Your clients have a legal right to know who they are dealing with (i.e the legal entity that they are trading with).
If you use a name to trade under other than that of the legal entity, then you need to disclose the full details of the legal entity including an address where you will accept service of documents.
For corporate bodies, there are specific disclosure requirements.
All of this needs to go on business documents including letters and emails and websites amongst other things.
An association, corporation, partnership, proprietorship, trust, or individual that has legal standing in the eyes of law. A legal entity has the legal capacity to enter into agreements or contracts, assume obligations, incur and pay debts, sue and be sued in its own right, and to be held responsible for its actions.
There are specific requirements relating to the name a business wishes to trade under and rules to prevent the use of misleading names. Business names must not:
- be the same as an existing trademark
- include ‘limited’, ‘Ltd’, ‘limited liability partnership, ‘LLP’, ‘public limited company’ or ‘plc’
- contain a ‘sensitive’ word or expression unless you get permission
There are requirements about the details business have to disclose to their customers:
- An individual trading under a name which is not their surname, with or without initials, has to give their name and an address at which the service of documents will be accepted;
- Partnerships that use a name other than the surnames, with or without initials, of the individual partners, have to give the names of all the partners and an address at which the service of documents will be accepted; and
- Incorporated bodies such as limited liability companies or partnerships (Ltd and LLP) have to make Trading Disclosures.
What are Trading Disclosures?
This is the term used in the Companies Act 2006 to cover the rules about the information companies must provide.
The Companies (Trading Disclosures) Regulations 2008
These Regulations deal with trading disclosures to be made by companies registered in any part of the United Kingdom.
The disclosures have to be made at certain locations (the registered office and other places of business), in company documentation e.g. letters (including electronic equivalents e.g. emails) and on company websites.
The Regulations also require companies to respond to enquiries about where their company records are kept available for inspection.