When a business debtor moves without informing you, begin with verifiable records rather than assumptions. Check Companies House for its registered office, officers, charges and possible strike-off notices. A limited company can generally receive legal documents at its registered office even if it trades elsewhere. Sole traders and partnerships require different tracing and court-service checks. Moving does not erase a debt, but delays can increase costs and complicate recovery, if the business is closing or entering insolvency.
Step 1: Check Whether the Company Has Actually Moved
Search the Companies House register for the company number, filing history, directors, charges and status. Review four areas before contacting anyone:
- Registered office history. Companies normally report an address change within 14 days, using form AD01 or the online service. The new address takes effect when registered.
- Company status. Check for liquidation, administration, dissolution or a proposed strike-off.
- Officers. Record recent appointments and resignations, without assuming changes indicate wrongdoing.
- Charges. New secured borrowing may merit investigation but does not itself establish financial distress.
Use the register’s free follow service for filing notifications. Our guide to Companies House checks for credit control explains the information available and its limitations.
Step 2: Understand Why the Registered Office Matters
Under section 1139 of the Companies Act 2006, documents can be served on a registered company by leaving them at, or posting them to, its registered office. Companies House’s form AD01 also confirms that service at the previous registered office remains valid for 14 days after the address change is registered.
Since 4 March 2024, companies must maintain an appropriate registered office where correspondence would normally reach someone acting for them and delivery can be acknowledged. Companies House can replace an unsuitable address with its default address. The company then normally has 28 days to submit a suitable address or risk strike-off action, as explained in its data quality guidance. This may indicate an administrative or compliance problem, not necessarily insolvency.
Court claims have specific service rules. In England and Wales, the Civil Procedure Rules permit service on a company at its principal office or a connected place of business; the Companies Act route also remains available. The requirements vary by document and jurisdiction. Our article on statutory demands versus debt recovery explains why selecting the correct procedure matters. Obtain legal advice before attempting disputed or unusual service.
Step 3: Where to Look, by Type of Debtor
| Debtor type | Where to look | Where you can usually serve |
|---|---|---|
| Limited company | Companies House, The Gazette, trading website, officers | Registered office; other permitted company addresses |
| Sole trader | Contract records, lawful credit data, delivery addresses | Current residence or business address; old address only after required checks |
| Partnership | Partnership records, partners, trading premises | Principal or last known business premises, subject to court rules |
For sole traders, the defendant is an individual, even if invoices use a trading name. If you believe the recorded address is no longer current, the Civil Procedure Rules require reasonable steps to locate a new one. Alternative service may require court permission. Our guide to how collection agencies find debtors describes legitimate sources used to establish contact details.
Step 4: Gather Every Lead You Already Hold
Review existing records before paying for tracing. Your contract, correspondence and delivery history may already identify a usable address or contact route.
- Previous delivery addresses and signed proofs of delivery.
- Website details, business emails and publicly available trading information.
- Telephone numbers, named contacts and the agreement’s signatory.
- Credit applications and any valid personal guarantee, subject to data protection requirements.
Careful onboarding provides valuable evidence later. Consider security beyond personal guarantees where commercial exposure justifies it; a director is not personally liable merely because the company owes money.
Step 5: Check Whether the Debtor Is Insolvent or Closing
A changed address can reflect restructuring rather than deliberate avoidance. Search The Gazette for relevant insolvency notices and Companies House for liquidation, administration or strike-off filings. A winding-up petition does not automatically mean a company has been wound up. If formal insolvency begins, ordinary enforcement options may be restricted and you may need to register your claim as a creditor. See recovering debt from insolvent customers for practical steps. Our article on rising financial distress provides wider context, but every debtor’s position must be assessed individually.
Step 6: Escalate to Professional Tracing
Where internal enquiries fail, professional tracing can combine lawful credit information, public registers and business records to identify an appropriate contact address. Our debt recovery service can assess the options, while credit checking may reveal useful trading information. Personal information must be processed lawfully and proportionately under UK data protection rules. Debt recovery may support a legitimate interest, but it does not authorise intrusive or misleading methods. Our guide to how collection agencies find debtors explains the approach.
Overseas debtors introduce additional jurisdiction and enforcement questions. Our international debt collection service deals with cross-border enquiries, while construction debt collection supports firms facing unpaid invoices across changing project locations.
Step 7: Keep Pressure on While You Trace
Continue proportionate reminders through established contact channels, recording dates and responses. Check deadlines before starting proceedings, and do not assume an old address is valid for court service. Our B2B debt collection tips and guide on when to escalate an invoice help determine appropriate next steps. Regular aged debtors reporting can flag overdue accounts before contact details become a problem.
Frequently Asked Questions
Can I serve court papers at an old registered office?
For 14 days after a registered change, the old office remains a valid service address under the rule noted on AD01. Afterwards, normally use the current registered office or another legally permitted address. Check the applicable procedure.
What if the company has been struck off?
A dissolved company normally cannot be sued in the usual way. Creditors may apply for court-ordered restoration, generally within six years of dissolution, subject to exceptions. Legal advice is important.
Is it legal to trace a debtor?
Yes, where tracing uses lawful sources and respects privacy rules. Public company records are useful, but personal information about individuals requires a valid processing basis and safeguards.
What does a Companies House default address mean?
It means the registrar considers the previous office unsuitable and has substituted an official default address. The company must remedy this promptly; it signals a compliance issue, not proof of insolvency.
Do Not Let a Move Become a Write-Off
A debtor’s move need not end recovery, but correct service and timely action matter. If an unpaid customer has disappeared, speak to our team for a free, no-obligation discussion about tracing and recovery options.
