Why Preparation Makes HMRC Contact Easier
Contacting HMRC about a business issue can feel daunting, but being well prepared before you make contact makes the process significantly smoother. HMRC advisers will typically ask for specific reference numbers and business details at the start of any call or written enquiry. Having these ready saves time and helps you get the right answer more quickly.
Information to Gather Before Contacting HMRC
Company and Registration Details
- Company name — the full registered name of your business as it appears at Companies House
- Company registration number — your Companies House number
- Registered office address — the address currently registered with Companies House and HMRC
HMRC Reference Numbers
- Unique Taxpayer Reference (UTR) — your 10-digit Corporation Tax reference, found on previous HMRC letters or your online tax account
- VAT registration number — if your business is VAT registered, your VAT number will be needed for VAT-related queries
- PAYE reference number — if your business employs staff and the query relates to payroll or PAYE
- Government Gateway user ID — you may need this to verify your identity or access your online account during the call
Relevant Documents and Dates
- Copies of any HMRC letters — have the relevant correspondence in front of you, including any reference numbers shown on the letter
- Dates of key events — for example, when a payment was made, when a return was filed, or when you first noticed an issue
- Bank payment references — if your query relates to a tax payment, having the payment reference and date to hand is helpful
Tips for Contacting HMRC
- Use the correct helpline — HMRC has separate helplines for Corporation Tax, VAT, PAYE and self assessment. Using the right one avoids being transferred between departments
- Allow plenty of time — HMRC helplines can have long wait times, particularly around filing deadlines
- Take notes — record the date and time of your call, the name of the adviser you spoke to, and a summary of what was discussed
- Follow up in writing — for complex issues, following up with a written summary of the call creates a useful record
What If You Have Not Received an Expected HMRC Letter?
If you are expecting correspondence from HMRC — such as a UTR letter, VAT registration confirmation or a payment notice — and it has not arrived, it is worth checking that your registered office address is correct and up to date with both Companies House and HMRC.
Spectre Offices provides registered office address services across the UK, with mail forwarding and mail scanning to ensure that HMRC letters reach you promptly and securely.
Our HMRC & VAT Correspondence Support service can also help businesses manage HMRC correspondence and stay on top of their obligations.
This blog is for general information purposes only and does not constitute financial or tax advice. Please consult a qualified accountant or tax adviser for guidance specific to your business.
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