When you’re sending a letter to a business associate or client, it’s important to make sure that all the necessary information is included on your company letterhead. Not only will this look professional, but it will also help ensure that there are no misunderstandings about what your company does or who you are. In this blog post, we’ll take a look at the UAE legal requirements for company letterheads and outline some of the information that should be included. Let’s get started!
UAE Legal requirements
There is no standard UAE letterhead format, and regulations can vary between licensing authorities. We’d always advise checking with the authority that registered your business. While some free zone authorities do not give their member companies any guidelines on how to structure their letterheads, other FZA’s in Dubai are very clear about what needs to be included.
As a design agency with clients in the United Arab Emirates, we can give you some general advice on what to include.
- First and foremost, the letterhead must include the registered name of the company, as well as its trade license number.
- Additionally, the letterhead should state the company address and contact information, including its telephone number, email address, and website URL.
Please double-check this with your trade license provider. Failure to meet any of their requirements may result in the letterhead being rejected by the UAE authorities. As such, it is important to ensure that all necessary information is included on your company letterhead before printing it out or sending it electronically.
The famous company stamp
Having a company stamp is a legal requirement in the UAE. You’ll need your own official stamp to use on letterheads and all kinds of documentation. Company stamps should include the following information:
- The name of the company
- The trade license number
- The date of registration
- The Emirate in which the company is registered
If you want to include directors’ names, you must list all of them.
Running an international business?
Why not design letterheads that work anywhere your company operates? The contents required of your company letterhead differ based on which country you’re trading in, so it’s always a good idea to check the specific requirements for each nation.
UK legal requirements
In the United Kingdom, there are clearly defined legal requirements for company letterheads. These are set out by the UK Government here.
All company letterheads must include:
- the company registration number
- the registered office address
- where the company is registered (England and Wales, Scotland, or Northern Ireland)
- the fact that it is a limited company (usually by spelling out the company’s full name including ‘Limited’ or ‘Ltd’)
If you want to include directors’ names, you must list all of them.
If you want to show your company’s share capital (how much the shares were worth when you issued them), you must say how much is ‘paid up’ (owned by shareholders).
Ireland
- The company’s full name (the only allowable abbreviations are ‘Ltd’ for Limited, ‘Teo’ for Teoranta, PLC for Public Limited Company, CLG for Company Limited by Guarantee, DAC Designated Activity Company)
- The names and any prior names of the directors along with their nationality if they are not Irish
- Place of registration i.e. Registered in Dublin, Ireland
- Registered number given to the company from the certificate of incorporation upon its formation
- Registered Office Address (where this is already shown on public records, simply note that it is also the registered office address)
Other information that may be required:
- If including share capital, it must state the paid-up issued share capital
- If the company is closing down (being wound-up) this must be stated
- The business name (if trading under a different name than the legal company name)
India
In India, these are the letterhead legal requirements for a private limited company – set out in the Companies Act 2013. If you want to create a perfect letterhead for your organisation, it must include the following information.
- Company’s Name
- Company’s registered address
- Telephone number
- Email Id
- Company’s website
- Corporate Identification Number
- Fax number
General best practices: what to include in your letterhead design
The information that you must include on your company letterhead varies from country to country. However, there are a few key elements that should be included on all letterheads:
1. Name of the company
Have you ever looked at a letterhead and wondered why the company name is so small? Or why it’s in the bottom corner? In many countries, it’s a legal requirement to include your company name on your letterhead. This is so that people can identify who the letter is from, and to make sure that they’re not being misled. There are also many other requirements, of course. But the company name is the most important element. So next time you see a letterhead, take a closer look at the company name. This might vary from the trading name you’re familiar with.
2. Registered address
Your registered address is the address that’s on your company registration documents. This is usually your headquarters, or the place where your company was founded. It’s important to include this information on your letterhead because it’s the legal address of your company. If someone wants to send you a legal notice, they need to know where to find you.
3. Phone number, email address and website
Your contact details should be easy to find on your letterhead. Include your phone number, email address and website so that people can get in touch with you. You might also want to include your social media handles if you’re active on platforms like Twitter or Facebook.
4. Company registration number
Your company registration number is a unique number that’s assigned to your business. It’s used to identify your company in official records and documents. In the UAE, your company registration number is issued by the Department of Economic Development (DED). You can find it on your trade license.
5. VAT number (if applicable)
In some countries if you’re registered for Value Added Tax (VAT), you should include your VAT number on your letterhead. This is so that people can see that you’re a legitimate company and that you’re complying with the law.
Need a little more direction?
If you’re in need of a new company letterhead, our team can help. We have years of experience designing and printing professional-looking letterheads that will make your business look its best. Contact us here and we’ll be happy to help you get started.
