How to find your VAT Certificate: Step-by-step guide for small businesses

Published Friday 14 November 2025

Table of contents

• What is a VAT certificate?
• Why do you need a VAT certificate?
• How to find your VAT certificate online
• Who needs a VAT certificate?
• How to register for a VAT certificate
• How long does it take to get a VAT certificate?
• Can I download my VAT certificate?
• Do VAT certificates expire?
• How do I get a new VAT certificate?
• Handling VAT for small businesses
• Frequently asked questions about VAT certificates
• FAQs on VAT certificates

Key takeaways

• Access your VAT certificate instantly through your HMRC online account by logging into your Government Gateway account and selecting "View your VAT certificate" under the "Manage your VAT" section.

• Register for VAT when your taxable turnover exceeds £90,000 in the last 12 months or when you expect to exceed £85,000 in the next 30 days, though you can voluntarily register below these thresholds to reclaim VAT on business expenses.

• Include your VAT registration number on all VAT invoices as required by law, and update HMRC within 30 days if any business details change using your VAT online account.

• Recognize that VAT certificates never expire and remain valid throughout your business's lifetime, so you don't need to obtain a new certificate unless you start a completely new business entity.

What is a VAT certificate?

A VAT certificate is your official proof of VAT registration issued by HMRC. It contains essential business information you'll need for invoicing and supplier relationships.

Your certificate includes:

• your VAT registration number, which you must show on all VAT invoices
• your registration date, which is when your VAT obligations began
• your first return deadline, which is the date of your initial VAT submission
• VAT registration number: Required on all VAT invoices (your business's unique VAT number)
• Registration date: When your VAT obligations began
• First return deadline: Your initial VAT submission date

HMRC aims to send your certificate within 30 working days of registration, but it often takes up to 40 working days.

Why do you need a VAT certificate?

Your VAT certificate proves your business is registered for VAT. You may need to show it to suppliers or customers. It also includes your VAT number, which you must add to all VAT invoices.

How to find your VAT certificate online

Accessing your VAT certificate online is the quickest way to get your document instantly. You can view, download, or print your certificate through your HMRC online account.

Step 1: Sign into the HMRC website

Log in to your Government Gateway account with your username and password.

Step 2: Select view your VAT account

After you log in, select 'View your VAT account'.

Step 3: Select view your VAT certificate

Under the 'Manage your VAT' section, click on 'View your VAT certificate.'

Who needs a VAT certificate?

VAT registration becomes mandatory when your business reaches specific turnover thresholds, and recent changes to this threshold are expected to benefit over 28,000 businesses that will no longer need to register.

You must register if:

• Your taxable turnover exceeded £90,000 in the last 12 months, following an increase from £85,000 to £90,000 on 1 April 2024
• You expect to exceed £85,000 in the next 30 days

You can voluntarily register if:

• Your turnover is below £85,000 but you want to reclaim VAT on business expenses

How to register for a VAT certificate

Online registration is the fastest way to get your VAT certificate. Most businesses can [register for VAT online](https://www.xero.com/uk/accountant-bookkeeper-guides/register-clients-for-vat/) through the HMRC website.

Postal registration is also available if you can't register online.

How long does it take to get a VAT certificate?

VAT certificate delivery takes up to 30 working days after registration. You can start trading immediately after registering - you don't need to wait for the physical certificate to arrive.

Can I download my VAT certificate?

Yes, you can download and print your VAT certificate directly from your HMRC online account. Save it as a PDF for your records or print copies for suppliers who request proof of your VAT registration.

Do VAT certificates expire?

No, VAT certificates don't expire. Your certificate remains valid throughout your business's lifetime, but you must keep your details current.

Update HMRC within 30 days if these details change. Be aware that from 5 August 2024, you must use your VAT online account for updates, as paper forms will be restricted.

Notify HMRC immediately for:

• Business closure or change of ownership
• No longer meeting VAT registration requirements

How do I get a new VAT certificate?

You don't need a new VAT certificate unless you start a completely new business entity. Your existing certificate remains valid for the life of your business.

Lost your certificate? Access a copy instantly through your HMRC online account using the steps outlined above.

Handling VAT for small businesses

If you run a small business, staying VAT compliant can be challenging, especially with Making Tax Digital. You can use the free Xero VAT Guide for practical advice on registering for VAT, claiming back VAT, and filing VAT returns through Making Tax Digital.

Frequently asked questions about VAT certificates

FAQs on VAT certificates

Below are answers to common questions about VAT certificates.

What information is included on a VAT certificate?

A VAT certificate includes your unique VAT number, your business name and address, your registration date, and details about when to submit your first VAT return and payment.

What should I do if I can't access my VAT certificate online?

First, double-check that you're using the correct Government Gateway login details. If you still can't log in, you can use HMRC's online support to get help. Your accountant or agent may also be able to access it for you.

Can someone else access my VAT certificate on my behalf?

Yes, if you've authorised an accountant or agent to manage your VAT affairs, they can view your VAT certificate through their own HMRC online account.

What's the difference between a VAT certificate and VAT registration?

VAT registration is the process of signing your business up for VAT with HMRC. The VAT certificate is the document you receive after you've successfully registered, which serves as official proof of your registration.

Disclaimer

Xero does not provide accounting, tax, business or legal advice. This guide has been provided for information purposes only. You should consult your own professional advisors for advice directly relating to your business or before taking action in relation to any of the content provided.