Registered office, mailing address and office: the difference
The words “virtual office” usually cover three different things, each with its own rules:
- Registered office: the official location on the register. This is where the registry, the tax authority and the courts send letters and documents, and it is the address given in contracts and bank application forms.
- Mailing address: where business mail is to be sent. It may be the same as the registered office or be in another country.
- Place of business: where the director and staff actually work. The bank asks about it separately, and the tax authority in the owner’s country looks at where decisions are made.
We choose an option that meets the law and matches what you will tell the bank, so that the details in the bank application, the contracts and the register are consistent.
Registered office requirements in different jurisdictions
| Jurisdiction | What the law requires |
|---|---|
| United Kingdom (UK Ltd) | A physical address in the United Kingdom, in the same part of the UK where the company is registered. Since 4 March 2024 it must be an “appropriate address”: documents sent there must come to the attention of a person acting on behalf of the company. A PO box cannot be used. The address is visible on the public register; the company also needs an email address for contact with Companies House, which is not published. |
| Hong Kong | The registered office must be in Hong Kong. The company secretary, if an individual, must ordinarily reside in Hong Kong. The significant controllers register is kept at the registered office or at another place in Hong Kong. |
| Singapore | An office in Singapore that is open and accessible to the public for at least three hours during normal business hours on each business day. For a breach, ACRA can fine the company and its directors up to S$5,000. It does not have to be the place of business. |
| Nevis | The registered agent’s office in Nevis serves as the company’s registered office. |
| Cayman Islands | Registered office services are provided by licensed providers. |
| Panama | The company is served by a resident agent, a Panamanian lawyer or law firm named in the articles of incorporation. |
In other jurisdictions, we confirm the requirements with the registry as of the date of registration or relocation of the company.
What the service includes
- a registered office that meets the requirements of the chosen country;
- receipt of letters from the registry, the tax authority and counterparties, scanning and forwarding;
- reminders of deadlines in letters containing demands;
- if needed, a phone number and call handling;
- proof of address for the bank and counterparties;
- an archive of scanned incoming mail, so that any document from the registry or the tax authority can be found by date.
We flag letters with a response deadline separately: tax demands, registry requests, court notices. These are marked and passed to you first.
Who needs the service
- a new structure: registration is impossible without a registered office;
- an existing company that is changing its agent or moving to a new provider;
- a UK Ltd whose registered office no longer meets the new rule or is a PO box;
- an owner who wants to receive the company’s mail as scans, without trips or manual forwarding.
Address and economic substance
An office, staff and management in the country are separate requirements. If the company’s activity falls under economic substance rules (for example, the BVI economic substance law lists holding business, distribution and service centers, and intellectual property), a registered office alone is usually insufficient to meet them. We select a suitable configuration as part of the structures for business service, and the rules themselves are explained in the economic substance guide.
Address for an offshore company and the bank
The bank asks for both the registered office address and the principal place of business, if it is different. That is why we decide in advance what to put in the bank’s application form and prepare the supporting evidence. More details are on the bank account for an offshore company page.
How to sign up
- You name the jurisdiction and the task: registered office only, mail, or a full virtual office.
- We check the country’s requirements and select an option.
- You go through KYC with the provider, and we sign the agreement.
- We file the changes with the registry if the company is already registered and set up forwarding.
To sign up, you will need the corporate documents (certificate of incorporation, articles, register of directors), a passport and proof of residence for the director and the beneficial owner. When moving from another provider, we first agree the move date so that no registry letters are lost. We will calculate the cost of the service and forwarding for your task.
Popular jurisdictions
BVI offshore company · Hong Kong · Panama · Singapore · Belize · Nevis · Cayman Islands · United Kingdom · all offshore jurisdictions
Frequently asked questions
Does an offshore company need a registered address?
Yes. Every company has a registered office in its country of registration; in offshore jurisdictions, it is usually provided by the registered agent. The requirements for it are set by local law.
Can a PO box be used as a registered address?
It depends on the country. In the United Kingdom, a PO box cannot be used as a registered office: since 4 March 2024, an appropriate physical address is required in the part of the country where the company is registered.
Does a virtual office prove economic substance?
As a rule, a registered office alone is insufficient for that: economic substance rules look at management, staff and expenditure in the country. We will select a configuration for your business activity.
Will the registered address be visible on the register?
In the United Kingdom, registered office information is published on the public Companies House register, while the email address for contact with the registry is kept private. Other countries have their own rules, which we clarify during selection.
What are the registered address requirements in Singapore?
The office must be in Singapore and open to the public for at least three hours during business hours on each business day. A breach can lead to a fine of up to S$5,000. The actual work can be done elsewhere.
Can a registered company change its registered address?
Yes, through a new provider or agent, with the change registered under the country’s rules. We agree the move date with the old provider so that letters from the registry and the tax authority are not lost.
Describe your task in the form below: we will select a solution and send an estimate that separates government fees from our services.
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