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!

Key Takeaways

• A Single Alternative Inspection Location (SAIL) address is an optional, secondary UK address used to store statutory company records and make them available for public inspection.
• Using a SAIL address provides greater privacy and security for directors who use their home address as a registered office by moving public investigations to a separate location.
• You must notify Companies House using form AD02 if you choose to set up a SAIL address, as this information becomes part of the public record, and an AD03 to specify which statutory records will be held at this location.
• Your SAIL address must be a physical location within the same UK jurisdiction as your registered office and must remain accessible to the public during standard working hours. The records only need to be present for an inspection.
• Statutory registers that can be kept at this location include the register of members, directors, secretaries, and people with significant control (PSCs).
• While a SAIL address hosts your company records, all official statutory mail will continue to be delivered to your registered office address.
• Failure to keep your address records up to date or making records unavailable for inspection can lead to serious penalties, including fines or prosecution for company directors.

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.

FAQs

What is a Single Alternative Inspection Location (SAIL) address?

A SAIL address is an optional, secondary address where a limited company can keep its statutory records for public inspection. While most companies keep these records at their registered office, a SAIL address allows you to store them elsewhere, provided the location is in the same part of the UK as your registered office.

Why would my business need a SAIL address?

You might use a SAIL address if your registered office is a home address and you want to keep visitors or inspections away from your private residence. It is also a practical solution if your registered office is managed by an agent who does not have space to store your physical registers or if your main trading office is more convenient for record-keeping.

Which records can be kept at a SAIL address?

You can store several different types of statutory documents at a SAIL address to ensure you are meeting your legal obligations. These typically include:

• The register of members and shareholders.
• The register of company directors and secretaries.
• Records of directors' service contracts.
• The register of People with Significant Control (PSC).
• Minutes of general meetings and resolutions.

How do I notify Companies House about a SAIL address?

To set up a SAIL address, you must inform Companies House using form AD02, which identifies the new inspection location. Additionally, you must file form AD03 to specify exactly which records have been moved to the SAIL address and form AD04 if any records are subsequently moved back to the registered office.

Is a SAIL address the same as a registered office address?

No, they serve different purposes. Your registered office is the official address for receiving statutory mail and legal notices from HMRC and Companies House. A SAIL address is specifically for the storage and inspection of company records. Even if you have a SAIL address, your registered office remains the primary address on the public register for official correspondence.

Can my SAIL address be located anywhere?

Your SAIL address must be located in the same UK jurisdiction as your registered office. For example, if your company is registered in England and Wales, your SAIL address must also be in England or Wales. It must also be a physical location where the records can be made available for inspection during normal business hours.

What happens if I do not keep my company records updated?

Failing to keep your statutory registers accurate and available for inspection is a breach of the Companies Act 2006. This is a criminal offence that can result in a fine for the company and its directors. Using a SAIL address helps ensure your records are managed professionally and remain accessible to anyone who has a legal right to inspect them.