Ideas and Guidance For A Spring Clean Of Your Paper Assets: Stationery, Promotional Material & Invoices Clubs who have decided to incorporate and become a limited company are bound by the Companies Act 2006 and as such have certain statutory requirements when it comes to correspondence, promotional material and invoicing. Whilst these requirements are not mandatory for unincorporated clubs they are good business practice. You must include your company’s name on all company documents, publicity and letters. This also includes email correspondence and most companies will show the required information in the email footer, automatically added when sent, or require all employees to use a consistent email footer which includes the following requirements. On business letters, order forms, invoices and websites, you must show: the company registration number its registered office address where the company is registered (England and Wales, Scotland or Northern Ireland) the fact that it is a limited company (usually by spelling out the company’s full name including ‘Limited’ or ‘Ltd’) If you want to include directors’ names, you must list all of them. For invoices there are further requirements for limited companies, however it is also good business practice for all clubs to include the following: - The name and address of your business For all businesses, it’s helpful also to include your contact details on an invoice, including your: name, phone number and email address. It is then easier for the customer to raise any queries about the invoice. If you’re a limited company, you’ll need to include your registered office address as well as your company registration number You’ll also need to show the formal registered name of the company, alongside any name which you’re using to trade. The name and address of the company you’re invoicing Once again, include a contact name if you have one so the invoice will reach the person who knows most about it – and is therefore most likely to pay it! An invoice reference / invoice number Your invoice number or reference should be unique to this invoice. That means you’ll have to keep a record of the numbers or references you’ve already used so that you don’t accidentally duplicate one. Many people just use a sequence of numbers, putting a few zeros in front of early invoice numbers so that they’ll all be the same length and easy to sort – so starting at, say, 0001 rather than just 1. You can include letters in an invoice reference if you want to. If you have a number of repeat customers, you might consider putting a few letters in front of numbers of indicate the client. This means you can reuse the numbers and only need look at the last invoice reference for that client when choosing the next one. So, for example, the first invoice issued to Aviva could be AVI001 and the first issued to Vodafone could be VOD001. The date the goods or services were provided Especially for VAT invoices, this is often otherwise known...
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