Businesses routinely ask for proof of address to ensure that the person they are dealing with lives where they say they do. There are many valid forms of proof of address in the UK, including utility bills, government correspondence, and many more. In this article, we will explain what proof of address means and how to obtain it quickly. In particular, we will look at why you might need proof of address, how to obtain proof of address, the documents you can use, and how to ensure the validity of a proof of address document.
What is a proof of address?
Proof of address is evidence of where a person lives. A person may need to provide proof of address for a wide range of legal and administrative tasks, including when:
- Opening a bank account
- Buying a property
- Entering into a lease or rental agreement
- Applying for a job
Businesses need proof of address to comply with anti-money laundering (AML) check requirements, know your client (KYC) regulations counter-terrorism law, and ensure they have the correct address for the purposes of correspondence.
Is proof of address the same as proof of identity?
No, businesses are often required by law to ask for proof of address and proof of identity, but these serve different purposes. Proof of address is concerned with verifying where a person lives. Proof of identity, on the other hand, is concerned with verifying that a person is who they say they are. Businesses and government agencies will often ask for proof of identity and address as part of their routine checks.
How can I obtain proof of address quickly?
One of the fastest ways of obtaining proof of address is through a mobile phone. Individuals may not have a paper document with them, but often they will have a mobile phone with an ‘app’ for their utility provider (e.g. electricity, mobile phone) or bank. By entering one of these apps or logging into a customer portal, they can normally access and download their latest bills and statements. Most downloadable bank statements and utility bills will show the home address of the individual, which can then be used for verification purposes.Â
What documents can I use as proof of address?
A wide range of document types can often be used as proof of address, including:
- Utility bills
- Bank statements
- Letters from government agencies and local authorities
- Tenancy agreements
- Employer letters
Depending on the proof of address requirements, it may be necessary to provide more than one form of evidence.Â
Utility bills
Most businesses and government agencies will accept a recent utility bill dated within the last 3 months as proof of address. However, most people no longer receive physical utility bills through the post anymore, rather they tend to be in digital form, either on a mobile app, client website portal, or email. Utility bills that are generally acceptable include:
- Electricity
- Gas
- Internet
- Landline phoneÂ
- Water
Bank statements
Most businesses and government agencies accept recent bank statements as proof of identity. A bank statement is a document that provides a summary of the account holder’s activity over a period (e.g. year, quarter or month). Bank statements are typically prepared by the bank on behalf of the account holder at the end of each month. To be valid, a bank statement must show the current residential address of the individual. This is why online bank transaction summaries are often not sufficient, as they do not include the address of the account holder.Â
Letters from government agencies (e.g. HMRC) and local authorities are commonly used as proof of address. Examples of such letters include:
- Council tax statement – A current council tax bill or statement issued by your local authority.Â
- HMRC tax notification – Tax code confirmation, tax bills and self-assessment letters.Â
- Benefit letters – Original notification letters from the Benefits Agency, such as Child Benefit or child tax credit documentation.Â
- Correspondence from the National Health Service (NHS).Â
- Voter registration letter from a local authority, and
- Land registry – any correspondence from the land registry confirming your addressÂ
Tenancy agreements
Tenancy agreements (e.g. in the form of an assured shorthold tenancy agreement) are also commonly used as a valid form of address verification. A tenancy agreement is a legal document that sets out the terms of a rental agreement between two parties. The tenancy agreement will include the name of the tenant and the full address of the property itself.
Employer letters
Employer letters are often accepted as valid proof of address. Examples include correspondence from an employer confirming employment or employment contract. A letter written on company letterhead paper containing the employee’s name, address, and period of employment is usually sufficient.
Example of proof of address requirements
To see how proof of address requirements vary, here are the criteria for a UK Bank customer when opening a new account and a parent registering a child for school admission:
| UK Bank | Local Authority |
|---|---|
|
Group 1: Two of the following should be provided:
If you are unable to provide two documents from Group 1, provide one document from Group 2 and two further documents from either Group 2 or Group 3. |
|
Group 2:
|
|
|
Group 3:
|
Can digital documents be used as proof of address?
Businesses and other entities are increasingly happy to accept digital documents as a form of proof of address. A digital document, for example, may include a photo of a document that has been emailed. However, it should not be assumed that digital documents will be acceptable. In some cases, it may be necessary to show the original physical document as proof of address. Alternatively, a scanned copy may be acceptable as long as it has been verified by a notary public. We recommend checking the requirements of the institution and requesting proof of address, as doing so can save considerable time and inconvenience.
To ensure that your digital document will be approved, it is advisable to:
- Check that digital versions are acceptable to the organisation
- Download a PDF version of the document where possible (do not rely on screenshots), and
- Ensure the digital document contains the letterhead of the issuer, full name and address of the individual and date of issue
How can I ensure that a proof of address document is valid?
Whether you are the person providing the proof of address or checking it, there are some important principles to abide by to ensure that it is valid:
- Check the date on the document against the requirements – some organisations stipulate that the document must be dated within a period of validity (e.g. three months). As such, it is important to check that it is a) dated and b) dated within the required timescale.Â
- Check that the address is correct – this may seem obvious, but the address on the document must match the one provided by the individual.
- Check that the document contains the full name, address and the date of issue.Â
- Check that the document comes from a legitimate source – e.g. bank, business, or government agency.
Importance of checking proof of address requirements for your sector
Some professional bodies have their own proof of address requirements, including the legal, banking and financial sectors. For example, the Association of Chartered Certified Accountants (ACCA) requires its members to carry out extensive client due diligence (CDD) and KYC checks. Accounting practitioners are required to request proof of address. Permitted documents include a recent utility bill linked to a fixed address, council tax statement, tenancy agreement, mortgage agreement/statement or a bank statement. Their rules state that a driving licence should not be used both as a form of photo ID and proof of address.
Final words
Whether you live in the UK or you are a non-resident planning to start a business here, we hope you have found this guide to proof of address in the UK useful. Asking for proof of address is common across a wide range of organisations. Not only does it ensure that the person has provided their real address and it has been captured, but it also acts as a form of fraud check. As you can see from the examples above, the acceptable forms of proof of address can vary considerably between organisations. Whether you operate a business in the UK and need to ensure that you have the correct address checks in place, or you need to provide proof of address to an organisation, by doing your homework and checking the requirements, you can avoid unnecessary delays, problems, and confusion.
Uniwide Formations Ltd specialises in the registration of limited companies and LLPs. As professional business service providers, we offer a wide range of company formation packages to suit your needs. To discuss any of the points raised in this article, please call us on 020 4501 0600.