Companies House.
  • VAT registration (if applicable): The VAT registration certificate will be required if the business is VAT registered.
  • Companies House Authentication Code: This code is used to authenticate changes to the company's details on the Companies House website.
  • Employee documents: Additional documents such as employment contracts, proof of eligibility to work in the UK, and payroll information may also be required.

Limited liability companies 

LLC is a small or medium-sized firm having liability limited to the amount invested in the company. If you refer to such type, make sure you have the following:

  • Documentation for an official virtual office registration EIN
  • Proof of address
  • Business registration documents
  • Business bank account
  • Registered office address
  • Confirmation statement
  • VAT registration employee documents
  • Companies House Authentication Code

 All the same as the startups.

Umbrella companies

These are firms that function as employers for contractors and freelancers. For these companies, the required documents for registering a virtual office in the UK are a bit different. They include:

  • EIN
  • Proof of address
  • Business registration documents
  • Business bank account
  • Registered office address
  • Confirmation statement
  • VAT registration employee documents
  • Companies House Authentication Code

 and some others:

  • Professional indemnity and liability insurance: This insurance is necessary for umbrella companies to protect against legal claims.
  • Contracts and agreements: This includes contracts with clients and agreements with contractors.

Dormant companies 

Those are registered with Companies House but are no longer in business. The requirements to register a virtual office as a dormant company

  • EIN
  • Proof of address
  • Business registration documents
  • Registered office address
  • Confirmation statement
  • Companies House Authentication Code

 and one more document: 

  • Companies House Form DS01: This form is used to inform Companies House that the company is dormant.

Limited company

It is often confused with LLC, but they are not the same thing. LLCs and Ltds are controlled by state law, but unlike Ltds, LLCs don’t pay taxes. Here’s a list of required documents for registering a virtual office: 

  • EIN
  • Proof of address
  • Business registration documents
  • Business bank account
  • Registered office address
  • Confirmation statement
  • VAT registration employee documents
  • Companies House Authentication Code

You can also set up an LTD company online, though.

How to open a bank account with a registered virtual address

Once your virtual workspace is registered, you can use your new virtual address for a bank account opening. To do so, you will need to provide the following documents related to your commercial lease:

  • Proof of identity. This can be a passport, driver's license, or national identity card.
  • Proof of address. Please provide proof of your legal business address, as well as your virtual address. This can be a utility bill, bank statement, or council tax bill.
  • Proof of virtual address. You will need to make sure that you have a registered virtual address in the UK. This can be a letter from the virtual address provider or a tenancy agreement.
  • Business information. If you are opening a business account, you will need to provide additional documentation such as your business mailing address, registration address, documents, and tax identification number.
  • Financial information. You may be asked to provide information about your financial history, such as your credit score or bank statements. You should also provide proof that you have met all necessary licensing requirements for your industry. This can entail obtaining a business license or permit, registering with professional organisations, or complying with industry-specific rules and regulations.

Useful advice for setting up a virtual office in the UK

Here's a step-by-step guide on how to register a virtual office officially in the UK with little hassle and much result:

  1. Could you look into reliable virtual office businesses that specialise in more than one service, such as mail forwarding, a registered office location, and phone answering services? You can then choose the one that best suits your demands and your budget for your business.
  2. You can register for the needed virtual office service online and submit the required identity paperwork, such as a passport or driver's license. This is an easy task that can be finished without difficulty or delay.
  3. Could you provide a utility or council tax statement as proof of your actual residence? By doing this, you can be certain that your virtual office provider has all the information required to provide you with a registered company address.
  4. Upon registration, you will be given your business virtual address. You can use the address for your business registration, website, bank account and marketing materials. This establishes your business in a more professional light and helps you to build a presence in the UK.
  5. You can start using your virtual office right away, and any mail or parcels sent to your virtual address will be forwarded to you according to the terms of your virtual office provider. This means you needn’t worry about missing any important mail or packages.

How The Hoxton Mix Can Help 

Need help compiling legal documents required for setting up a virtual office in the UK? There is no point in dealing with it alone since you have a trustworthy partner—The Hoxton Mix! We provide a range of services to help make the process as smooth and worry-free as possible. 

Our experienced team always goes the extra mile to assist you with a virtual office for company registration, mail forwarding, telephone answering, and a lot more. We pride ourselves on providing a high level of customer service and support, and our flexible packages are designed to meet the needs of businesses of all sizes. Contact us today and find out how we can help you register a virtual address for your business!

Final Thoughts

Now you know how to register a virtual office in the UK legally and what documentation must be submitted. It is vital to ensure that all the necessary documents are in place to register a virtual office legally. Don’t settle for backdoor deals—it may eventually pour into more contingencies. By working with trusted providers such as The Hoxton Mix, businesses can simplify the process of setting up a virtual office and focus on growing their business. 


How to register a virtual office legally in the UK?

The most important steps to register a virtual office legally in the UK are to choose a reliable virtual office provider, prepare the necessary documentation, and ensure compliance with all relevant legal and regulatory requirements. With The Hoxton Mix, you can rest assured the process is official and your address is secured.

What are the requirements to register a virtual office in the UK?

The requirements for registering a virtual office in the UK vary depending on the type of business and its specific needs. Read more on The Hoxton Mix to comprehensively understand the different requirements.

What documents do I need to register a virtual office?

The necessary documents for registering a virtual office in the UK may include a completed Form IN01, Memorandum of Association, Articles of Association, and proof of identity and address for all directors and shareholders, among other things. Yet, it depends on the type of business you are in. You can just read on to find out more.

How long does a virtual office registration take?

With The Hoxton Mix, registering a virtual office should be very quick. Our expert team is on hand to guide you through the process and ensure that everything is completed efficiently and accurately.

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