Add the end date of your registered office hosting contract to your company calendar, together with the name of the person responsible for reviewing it. This gives you time to compare the next offer and clarify the paperwork before the current period ends.
The checklist below helps you organise communication with your provider. Its suggested timeline is an internal planning method, not a statement of legal deadlines or the procedures that apply to your company.
Start with your existing documents
Review the contract and any amendments. Note the end date, the period covered and the clauses on renewal or notice. Do not assume that paying an invoice automatically renews the agreement: check the documents and ask the provider to explain the required steps.
Confirm the contact details used for correspondence about the contract. If the original signatory no longer manages this relationship, assign a responsible person and a backup. Both should know where the documents are stored and who can approve the renewal offer.
An optional 30, 15 and 7-day planning schedule
You can use the following checkpoints before the contractual end date. These are voluntary internal reminders, not legal deadlines. Adjust them to the contract and its notice provisions; start earlier if the agreement requires earlier action.
Around 30 days before: request the offer
Ask for the proposed period, price, VAT treatment, included services and any separate charges in writing. Check which documents need updating and the sequence for confirmation, signing and payment. If you are considering a different package, explain what your company will need during the next period.
Around 15 days before: clarify the differences
Compare the new offer with your existing documents. Look at the duration, renewal arrangements, termination conditions and handling of company correspondence. Collect unanswered questions in one message so that you can keep track of the provider’s responses.
Around 7 days before: check progress
Confirm which documents have been signed, which payments have been recorded and whether anything is outstanding. Keep the accepted offer, agreement or amendment, invoice and relevant confirmations together. Follow a useful telephone conversation with a written confirmation of the agreed points.
Plan continuity for company correspondence
Ask who will receive notifications about incoming correspondence and what happens to items already received. If you change packages or providers, clarify the transition arrangements and any charges separately. Do not assume that scanning, forwarding or collection by another person is included.
- Which email address and phone number will be used for notifications?
- What are the conditions for collection and authorising another person?
- How will uncollected items be handled when the agreement changes?
- Which actions require a separate request, and what charges may apply?
Keep commercial and administrative checks separate
The provider’s offer describes the commercial arrangement. Separately, check which administrative requirements apply to your company’s circumstances. For official documents and information, start with the ONRC forms page and consult the relevant guidance. This organisational checklist is not a complete filing package or a universal procedure.
Frequently asked questions
Will the same price and services continue automatically?
Check the contract and the offer for the next period. Request written confirmation of the price, duration and services. Having used a package previously does not, by itself, confirm its future conditions.
Should I wait for a reminder from the provider?
You can start the discussion in advance and set your own reminder. Also check the notice clauses and each party’s responsibilities so that your internal schedule follows the existing agreement.
For HubIT options, see our registered office hosting page. To discuss a renewal, contact us with your company name, the contract’s end date and your preferred next period.
