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Mail Forwarding, Registered Address and Service Address Terms and Conditions

Terms and Conditions

Please read these Terms and Conditions and our General Terms and Conditions (together the “Terms and Conditions”) before authorising any payment for Services offered by TheFormationsCompany.com Limited. By consenting to our Terms and Conditions means you have agreed to be legally bound by them each time you use our Services. We reserve the right to modify and amend our Services and the Terms and Conditions from time to time with or without notice. Unless expressly stated otherwise in these Terms and Conditions in the event of a conflict between our General Terms and Conditions and these Terms and Conditions the latter shall take precedence.

You agree not to use our Services for any illegal or illegitimate purposes and that such uses will constitute grounds for immediate termination of the Services by us. Whilst every effort is made to ensure you receive a reliable service we will not be liable to you for any breach of the Terms and Conditions or any failure to provide or delay in providing our Services resulting from any event or circumstance beyond our reasonable control including without limitation breakdown of systems or network access, human failure, fire, explosion or accident.

 

Payment of Services

You agree to pay the amounts agreed according to the Terms and Conditions stipulated by us. Payments for Services are normally made one month in advance apart from the initial payments which are for three months or twelve months in advance. Upon sign up you will set up an automated payment account with Stripe to pay the subscription fee. The automated payments will commence as soon as the prepaid period of 3 months or 12 months has been completed.

The Services shall continue from period start to period end unless you have failed to pay any advance fees due in which case the Services will be cancelled and any balance of funds will be retained by us. The Services may be cancelled at any time by either party provided 30 days written notice is given.

 

Mail Forwarding Service

You agree and understand that any statutory mail received from HM Revenue & Customs and Companies House will be returned to sender unless you have also purchased the Registered Office Address Service and it is current and active. If any of the Services have expired or have been cancelled all mail items will be returned to sender. You are entitled to print the mailing address on all stationery only during the currency of the contract.

You must keep a Postal Float of at least £20.00 on your account to cover future postage charges. Where average postal charges are greater than this amount we reserve the right to increase the level of the Postal Float to a higher amount. The Postal Float must be kept in credit. Post will not be forwarded when a postal charge would take the Postal Float into arrears and we will notify you if this is the case. You must top-up the Postal Float within 30 days to at least £20.00 and the payment must cover all postal charges incurred and impending.

 

Postage and Handling Charges:

Standard letters are forwarded first class in an envelope classified as a ‘large letter’ by Royal Mail. There is no handling charge. Small parcels weighing up to 1kg are forwarded first class by Royal Mail. The handling charge is £2.50 per item. Large parcels weighing over 1kg and up to 10kg are forwarded by Royal Mail or a courier of our choice and is priced on arrival. The handling charge is £5.00 per item. Postage and handling charges will be deducted from your Postal Float.

Any post that has to be signed for will be forwarded on by Special Delivery or a courier of our choice. Any extra costs will be deducted from your Postal Float. Items sent by courier will not be left with a neighbour if they cannot be delivered to the specified address. Depending on size and weight we will typically send these items out by Royal Mail Special Delivery or a courier of our choice. We will not complete any waybills on your behalf for alternative couriers.

If you expect to receive large parcels we must be notified by telephone 5 working days prior to the expected delivery date. We will try and forward all mail by post in the first instance. If you want to collect parcels we must be notified by telephone 5 working days prior to the expected delivery date. Collection of all mail items is by appointment only. We must be notified by telephone at least 1 working day in advance of when you will be attending. All collections will be from our main office between 10:00 – 16:30 hours only.

We will normally hold parcels for 30 days. Parcels not collected within 5 working days (including the day of receipt) will incur a storage charge of £10.00 per item per week commencing on the 6th day, which will have to be paid before the item is released. We retain the right to dispose of or return to sender any items not collected after the 30 day period.

The postage charge for items to be sent out by Special Delivery or courier will be deducted from the Postal Float. Should the postal charge be deemed to take the Postal Float into arrears we will notify you and you must top-up the Postal Float within 30 days to at least £20.00 and the payment must cover all postal charges incurred and impending.

We will not accept any items weighing more than 10kg or larger than 60cm x 60cm in dimension. We must impose this limit because we are primarily a Mail Forwarding Service and do not have the storage facilities to house large parcels.

We will take all reasonable steps to ensure accurate and efficient dealing with all communications received for you and that mail is handled in accordance with your instructions. We will do our best to ensure that parcels are handled with care. We cannot offer guarantees or compensation for fragile items which may be damaged in transit. We will not be held liable for loss or damage whatsoever to parcels sent out from our office and/or deliveries taken in. We do not insure outgoing parcels and highly recommend that you take out insurance if your items are of value.

 

Non-Payment and Cancellation of the Mail Forwarding and Registered Agent Services

We will always try and renew your subscription. Non-payment of the Mail Forwarding and Registered Agent Services will cause your account to fall into arrears and will trigger a 30 day period in which you must pay and/or update the payment details on the account. After the 30 day period has completed and you have not paid and/or updated payment details then the account will be cancelled and all mail items will be returned to sender. At the point of cancellation of the Services the balance of funds will be used to cover charges incurred when returning mail items. Refunds are at our sole discretion.

After 30 days we reserve the right to change your registered address to your residential address if you do not keep up to date with the payment of any service.

 

Registered Office Address Service

You understand and agree that any mail other than statutory mail from HM Revenue & Customs and Companies House will be returned to sender unless you have also purchased the Mail Forwarding Service and it is current and active.  If any of the Services have expired or have been cancelled all mail items will be returned to sender.  You are entitled to print the mailing address on all stationery only during the currency of the contract.

 

Non-Payment and Cancellation of the Registered Office Address Service

We will always try and renew your subscription. Non-payment of the Registered Office Address Service will cause your account to fall into arrears and will trigger a 30 day period in which you must pay and/or update the payment details on the account.  After the 30 day period has completed and you have not paid and/or updated payment details then the account will be cancelled and all mail items will be returned to sender.

After cancellation of the Service you have 30 days in which to change the Registered Office Address details with Companies House. After the 30 day period should you fail to update the Registered Office Address details then we will inform Companies House of your company using our address without permission. Failure to update the Registered Office Address details may result in your company being struck off the register by Companies House.

After 30 days we reserve the right to change your registered address to your residential address if you do not keep up to date with the payment of any service.

Directors’ Service Address Service

You understand and agree that any mail other than statutory mail from HM Revenue & Customs and Companies House will be returned to sender unless you have also purchased the Mail Forwarding Service and it is current and active.  If any of the Services have expired or have been cancelled all mail items will be returned to sender.  You understand and agree that the Directors’ Service Address Service is only used for updating the directors’ details at Companies House.

 

Non-Payment and Cancellation of the Directors’ Service Address Service

We will always try and renew your subscription. Non-payment of the Directors’ Service Address Service will cause your account to fall into arrears and will trigger a 30 day period in which you must pay and/or update the payment details on the account.  After the 30 day period has completed and you have not paid and/or updated payment details then the account will be cancelled.

After cancellation of the Service you have 30 days in which to change the Directors’ Service Address details with Companies House. After the 30 day period should you fail to update the Directors’ Service Address details then we will inform Companies House of your company using our address without permission.  Failure to update the Directors’ Service Address details may result in your company being struck off the register by Companies House.

After 30 days we reserve the right to change your service address to your residential address if you do not keep up to date with the payment of any service.

 

Provision of Up to Date Contact Information

You confirm that the information provided by you is accurate at the time of signing the contract and any change(s) to your personal details and/or business details will be notified to us in writing immediately. It is your responsibility to keep your contact and forwarding details up to date and we reserve the right to suspend or cancel a Service if we are unable to contact you.

 

Trading Names

Multiple trading names and/or company names cannot be applied to a single Mail Forwarding account unless specified. We will not forward post for trading names that are not registered with us and that are not paid for. If additional trading names are required then each extra company name will be charged at a rate of £5.99 + VAT per month.

 

Reinstatement of Services 

If your account has been terminated for more than 30 days due to any missed payments and you wish to reinstate the Mail Forwarding Service you will have to pay the initial 3 months and the minimum Postal Float amount of £20.00 in advance in your first payment plus an Administration Charge of £15.00. Once payment is received the contract will commence from and including the month of the first missed payment.

If your account has been terminated for more than 30 days due to any missed payments and you wish to reinstate the Registered Office Address Service you will have to pay the initial 12 months in advance in your first payment plus an Administration Charge of £15.00. Once payment is received the contract will commence from and including the month of the first missed payment.

If your account has been terminated for more than 30 days due to any missed payments and you wish to reinstate the Directors’ Service Address Service you will have to pay the initial 12 months in advance in your first payment plus an Administration Charge of £15.00. Once payment is received the contract will commence from and including the month of the first missed payment.

The Services will resume on a yearly basis thereafter.

 

Updates & Price Changes

Prices of all Services can be subject to change with or without prior notice. We reserve the right at any time to modify or discontinue, temporarily or permanently, a subscription (or any part thereof) with or without notice.

 

Refunds

We do not charge set up fees for any of our Services. The set up costs incurred are taken from the initial prepaid 3 month or 12 month period. Refunds are at our sole discretion. If any portion of the Service has been provided there will be a deduction from the refundable amount.

 

Identity Requirements 

As company service providers our ongoing Services are subject to client identification legislation including The London Local Authorities Act and Know Your Client rules. We also follow an Anti Money Laundering Policy (AML) which applies to all clients using our Mail Forwarding Service, Registered Office Address Service and/or Directors’ Service Address Service. All clients who sign up for one or more of these Services will have to provide proof of identification and proof of address documents.

If you are UK based you will need to provide your driving licence and your passport number. It should take up to 24 hours to verify your details (not including Sundays and Bank Holidays). If the details are not verified we will notify you and you will need to provide proof of identification and/or proof of address from a list of accepted documents. Documents must be certified by a solicitor, accountant, post office, local council, doctor, minister of religion or notary (accompanied by a relevant stamp).

If you are non-UK based you will need to provide proof of identification and proof of address from a list of accepted documents provided after sign up. Documents must be certified by a solicitor, accountant, post office, local council, doctor, minister of religion or notary (accompanied by a relevant stamp). Clients in countries outside the EU will need to provide documents notarised by a Public Notary.

Your account will not be active until your ID has been received and accepted. You should not therefore start to use the Services until such time as you receive confirmation that your account has been activated. Any mail received before the account has been activated cannot be processed and will have to be returned to sender. The required documents must be received within 4 weeks of the initial payment. Failure to provide the required documents within the allotted time will result in the termination of your account.

We are required to keep on file up to date identification documents for all clients, their shareholders and/or named company officers.  We will notify you in writing when such documents need to be updated.  Failure to provide the requested documentation will result in the suspension of your account.

You must notify us immediately in writing should there be a change of circumstances, which may include change of address, business activity, ownership and/or company officer.  Failure to do so will result in the termination of your account.