Finding and Verifying Company VAT Numbers in the UK (HMRC Checker + VIES)

Introduction

VAT numbers sit at the centre of how UK limited companies invoice customers, reclaim VAT, pay HMRC, and carry out due diligence. Yet in practice, many directors are unsure where to find their own VAT number, how to check whether another business is VAT-registered, or how to confirm that a VAT number is valid before using it.

Using an incorrect, missing, or invalid VAT number can have serious consequences, including:

• rejected VAT reclaims;
• HMRC penalties and interest;
• delayed payments from customers;
• exposure to VAT fraud or compliance investigations.

For directors, finance teams, and anyone responsible for invoicing or payments, knowing how to find, verify, and confirm VAT numbers is an essential practical skill.

This guide explains how to find a company VAT number, how to verify it using official HMRC and EU tools, when and why checks are required, and what to do if your VAT number has been lost or misplaced.

Finding and Verifying Company VAT Numbers

How to Find Your Own Limited Company VAT Number

If your limited company is VAT-registered, your VAT registration number will appear in several official places. The challenge is not availability, but knowing where to look first and which source is most reliable.

VAT registration certificate (VAT4)

The VAT Registration Certificate (VAT4) is the primary document issued by HMRC once your VAT registration is approved. It confirms:

• your VAT registration number;
• the effective date of VAT registration;
• your VAT return periods and deadlines.

The VAT4 is usually sent by post and should be stored with your statutory company records. For companies that maintain a physical or digital compliance file, this is often the first and most authoritative place to check.

If the certificate has been misplaced, a replacement can be requested from HMRC.

HMRC online account (Government Gateway)

For most directors, the Government Gateway VAT account is now the fastest and most practical way to access VAT details.

Through your HMRC online account, you can:

• log into your company’s VAT profile;
• view your VAT registration number;
• check VAT return periods and filing deadlines;
• see submission history and payment status.

If you manage VAT through accounting software, this account is usually linked automatically. For many businesses, this is the most reliable day-to-day source of VAT information.

Previous VAT returns

Your VAT number is printed on all VAT returns, including:

• submitted VAT returns;
• PDF copies generated by accounting software;
• VAT summaries and reports.

If you or your accountant retain digital records, checking previous VAT returns is a simple and dependable way to confirm your VAT number.

Accounting software settings

Most modern accounting platforms clearly display the VAT number in:

• company settings;
• VAT configuration sections;
• invoice templates and headers.

If your software is correctly configured for VAT, your VAT number should automatically appear on invoices and reports. If it does not, this may indicate a setup issue that should be corrected immediately.

Bank statements and HMRC correspondence

When VAT is paid or refunded, HMRC references often appear on:

• company bank statements;
• HMRC letters and emails;
• Direct Debit confirmations and payment receipts.

While these references may not always show the full VAT number, they can help confirm VAT registration details or assist HMRC in locating your record if you need support.

Contact HMRC directly

If you cannot locate your VAT number through any of the above methods, you can contact HMRC directly.

• VAT helpline: 0300 200 3700

Be prepared to provide:

• company name and registered address;
• Company Registration Number (CRN);
• director details;
• answers to security questions.

HMRC will not disclose VAT numbers without proper verification, so having accurate company information available will speed up the process.

Key takeaway for directors:
Your VAT number should never be difficult to find if records and systems are set up properly. If it is, this is often a sign that VAT documentation or software configuration needs attention — and fixing it early can prevent larger compliance problems later.

How to Find Another Company’s VAT Number

Finding and checking another company’s VAT number is a routine but critical task for UK limited companies. Directors, finance teams, and bookkeepers commonly need to do this when reviewing supplier invoices, reclaiming VAT, onboarding new suppliers, or carrying out commercial due diligence.

VAT invoices and receipts (primary source)

Under UK VAT legislation, any VAT-registered business must display its VAT registration number on VAT invoices. This makes supplier invoices the most reliable and authoritative source of a company’s VAT number.

When reviewing invoices, directors should check that:

• the VAT number is clearly shown;
• the number format is correct (9 digits, often with a GB prefix);
• the VAT charged matches the goods or services supplied.

If a supplier charges VAT but does not include a VAT number, this is a serious red flag. In such cases:

• HMRC may reject your VAT reclaim;
• you should request a corrected VAT invoice before paying or reclaiming VAT.

Company website

Many VAT-registered businesses choose to publish their VAT number publicly, even though it is not legally required.

Common locations include:

• website footers;
• “Legal”, “Terms & Conditions”, or “About Us” pages;
• downloadable PDFs such as terms of trade.

While websites are a convenient source, directors should remember that website information can be outdated. A VAT number found online should still be verified through official channels before being relied upon for VAT reclaims.

Companies House – important clarification

A very common misconception is that VAT numbers can be found at Companies House. They cannot.

Companies House records:

• Company Registration Numbers (CRN);
• directors and shareholders;
• statutory filings and accounts.

VAT numbers are administered solely by HMRC and are not stored or published by Companies House. Any website or database claiming to provide VAT numbers via Companies House should be treated with caution.

Direct contact with the company

If a VAT number is not publicly available, you are entitled to request it directly — provided you have a legitimate business reason.

Valid reasons include:

• verifying a supplier invoice;
• completing internal or regulatory compliance checks;
• confirming VAT status for a contract or tender.

Most VAT-registered companies will provide their VAT number promptly when asked. Reluctance or refusal to provide a VAT number where VAT is being charged should be treated as a warning sign.

How to Check if a Company VAT Number Is Valid

Finding a VAT number is only the first step. Verification is essential before reclaiming VAT or relying on the number for compliance purposes.

HMRC online VAT checker (UK)

The official UK VAT verification tool is available at:
gov.uk/check-uk-vat-number

By entering a UK VAT number, you can instantly confirm:

• whether the VAT number is valid;
• the registered company name;
• the registered address;
• the VAT registration date;
• whether the registration is active or cancelled.

This is the primary and most reliable tool for checking UK VAT numbers and should be used routinely by finance teams.

Information returned by the checker

The HMRC checker allows you to confirm that:

• the VAT number matches the supplier’s legal name;
• the registered address aligns with invoice details;
• the registration is active at the time of the transaction.

Any mismatch — even minor differences — should be investigated before VAT is reclaimed. HMRC expects businesses to take reasonable steps to verify VAT details.

VAT helpline verification

For complex or unclear cases, HMRC can confirm VAT details by phone via the VAT helpline. This may be necessary where:

• online results are inconclusive;
• group VAT registrations are involved;
• historical VAT positions are being reviewed.

Telephone verification is slower and subject to security checks, but may be useful in higher-risk or higher-value transactions.

VIES system (EU VAT numbers)

For EU VAT numbers, verification is carried out using the VIES (VAT Information Exchange System).

Despite Brexit, VIES is still used to:

• verify EU VAT registration numbers;
• support cross-border B2B transactions;
• validate zero-rated EU supplies where applicable.

UK companies trading with EU businesses should routinely verify EU VAT numbers through VIES and retain evidence of checks.

Why verifying VAT numbers is essential

VAT number verification is not just best practice — it is part of reasonable due diligence.

Proper verification helps to:

• prevent VAT fraud and carousel schemes;
• protect your right to reclaim VAT;
• meet HMRC compliance expectations;
• avoid penalties, assessments, and clawbacks.

HMRC may disallow VAT reclaims if a supplier’s VAT number is invalid, cancelled, or misused — even if VAT was charged on the invoice.

What to Do If You’ve Lost Your VAT Number

Losing a VAT registration number is far more common than most directors expect. It often happens after changes in management, accountant transitions, software migrations, or simply due to poor record organisation in the early stages of a company’s growth.

While misplacing a VAT number is not a compliance offence in itself, not being able to access it when needed can quickly create problems — from delayed invoicing and payment issues to blocked VAT reclaims and HMRC queries.

The good news is that there are several reliable ways to recover your VAT number.

Contact HMRC directly

If you cannot locate your VAT number internally, HMRC can confirm it after completing identity and security checks.

When contacting HMRC, be prepared to provide:

• the company’s legal name and registered address;
• Company Registration Number (CRN);
• director details (name, date of birth);
• answers to security questions.

HMRC will not disclose VAT numbers without verification, so having accurate company information available will significantly speed up the process.

Request a duplicate VAT registration certificate (VAT4)

If the original VAT registration certificate has been lost, you can ask HMRC to issue a duplicate VAT4 certificate.

The VAT4 formally confirms:

• your VAT registration number;
• the effective date of registration;
• VAT return periods.

This is particularly useful where banks, customers, or third parties require official written confirmation of VAT registration.

Access your online VAT account (Government Gateway)

In many cases, the fastest solution is simply to log into your company’s Government Gateway VAT account.

Once logged in, you can usually:

• view your VAT registration number immediately;
• check VAT return periods and submission history;
• confirm payment and refund details.

If access to the account has been lost (for example, due to staff changes), access can usually be recovered through HMRC’s account recovery process.

Consult your accountant or tax adviser

Accountants typically retain copies of key VAT documents, including:

• VAT registration certificates;
• submitted VAT returns;
• HMRC correspondence and notices.

If your company uses an external accountant, this is often the quickest and least stressful way to retrieve your VAT number — particularly if VAT returns have already been submitted.

Check filed VAT returns

If your company has submitted VAT returns in the past, your VAT number will appear on:

• every VAT return;
• VAT summaries and reports generated by accounting software;
• PDF copies of submitted returns.

Reviewing prior returns is a reliable fallback where online access is temporarily unavailable.

Practical Advice for Directors

Strong VAT processes reduce both compliance risk and administrative friction. As a director, good VAT hygiene includes:

• always verifying VAT numbers before reclaiming VAT;
• keeping your VAT registration certificate and VAT number securely recorded;
• ensuring VAT numbers on invoices match supplier details exactly;
• treating missing or incorrect VAT numbers on invoices as a warning sign.

Simple checks carried out consistently can prevent costly errors, rejected VAT claims, and HMRC disputes.

Need Help with VAT Verification or HMRC Queries?

VAT number verification is a critical part of VAT compliance and fraud prevention. Errors — even unintentional ones — can result in disallowed VAT reclaims, penalties, delayed payments, or extended HMRC correspondence.

Audit Consulting Group – Accounting and Tax helps UK limited companies with:

• VAT number verification and due diligence
• supplier VAT checks and compliance reviews
• HMRC correspondence and dispute resolution
• ongoing VAT compliance support

+44 7386 212550
info@auditconsultinggroup.co.uk

We provide clear, practical VAT support tailored specifically to UK limited companies — helping directors stay compliant, confident, and protected.