What is a Single Alternative Inspection Location (SAIL) Address & Why Would I Use One?

So you’ve just started your business journey. You’ve chosen your registered office address carefully, but what if you want to keep your business records separate for privacy or convenience?

Enter the Single Alternative Inspection Location or, as it’s more commonly known, the SAIL address. A SAIL address is an alternative address for companies to store their statutory records and make them available for public investigation. In most cases, it is simply an alternative inspection location to the registered office address.

This blog will cover common questions such as: What is a SAIL address? What is the use of a SAIL address? Why may you use a SAIL address? How do you set up a SAIL address? Keep reading to find out more! 

What is a SAIL address? 

A SAIL address or a Single Alternative Inspection Location address is a dedicated location where a limited company or LLP can store its statutory records and make the records available for public inspection. If a company does not have a SAIL address, its statutory records are held at its registered office address.

Unlike a registered office address, a company is not legally required to have a SAIL address; it is completely optional. However, a company must notify Companies House if it chooses to use a SAIL address—this is a legal requirement.

A SAIL address has to be in the UK and it must be in the same UK country or jurisdiction as your registered office. This is either England and Wales, Scotland, or Northern Ireland. So for example, if your registered office is in London then your SAIL address must be in England or Wales.

What is the Use of a Single Alternative Inspection Location?

Companies typically use a SAIL address when the director(s) determine that their registered office is not suitable for the storage or inspection of company records. There are a few benefits as to why a company may choose to use a SAIL address. Such as:

• Privacy: A company director who uses a home address as their registered office address may use a SAIL address to limit people coming to their residence. 
• Security: Statutory documents are very important, some company directors choose to use a SAIL address to find a secure location to store their records, particularly if the company’s registered office is a home address.
• Flexibility: A SAIL address offers business owners more control over where and how their records are stored and/or accessed for public inspection. 
• Cost-effective: A SAIL address can be a more cost-effective solution than renting a commercial space. 

What can be kept at a SAIL address? 

The company records and registers that you can keep at this address include:

• register of members (shareholders or guarantors)
• register of directors
• register of company secretaries
• register of people with significant control (PSCs)
• register of charges (e.g. mortgages) and instruments creating those charges
• directors’ service contracts
• directors’ indemnities
• copies of company resolutions
• minutes of general meetings
• contracts relating the purchase or redemption of own shares
• register of debenture holders

All of these records can be inspected by the general public, following a proper written request made to the company.

Legal Requirements for SAIL Addresses

A SAIL address is not a legal requirement. However, if you choose to have one you’ll have to comply with a number of legal requirements for your SAIL address to be valid.

These are: 

• Physical Location: Your SAIL address must be a physical address in the UK, not a  P.O. Box. 
• Same Region: Your SAIL address must be located within the same region or jurisdiction as your registered office.
• Company House Notification: Companies House must be informed of the SAIL address. 
• Accessibility: Your SAIL address must be accessible Monday-Friday, 9-5 for public inspection. 

Should my company records be available for inspection?

Yes, all private limited companies have a legal duty to make their statutory records available for inspection every working day between working hours (9-5). If you opt to forgo the SAIL address, your registered office is where your company records will be available for public inspection.

Members of the company can access these records for free whereas, it’s common for members of the public to pay a fee to access the records. The reason why company records are available publicly is to aid in the company’s transparency and accountability.

If a member of the public wishes to see a company’s records they must make a formal request with certain details. 

Such as:

• Applicant’s name and address (if they are an individual)
• If the applicant is an organisation, the name and address of the person working on the organisation’s behalf
• Intended purpose/use of information
• Whether this information will be shared/disclosed to anyone else and to whom. 
• Date and Time of inspection

A SAIL address provides a company with a separate location to conduct these inspections. 

Should a SAIL Address be in the UK?

Yes. A SAIL address must be a physical address in the UK. Secondly, it must also be in the same country or jurisdiction as where your company is incorporated. 

What is the Difference between a SAIL Address and a Registered Office Address?

A registered office address is a legal requirement of all UK limited companies and LLPs whereas, a SAIL address is completely optional.

A registered office address is where all of a company’s statutory mail arrives, it is the ‘official’ address of the company and is listed publicly on the Companies House register. This is also where all company records are stored unless a company has a SAIL address.

A SAIL is completely optional. It is a single location where a company can store records for public inspection. If you decide to use one, you must tell Companies House. This will then be placed on the public record.

Finally, a company can use the same address for both, but it is not required. 

Setting up a SAIL Address

Setting up a SAIL address is very straightforward: 

• Choose a suitable location that complies with Companies Houses’ requirements
• Inform Companies House using an AD02 form via webfiling.
• Ensure the location is accessible during working hours (9-5, Mon-Fri)

Updating or Ending your SAIL Address

If you wish to end or change your SAIL address you must file an AD03 with Companies House. This notifies the registrar of a change of location.

To end your SAIL address, simply file an AD04 to let Companies House know that you’re moving company records back to your registered office. 

Handling Statutory Mails

Even if a company has a SAIL address their statutory post still goes to their registered office address. This is why it's important to keep a company’s addresses up-to-date on Companies House records. This means the company must move their company records to their SAIL address. Most companies opt for a mail forwarding service which makes sure a company meets the legal requirements and your documents arrive safely and securely to your SAIL address. 

Avoiding Penalties

Finally, it's important to make sure all SAIL, registered office addresses and company records are compliant and up-to-date or your company can face some serious penalties. These range from fines to prosecution, depending on the level of non-compliance.

Penalties from Companies House may also result in offending directors or companies being unable to form new companies in the UK. The risk of non-compliance can be high, so it’s important to make sure you follow the regulations to a T.

Conclusion 

A SAIL address is a great option for those who need to keep their registered office separate from their inspection address. I.e. business owners who use their residential address as their registered office.

There are numerous benefits, such as privacy, flexibility, cost-effectiveness and security. However, opting for a registered office address service, like ours, can also provide your company with the same benefits.

In summary, it’s important to evaluate your needs and all options before opting for a SAIL address.