Author: Marcus Fitzpatrick

A conventional PO Box is a private mailing address that is assigned to you by Royal Mail and can be used to receive mail. They are a popular choice for businesses that want to receive mail privately or for those who do not have a permanent address. However, you may be wondering if you can use a PO Box as a legal address in the UK.

The short answer is that it depends on who you are using the address for and for what purpose.


Using a PO box as a legal address for business

If you are starting a new business, you need a physical address for the business, and you may think of using a PO Box, provided by Royal Mail, as your legal address. This is because a PO Box address is considerably cheaper than renting your own business premises and offer privacy than using a home address as your business address will be visible on public domains such as internet.

However, there are some restrictions on using a post office PO Box as a business address. For example, from 04 March 2024, you cannot use a conventional post office PO Box as your company’s registered office address. UK law now requires a physical address capable of receiving hand-delivered mail with acknowledgment, such as a signature. Many banks will not accept a Royal Mail PO Box as a valid address for opening a business bank account. A real street address is often required to verify the legitimacy of the business.


Using a PO box as a legal address for personal reasons

If you are using a PO Box for personal reasons, such as to receive mail privately or to avoid having your If you are using a PO Box for personal reasons, such as receiving mail privately or keeping your address confidential, you are generally free to use it as your legal address.

However, you should be aware that some organisations may not accept a Royal Mail PO Box as a valid address. For example, some banks and credit card companies may not open accounts for people with PO Box addresses. They often require a physical address for verification purposes. Also, Royal Mail PO Box service does not accept packages from private couriers such as DHL, DPD, UPS, or FedEx, as these often require a signature upon delivery.


Using a PO box as a legal address for tax purposes

If you are using a PO Box as your legal address for tax purposes, you will need to let HM Revenue and Customs (HMRC) know. You can do this by filling out form SA103, which is available online or from your local HMRC office.


Is there a difference between a PO box and a private mail box (PMB)?

Yes, there is a difference. While some people use the terms PO Box and private mailbox (PMB) interchangeably, they are distinct services:

  • PO Box: A PO Box is a mailbox service owned and operated by Royal Mail. It provides a secure location to receive mail but typically offers a partial address (e.g., PO Box 1234) rather than a full street address.
  • Private Mailbox (PMB): A PMB is a mailbox service provided by a private company, such as LowCost LetterBox. Unlike a PO Box, a PMB offers a full street address that can be used for official purposes, including as a registered office or business address. PMBs also often provide enhanced privacy, security, and additional services such as mail scanning, forwarding, and package acceptance from all major couriers.

While PMBs are generally more expensive than PO Boxes, they provide more flexibility and are suitable for both personal and business use.


Choosing a PO box address

If you are considering using a PO Box as your legal address, there are a few things you should keep in mind:

  • Choose a PO Box location that is convenient for you to access.
  • Consider the cost of the PO Box before you sign up.
  • Be aware of the restrictions on using a PO Box as a business address.
  • Let HMRC know if you are using a PO Box as your legal address for tax purposes.


Alternatives to PO boxes

If you’re uncertain whether a PO Box can be used as your legal address, feel free to give us a call, and our team will guide you. Alternatively, you may want to explore other address options that might better suit your needs. Some common alternatives to PO Boxes include:

  • A Friend’s or Family Member’s Address: Ideal for temporary arrangements or personal use.
  • Mail Forwarding Services: These provide a physical address and can forward your mail to another location.
  • Virtual Office: Offers a professional business address along with additional services such as mail handling, meeting room access, and phone answering.


How we can help

The classic PO Box, which is provided by Royal Mail, is often utilised by major enterprises for large volumes of incoming mail from customers. Customers are unaware of the location of the business because it lacks a street address. As a result, you cannot form a limited company using a typical PO Box address. A mailbox provided by a virtual office provider such as us, on the other hand, comes with an actual street address, comparable to someone’s home address, and can thus be used for company registration and legitimate business purposes.

A virtual office service company’s PO Box address can also be utilised by private individuals who do not have a permanent address or who live in shared housing, among other things. With hybrid and remote working becoming the norm, having a PO box with a street address has become prevalent.


Reminder: 4th March 2024 Legislation Change

Advancements in corporate regulations have arrived with the Economic Crime and Corporate Transparency Act 2023. As of March 4, 2024, businesses, including limited liability partnerships, are required to elevate their standards by utilising a designated ‘appropriate address’ as their registered office. This progressive move ensures heightened transparency and accountability, fostering a more robust and trustworthy business environment for all stakeholders involved.

The Act defines an appropriate address as one in which

  • Any document addressed to the firm and delivered there by hand or post is expected to come to the notice of a person working on behalf of the company.
  • The address provided offers a sophisticated mechanism for document delivery, as it allows for seamless tracking through the acquisition of delivery acknowledgments.

Third-party addresses meeting the aforementioned criteria remain viable options for establishing a registered office. This encompasses specialised services offered by reputable virtual office providers, company formation agents, accountants, and solicitors, ensuring flexibility and convenience for businesses seeking compliant solutions.

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