VAT Reclaim Form Guidance– How to Claim Back VAT in the UK 

The VAT reclaim form is the official way for businesses and individuals to recover VAT they have paid on eligible expenses. For UK VAT-registered businesses, reclaiming VAT is part of the quarterly or monthly VAT return. For overseas businesses and certain specific claims, separate vat reclaim forms are used to submit applications to HMRC.

HMRC guidance on reclaiming VAT – https://www.gov.uk/reclaim-vat

VAT refund scheme for overseas businesses: https://www.gov.uk/guidance/refunds-of-uk-vat-for-non-uk-businesses-or-eu-vat-for-uk-businesses

What is a VAT Reclaim Form?

A vat reclaim form allows you to recover VAT paid on:

• Business purchases and expenses.
• Imports and exports (subject to rules).
• Start-up costs before trading begins.
• Cross-border transactions under EU or international VAT refund schemes.

It ensures you don’t overpay HMRC and helps improve business cash flow.

Who Can Use the VAT Reclaim Form?

• UK VAT-registered businesses: reclaim VAT through their quarterly VAT return.
• Non-UK businesses: use the special refund scheme to claim VAT back on UK expenses.
• Start-ups: claim VAT on pre-trading costs.
• Exporters: recover input VAT when selling zero-rated goods abroad.

VAT registration and reclaim rules: https://www.gov.uk/register-for-vat

How to Complete a VAT Reclaim Form

1. Identify eligible expenses – ensure they are business-related.
2. Keep proper records – VAT invoices, receipts, import documents.
3. Submit via your VAT return (UK businesses) or using the relevant vat reclaim form (foreign businesses).
4. Use HMRC-approved MTD software for UK submissions.
5. Claim within the time limit – usually 4 years for UK claims, 6 months for overseas.

Deadlines for VAT Reclaim

• UK businesses: reclaim quarterly with VAT returns.
• Overseas businesses: must file claims by 30 September following the refund year.

Common Mistakes with VAT Reclaim Forms

❌ Claiming VAT on non-business expenses.
❌ Missing invoices or incomplete records.
❌ Not meeting MTD filing requirements.
❌ Missing deadlines (especially overseas refund applications).
❌ Trying to claim VAT on exempt supplies (e.g., insurance, finance).

Example Cases

Case 1: UK Start-up Business
A new IT company reclaimed VAT on computers, office rent, and equipment purchased before trading began. Using the vat reclaim form, ACG helped recover £12,000.

Case 2: Overseas Business
A German supplier attended trade shows in London and paid UK VAT on hotels and transport. With the vat reclaim form, Audit Consulting Group secured a refund of £3,500.

Case 3: Exporter
A manufacturer exported zero-rated goods but still paid VAT on supplies. ACG filed a reclaim through their VAT return, resulting in £25,000 refunded.

FAQ – VAT Reclaim Form

Q1: Can I reclaim VAT if I am not VAT registered?
No, only VAT-registered businesses can reclaim, except for certain overseas refunds.

Q2: What is the time limit for reclaiming VAT?
UK claims: 4 years. Overseas claims: by 30 September of the following year.

Q3: Can I claim VAT on fuel, travel, or meals?
Yes, but with restrictions. Client entertainment is not reclaimable.

Q4: How do non-UK businesses reclaim VAT?
They must complete the vat reclaim form for overseas businesses via HMRC.

Q5: Can Audit Consulting Group handle VAT reclaims?
Yes – we prepare VAT reclaims for both UK and international businesses, ensuring accuracy and compliance.

Why Choose Audit Consulting Group?

At Audit Consulting Group, we:

• Identify all eligible VAT reclaim opportunities.
• File VAT reclaim forms correctly and on time.
• Handle UK and overseas claims.
• Protect clients from HMRC errors or disputes.
• Maximise refunds to improve business cash flow.

Don’t miss out on money that’s rightfully yours – let us file your vat reclaim form today.