How to Get a VAT Number as a Sole Trader: Alternative Methods

Introduction

For most UK sole traders, registering for VAT online through GOV.UK is the quickest and most straightforward route. The online system is designed to handle standard registrations efficiently, and for many self-employed people it works perfectly well. That said, online registration is not the only way to obtain a VAT number, and it isn’t always the best option for every situation.

Some sole traders prefer traditional paperwork and feel more confident completing forms by hand. Others have circumstances that don’t fit neatly into an online application—such as unusual trading arrangements, recent changes in business structure, or the need to provide additional explanations to HMRC. There are also sole traders who simply want the reassurance that comes from having a professional handle the process on their behalf, especially when VAT registration feels high-stakes or time-sensitive.

It’s also worth remembering that VAT registration creates an ongoing relationship with HMRC. The method you choose to register can affect not only how smoothly the application is processed, but also how confident you feel about your compliance from day one.

In this guide, we explain all the alternative ways to get a VAT number as a sole trader. We’ll cover when paper registration makes sense, when phone registration may be available, and how using an accountant or tax agent can simplify the process. You’ll also learn what to expect in terms of processing times, practical effort, and potential costs—so you can choose the approach that fits your situation, not just the default option.

How to Get a VAT Number as a Sole Trader: Alternative Methods

Paper VAT1 Form Registration

Although HMRC strongly encourages online VAT registration, paper VAT1 forms are still a valid and accepted method in certain circumstances. For some sole traders, using a paper form is not only more comfortable but also more practical—especially where digital access or business complexity makes online registration difficult.

Paper registration is slower, but it can provide greater control and clarity in situations where extra explanation is needed.

When Paper VAT Registration Is Necessary

Paper VAT registration may be appropriate if you fall into one or more of the following categories:

• No reliable internet access or limited digital capability
  Sole traders operating in rural areas, construction sites, or mobile trades may not have consistent internet access. Others may simply not feel confident using online systems or managing digital accounts.
• Preference for the postal method
  Some sole traders prefer working with physical documents and keeping hard copies of everything they submit. Paper registration allows you to review the entire application carefully before sending it and to retain signed copies for your records.
• Complex circumstances requiring explanation
  Certain business situations don’t fit neatly into an online form. These may include:
  • unusual or irregular turnover patterns,
  • mixed VAT treatments,
  • historic registration issues,
  • corrections following previous HMRC correspondence,
  • or businesses restarting after a break.

In these cases, paper registration allows you to include written explanations that provide context and reduce the risk of misunderstandings.

This method is often chosen by:

• older sole traders,
• rural or site-based businesses,
• individuals with non-standard trading arrangements,
• or those who want to explain their situation clearly from the outset.

How to Obtain the VAT1 Form

You can obtain the VAT1 form in one of two ways:

• Download the VAT1 form from GOV.UK
  This is usually the fastest option and allows you to complete the form at your own pace before printing it.
• Request a paper copy directly from HMRC
  If downloading is not practical, HMRC can send a paper form by post on request.

Whichever method you choose, always check that you are using the most up-to-date version of the VAT1 form. Outdated forms can delay processing or result in HMRC asking you to resubmit your application.

Where to Send the Completed VAT1 Form

The correct postal address for submitting the VAT1 form is shown on the form itself. The address may vary depending on your circumstances, so it’s important to follow the instructions carefully.

Best practice when sending the form:

• use tracked or signed-for post,
• keep proof of posting,
• retain copies of the completed form and any attachments.

This gives you evidence of when the application was sent, which can be important if registration deadlines are tight.

Longer Processing Times (8+ Weeks)

Paper VAT registrations take significantly longer than online applications.

Typical processing times include:

• 8 weeks or more in straightforward cases,
• longer delays if HMRC needs clarification or additional information.

During this period:

• you must not charge VAT,
• you should avoid issuing VAT invoices,
• and you should plan cash flow carefully if VAT registration is time-sensitive.

Paper registration is therefore rarely suitable where speed is critical.

Following Up on Paper Applications

If you haven’t heard from HMRC after several weeks, it’s reasonable to follow up.

When doing so:

• have your proof of posting ready,
• keep copies of everything you submitted,
• be prepared to answer questions about turnover, dates, or business activities.

HMRC may contact you by letter or phone if they need clarification, so make sure your contact details are accurate and up to date.

Sole Trader Example

A self-employed tradesperson working across remote sites has unreliable internet access and prefers to keep physical business records. They choose paper VAT registration, send the VAT1 form by tracked post, and allow extra time before their expected registration date to avoid late registration penalties. By planning ahead, they register correctly without rushing or guesswork.

Registering by Phone (Limited Circumstances)

Registering for VAT by phone is not a standard option for sole traders. While it does exist, it is available only in limited and specific situations. Most VAT registrations are expected to be completed online or, in some cases, via a paper VAT1 form. Phone registration should therefore be seen as an exception, not an alternative that can be chosen freely.

That said, for some sole traders, phone registration can be appropriate—and HMRC does make allowances where reasonable.

HMRC VAT Helpline Number

Phone registration is handled via the HMRC VAT helpline, using the official contact details listed on GOV.UK. Availability can vary depending on demand, staffing levels, and the nature of your query.

It’s important to understand that:

• calling the VAT helpline does not automatically mean you can register by phone,
• the adviser will first assess whether your situation qualifies,
• and you may still be directed back to online or paper registration.

Waiting times can be long, especially during peak periods, so it’s best to call with plenty of time available.

When Phone Registration Is Available

HMRC may allow phone registration only if certain conditions are met. These typically include:

• You cannot reasonably register online
  This may apply if you have accessibility needs, significant digital barriers, or other limitations that make online registration impractical.
• Your situation is straightforward
  Phone registration is usually limited to simple cases with clear turnover figures, no unusual VAT treatments, and no complex business history.
• HMRC explicitly offers phone registration
  Crucially, phone registration is allowed only if HMRC suggests or agrees to it during contact. It should never be assumed or demanded.

In practice, many callers are advised to register online instead. Phone registration is granted by exception, not preference.

What Information You’ll Need Ready

If HMRC agrees to process your registration by phone, you must be fully prepared. Unlike an online form, you won’t have the chance to pause and double-check figures mid-call.

Before calling, make sure you have:

• your National Insurance number,
• your Self-Assessment UTR,
• your business name and address (including trading name if different),
• accurate turnover figures for the relevant period,
• your expected VAT registration date,
• your business bank account details.

Having incomplete or uncertain information can result in the call being stopped and the registration delayed.

Taking Notes During Phone Registration

Phone registration leaves no paper trail unless you create one yourself. For your own protection, it’s essential to document the call carefully.

During the call, always:

• write down the adviser’s name,
• record the date and time of the conversation,
• note any reference numbers provided,
• confirm what will happen next and any expected timescales.

After the call, keep your notes safely with your tax records. If there are later questions or delays, these details can be extremely useful.

Sole Trader Example

A self-employed consultant with accessibility needs finds online registration difficult to navigate. After contacting HMRC, they are offered phone registration as a reasonable adjustment. By preparing all required information in advance and keeping detailed notes of the call, they complete VAT registration successfully without unnecessary stress or delays.

A Practical Warning for Sole Traders

Phone registration can feel reassuring because you’re speaking to a real person—but it is not always faster and not always available. Where possible, online registration remains the most predictable option. Phone registration should be used only when it is genuinely appropriate and explicitly permitted.

Using an Accountant or Tax Agent

For many sole traders, using an accountant or tax agent is the least stressful and most reliable way to obtain a VAT number. While it’s perfectly possible to register on your own, VAT registration often comes at a point when the business is growing, income is changing, or deadlines feel tight. Professional support can remove uncertainty and reduce the risk of costly mistakes.

Benefits of Professional VAT Registration Assistance

An experienced accountant or tax agent doesn’t just complete a form—they help you make the right decisions around VAT.

Professional support typically includes:

• assessing whether VAT registration is mandatory or voluntary, based on accurate turnover analysis rather than assumptions,
• calculating taxable turnover correctly, including multiple income streams and rolling 12-month figures,
• selecting the most suitable VAT scheme, taking into account cash flow, expenses, and client type,
• avoiding common errors that lead to delays, HMRC queries, or late registration penalties,
• communicating directly with HMRC on your behalf, saving you time and stress.

For many sole traders, this reassurance alone makes professional help worthwhile—especially if VAT feels unfamiliar or high-risk.

How Accountants Register on Your Behalf

Once authorised, your accountant or tax agent handles the VAT registration process from start to finish.

In practice, this means they:

• submit the VAT registration application online using HMRC’s agent systems,
• ensure figures and dates are consistent with your tax records,
• respond to HMRC questions or requests for clarification,
• track progress and keep you informed until your VAT number is issued.

This approach reduces back-and-forth and helps ensure registration is completed correctly the first time.

Agent Authorisation Process

Before an accountant can act for you, they must be formally authorised. This is a legal requirement that protects your data and ensures HMRC only discusses your tax affairs with approved representatives.

Authorisation is usually completed via:

• HMRC’s digital agent authorisation system, or
• signed approval forms, depending on the setup and services required.

Once authorisation is in place, HMRC can legally communicate with your agent about VAT registration and related matters.

Costs vs DIY VAT Registration

Using an accountant involves a financial cost, which should be weighed against the potential risks of doing it yourself.

Typical costs may include:

• one-off VAT registration support: approximately £150–£500, depending on complexity,
• ongoing VAT services: charged separately, usually per return or monthly.

DIY registration:

• costs nothing in direct fees,
• but places full responsibility on you for accuracy, timing, and compliance.

For sole traders close to the threshold or dealing with complex income, a single mistake can cost far more than the fee for professional help.

When Professional Help Is Strongly Recommended

Using an accountant or tax agent is particularly advisable if you:

• are close to the VAT threshold and unsure when registration is required,
• have multiple income streams that must be combined correctly,
• registered late or suspect you may have missed VAT deadlines,
• want to optimise VAT schemes rather than default to the standard option,
• value peace of mind, accuracy, and clear advice over doing everything yourself.

In these situations, professional support often pays for itself by preventing errors and reducing future admin.

Sole Trader Example

A freelance contractor earns income from several clients across different projects. Rather than risk miscalculating rolling turnover or choosing the wrong registration date, they use an accountant to review income patterns, confirm when VAT registration is required, and submit the application correctly. As a result, VAT is registered on time, pricing is adjusted smoothly, and there are no surprises later.

Final Thought for Sole Traders

VAT registration is not just an administrative task—it sets the foundation for how VAT will affect your business going forward. Whether you handle it yourself or use a professional, the key is to ensure it’s done accurately, on time, and with a clear plan.

Which Alternative VAT Registration Method Is Right for You?

Choosing the right way to register for VAT isn’t about finding the “best” method overall—it’s about finding the method that fits your circumstances, timing, and risk tolerance. Each option has its place, and understanding the trade-offs can save you time, stress, and potential HMRC complications.

Below is a practical overview, followed by guidance on how to decide.

Online Registration (Standard Method)

Best for: the majority of sole traders
Online registration through GOV.UK is the default option and works well for straightforward situations. It’s typically the fastest route and offers clear confirmation once submitted.

• Ideal if your turnover figures are clear and well-documented
• Suitable if you’re comfortable using digital systems
• Lower risk when information is entered accurately

For most sole traders, this remains the most efficient and predictable option.

Paper VAT1 Form

Best for: limited internet access or complex explanations
Paper registration can be useful where online systems aren’t practical or where additional context needs to be explained in writing.

• Slower processing times mean careful planning is essential
• Slightly higher risk due to postal delays or follow-up questions
• Better suited to non-standard or unusual situations

This method works best when time pressure is low and clarity is more important than speed.

Phone Registration

Best for: exceptional or accessibility-related cases
Phone registration is rare and only available when HMRC explicitly allows it.

• Availability depends on HMRC discretion
• Processing speed varies significantly
• Requires excellent preparation and careful note-taking

This option should be seen as a fallback, not a primary choice.

Using an Accountant or Tax Agent

Best for: complex, time-sensitive, or high-risk situations
Professional registration support is often the safest option when VAT registration feels uncertain or high-stakes.

• Fast, because applications are usually submitted correctly the first time
• Lowest risk, especially where deadlines or historic issues exist
• Reduces admin and removes direct HMRC communication from your plate

For sole traders nearing the threshold, dealing with multiple income streams, or worried about late registration, this option often delivers the best outcome overall.

A Simple Decision Guide for Sole Traders

You may want to:

• register online if your situation is straightforward and time is critical,
• use paper if digital access is a barrier or explanations are needed,
• consider phone registration only if HMRC offers it,
• use an accountant if mistakes would be costly or confidence is low.

There’s no obligation to choose the cheapest option—what matters most is registering correctly and on time.

Need Help Getting Your VAT Number?

If you’re unsure which VAT registration method is right for you—or you want to avoid delays, errors, and stressful follow-ups—professional support can make a real difference.

At Audit Consulting Group, we support UK sole traders at every stage of the VAT registration process.

We help you:

• choose the right VAT registration method for your situation,
• register accurately and on time,
• liaise confidently with HMRC,
• avoid penalties, backdated VAT, and compliance issues.

Audit Consulting Group – Accounting and Tax
+44 7386 212550
info@auditconsultinggroup.co.uk

If VAT registration feels unclear or time-sensitive, getting advice early can save both money and peace of mind.