Frequently Asked Questions

Here you'll find answers to the most common questions our clients ask about the UK VAT and OSS registration process.

📧 a) How do I send documents to you?

Please reply directly to the email thread with your Registration Assistant.

Always use the original email thread rather than creating a new one so we can easily track your registration case, supporting documents, and communication history.

📋 b) What do I do next?

Once you have submitted:

• Your completed registration forms
• Your supporting company documents

your Registration Assistant will review everything carefully.

If all information is complete and correct, you will receive the final set of registration documents to:

• Review
• Sign
• Return to us

Please also refer to:

👉 [NEXT STEPS]

for a detailed overview of the registration process.

⏳ c) How long does it take?

Processing times can vary depending on:

• The complexity of the application
• Whether additional information is requested
• HMRC workload
• The information provided in the application

Typical processing times are:

🇪🇺 EU Companies: approximately 4–12 weeks

🌍 NON-UK Companies: approximately 4–12 weeks

⚠️ HMRC processing times can vary significantly and may range from a few weeks to several months depending on the complexity of the application and whether additional verification is required.

⚡ d) Can the registration process be speeded up?

Unfortunately, no.

Once the application has been submitted, processing times are controlled entirely by HM Revenue & Customs (HMRC).

We will always:

• Prepare your application as quickly as possible
• Respond promptly to any HMRC requests
• Help minimise avoidable delays

📄 e) Why must my company documents be no older than 6 months?

HMRC may require recently issued company documents to confirm that:

• Your business is active
• Company information remains valid
• The legal structure has not changed
• The business can be correctly identified

Older documents may result in:

• Requests for updated documentation
• Delays in processing
• Additional verification requests

Please also see:

👉 [MY DOCUMENTS]

💬 f) What is the best way to communicate?

Please always use the original email thread relating to your registration.

This helps:

• Keep all communication together
• Avoid confusion
• Reduce delays
• Ensure all parties have access to the same information

🛟 g) What do I do if I need support?

For this package, you have support from:

• Your Registration Assistant
• Your Account Manager

You can contact us at any time by email and will normally receive a response within:

📌 1 business day

📁 h) What is the file reference number of the registration application and who is my HMRC contact?

HMRC does not usually assign a dedicated named contact person for VAT registration applications.

Instead:

• Your application may be assigned an internal reference number
• HMRC correspondence may contain reference numbers relating to your case

Please keep all correspondence for your records.

🌍 i) Do NON-UK companies require a Fiscal Representative in the UK?

No.

The United Kingdom does not generally require non-resident businesses to appoint a Fiscal Representative in order to obtain a UK VAT registration.

However, businesses may appoint a tax agent, such as hellotax, to assist with:

• VAT registration
• VAT compliance
• VAT return preparation
• Communication regarding VAT matters

💻 j) Can you provide direct access to HMRC's VAT portal?

No.

Direct access to HMRC systems is not generally provided through hellotax.

Your VAT obligations are managed through:

• VATjar
• Your Registration Assistant
• Your Account Manager

If you wish to access your HMRC online account directly, separate HMRC registration and credentials may be required.

📨 k) How is the registration application submitted and can I receive proof of submission?

Applications are generally submitted electronically to HMRC.

In many cases:

• HMRC does not immediately issue a formal submission receipt
• Additional information may be requested during the review process
• The first official response may be a request for further information or the VAT registration approval itself

The availability of submission confirmations depends on HMRC procedures.

📄 l) Do company documents also need to be less than 6 months old for OSS registration?

Not usually.

The requirement for recently issued company documents primarily applies to:

• New VAT registrations
• Registration amendments

However, updated documentation may occasionally be requested during an OSS registration process where relevant.

🔒 m) Are my documents secure and where are they stored?

Yes.

All documents provided to hellotax are stored securely and processed in accordance with:

✅ GDPR requirements

Your documents are only shared where necessary with:

• Your Registration Assistant
• hellotax VAT specialists
• HMRC where required

🛒 n) Can we trade before the VAT number is issued?

Businesses may generally begin trading before a UK VAT number has been issued.

However:

📌 You cannot display a UK VAT number on invoices until it has officially been assigned.

📌 Historical transactions may need to be reported once the VAT registration is completed.

📌 VAT obligations may still exist from the date registration became required.

If you are unsure whether trading activities should begin before registration is completed, please contact your Registration Assistant.

🌍 o) What is the difference between UK VAT Registration and OSS Registration?

UK VAT Registration

A UK VAT registration is required where a business has a UK VAT obligation, such as:

• Holding stock in the UK
• Selling goods within the UK
• Importing goods into the UK
• Making taxable UK supplies

OSS Registration

The One Stop Shop (OSS) scheme is an EU VAT reporting mechanism for qualifying B2C sales within the European Union.

⚠️ Since the United Kingdom is no longer an EU Member State, UK VAT registration and EU OSS registration are completely separate obligations.

A UK VAT registration does not provide access to OSS.

🌍 p) Do I need both UK VAT and OSS registration?

Possibly.

For example:

✅ A business storing goods in the UK may require a UK VAT registration.

✅ The same business may require an EU VAT registration and OSS registration for certain EU consumer sales.

The correct structure depends on your supply chain and sales model.

📦 q) What additional information may ecommerce sellers need to provide?

HMRC may request additional information such as:

• Marketplace details (Amazon, eBay, Shopify, etc.)
• Supply chain information
• Warehouse locations
• Import and export details
• Evidence of trading activity
• Expected sales volumes
• Business website information

Providing complete and accurate information early in the process can help reduce delays.

🧾 r) What additional information might HMRC request?

Additional information requests are a normal part of many VAT registration applications and do not necessarily indicate a problem.

Examples may include:

• Proof of business activity
• Supplier or customer invoices
• Marketplace information
• Website details
• Import documentation
• Stock movement information
• Director identification

Responding promptly helps avoid delays in processing.

🤝 Need Help?

If you have questions about your UK VAT registration, please contact your Registration Assistant or Account Manager.

Our team will be happy to guide you through the process and provide updates on your application status.