Start with the places people can see
Check your website, invoice template, quotations, email footer, brochures, customer forms and public directory listings. Look at the documents your software generates as well as the pages you edit by hand. A forgotten invoice template can keep sharing an address long after the website has changed.
Make a list of each place, who can edit it and whether a specific type of address is required. Your contact address and the legal information your business must display may need separate treatment.
Everyday post and official records
You can use a separate postal address for everyday business letters. For your company’s registered office, add the appropriate registered address service. Banks and other organisations may still ask for your home address or where your business operates, even if they send post elsewhere.
Check each use before replacing it. The aim is to reduce unnecessary public exposure while keeping the information you must provide accurate.
Plan the switch before changing the first address
Activate the replacement service and get the exact address format first. Confirm how your letters will be handled, what the plan includes and how to receive originals.
Then work through senders and public materials. Keep a record of the change date and check the next document or letter from important organisations. Updating your own records does not update theirs automatically.
For a company, select the £5 + VAT monthly registered address add-on during signup with either Mailboxx plan. Once your mailbox is approved and the add-on is active, update your registered office using the address details we provide. A director’s service address is included with either plan.
Review what is already public
A replacement address does not automatically remove copies already published. Check old downloadable documents, directory entries and company filings as well as current contact details. Where an old address remains, ask the organisation about its correction or removal process.
Companies House has its own rules and procedures. Use its current guidance when considering an application to remove personal information from the register.
Work through one real document
Take the most recent invoice your business sent. Check the address in its footer, any payment instructions and the template that generated it. Then check the quotation and reminder templates in the same system. Fixing the invoice alone may leave the other documents sharing the old address.
Use the same approach for your website: check the contact page, footer, downloadable terms and any PDF brochures. Keep a simple list of the document, its owner and the date its address was reviewed.
Give the post a place in your routine
Once letters arrive elsewhere, decide who checks them and who acts on them. A scan is useful because you can read it directly and send it to the person responsible. It still needs a decision, particularly where the letter contains a deadline.
Check your mailbox regularly, keep your forwarding details up to date and review the service when your business changes. Protecting your privacy and keeping on top of your post go together.
A practical change list
Find public-facing documents and listings that contain your home address.
Identify which address uses can change and which need separate checks.
Activate your mailbox and any required company address service.
Update senders and templates using the approved address format.
Confirm that important post reaches the new address.
Review older records and establish a regular mail-checking routine.
Mailboxx combines a separate business postal address with scanning or forwarding for UK residents, following our account checks. Choose the plan that suits your post, with our registered address add-on available on either service if you’d also like a company registered office.
Official guidance: Companies House address requirements