- If the system refuses to accept a postcode, stating it's not valid. Leave the postcode box blank and enter your country in the country box instead (eg England).
- I know it's the box to complete for an overseas address, but it works. Yes, I know that's silly, but it's what HMRC told me to do the first time it happened to me.
You are limited to 500 characters for each of the above, so may need to summarise down what's in your governing document.
- Governing document (sometimes called a rulebook) - this explains how your charity is run.
Once complete, a page will display that shows you everything you've entered. It's a good idea to copy and paste this into a Word document, so you have a record. I also suggest making a record of your HMRC Reference Number, which you'll be given in the final screen.
Charity Gift Aid Registration Documentation
Once you've submitted your online application to register for Gift Aid, you'll be given an HMRC reference number, which you should add to copies of the documents below, to be sent to HMRC by post, within a set timescale.
- Registration - notification of registration from your regulator.
- Evidence of activities - basically, HMRC is looking for you to demonstrate that you actually exist (anti-fraud), so you could send documents, such as a business plan, minutes of trustee meetings, evidence of funding applications/donations, brochures or even a flyer, if that's all you have.
- Governing document and any proposed changes.
If you’re missing any National Insurance numbers, remember to post a copy of each persons’ passport photograph page, along with proof of their home address.
The final screen no longer asks you for the supporting bank account details, but I suggest that you send these as well - Bank statements (3 months). If your bank account has been open less than 3 months, provide evidence from the bank that the account is open, such as the bank letter notifying you of this.
If in any doubt, I suggest you call the helpline - 0300 123 1073.
How Long Does It Take To Register for Gift Aid?
Inevitably, it takes time to get all the information you'll need to register for Gift Aid online but actually doing so should take no more than an hour or 2. From there, it takes about 6 weeks to process most applications to register for Gift Aid. If more checks are needed or during busy periods, it may take longer.
Alternatives to Charity Gift Aid Registration
Sports Clubs
If you're a sports club and eligible, you can register for Gift Aid as a Community Amateur Sports Club (CASC). You can find everything you need to decide which would be best for you, by going to my Part 1 Registration Guide and scrolling down to CASCs in Section 2.
Charities Based Outside Of The UK
If you're outside the UK, but have UK donors, it is possible to claim Gift Aid without registering a UK charity. Find out more here.
It's also possible to create a UK charity that can benefit from UK and US tax reliefs, but it must be dual qualified. That might potentially be quite useful, but I suggest you probably need a lawyer - here's more.
How Do I Notify HMRC Of Changed Details - Form ChV1
Remember to advise HMRC of any subsequent significant changes in your charity details using ChV1. These relate primarily to changes in officials and bank account details - find out more here.
How Do I Find my HMRC Charity Reference Number?
To check if a charity is registered for Gift Aid, it will have an HMRC charity reference number on the letter issued by HMRC confirming recognition as a charity and may also be on other correspondence from HMRC Charities. The HMRC Gift Aid reference number will start with two letters or an X and will include up to 5 numbers. If you know that already and just want to find out what yours is, click here to contact HMRC Charities.
HMRC Gift Aid Guidance
- Get recognition from HMRC for your charity.
- Donating to Charity - Gift Aid.
- Claim Gift Aid Online.
- Charities: change of details form (ChV1)
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