Whether when opening a bank account, buying or selling your home or dealing with a loved-one’s inheritance, at some point you’ll most likely have been asked to provide a utility bill or proof of your address to facilitate a particular matter.
Yet many people remain unaware of the requirement for producing a utility bill or proof of address and what role this document plays.
In this article, we’ll outline the purpose of providing proof of address for matters of this kind as well as answer specific questions and concerns, including:
- What is a utility bill?
- The purpose: Why do banks and organisations require utility bills as proof of address?
- What documents count as a utility bill for proof of address in the UK?
- How recent does a utility bill need to be for UK banks and other institutions?
- Can a digital utility bill be used as proof of address in the UK?
- How to get a utility bill for proof of address if you don’t have one
What is a utility bill? Understanding the UK definition
A utility bill is an official billing statement from essential service providers, such as gas, electricity, water, broadband, or landline telephone companies. In the UK banking sector, utility bills serve as one of the most trusted forms of proof of address because they link your name to your residential address through an active service account. Banks, solicitors and notaries accept utility bills because they’re difficult to forge and demonstrate an established connection to your home address.
The purpose: Why do banks and organisations require utility bills as proof of address?
While the identification of a person is achieved by seeing their original passport, driving licence, identity card or similar, this alone doesn’t always answer the question of: In which country is a person currently residing?
The reasons for confirming a person’s residence or domicile are numerous; however, among some of the commonest reasons are:
- Tax: If goods or services are delivered to a non-resident person in the United Kingdom, then no Value-Added Tax (VAT) should be charged on the transaction.
- Location: In certain instances, a third party may need to know not only if person A lives in country X, but also the specific city, town, or place where they currently reside.
- Marital or cohabitation status: If evidence of people living together in the same address is required, a utility bill or proof of address addressed to the joint names of the married or cohabiting couple can be a useful form of evidence to demonstrate dual residence of a household.
- Bank account: It may be necessary, on occasion, to prove you have a current bank account with a particular bank. Providing an electronically issued bank statement also serves to confirm the address of the person linked to the bank account.
When dealing with professional firms (lawyers, accountants, doctors, etc.), there will invariably be a requirement for these professionals to properly confirm a person’s current address and, hence, the requirement to provide a utility bill or proof of address. This is due to the professions being regulated to conduct so-called ‘Know Your Customer’ (KYC) checks.
For example, as notaries, we are required by the rules governing our practice to properly identify our clients, which includes obtaining suitable identification and proof of address.
Why do banks require recent utility bills when opening an account in the UK?
UK banks request a utility bill during account opening because they’re legally obligated to verify your address under Anti-Money Laundering (AML) regulations and ‘Know Your Customer’ (KYC) procedures. These rules, enforced by the Financial Conduct Authority, require banks to confirm where customers actually live as part of their efforts to prevent money laundering, terrorist financing and identity fraud.
A utility bill serves as trusted proof of address because it’s an independent, third-party document that confirms your residence. Banks use this documentation to complete their customer due diligence and risk assessment before approving your account, which helps protect both the institution and customers from financial crime and fraudulent activity.
What documents count as a utility bill for proof of address in the UK?
This question is usually determined on a case-by-case basis. However, generally speaking, common examples include:
Typically accepted by UK banks (most accepted)
- Electricity bill
- Gas bill
- Water bill
- Landline telephone bill
- Council tax bill
These must show your name, current address and be dated within the last three months
Documents sometimes accepted by UK banks
- Bank statements (from another institution)
- Current and unexpired driving licence
- Tenancy agreement/lease
- Voter registration documents
- Doctor’s letter
Documents generally NOT accepted
- Mobile phone bills
- Broadband/internet bills
- Letters from private companies
Important notes: Each bank sets its own specific requirements, so acceptable documents may vary between institutions. Always check with your chosen bank about which proof of address they’ll accept before applying.
The above list is by no means exhaustive. There are many options available when providing proof of a person’s current residential address to a third-party company or organisation other than a bank.
How recent does a utility bill need to be for UK banks and other institutions?
Again, this will depend on the specific institution or organisation requesting the same. However, a general rule is to accept proof of address documentation issued in the past three months.
For proof of address beyond this three-month period, it would depend on the discretion of the receiving institution whether to accept the same. The person may need to provide secondary or additional evidence as to their proof of residential address to satisfy the receiving organisation or company’s KYC requirements.
Can a digital utility bill be used as proof of address in the UK?
In today’s world, many of our bills and letters are sent to us not in paper-based form, but via email or electronic means.
Banks and organisations in general are aware of this, so in the vast majority of instances, an electronically issued utility bill or proof of address can be provided to satisfy an individual’s proof of current residential address.
In fact, there is a general misunderstanding among the general public as to what an ‘original’ proof of address means.
Many believe that they need to print out an electronically issued utility bill or proof of address in order for it to be considered an ‘original’. However, an original document can be in electronic form and still be considered an original document.
That being said, certain types of proof of address documents are still sent to us in paper-based or letter form (a common example being certain council tax bills from local councils).
How to get a utility bill for proof of address if you don’t have one
If you are unable to produce a utility bill or proof of address to a requesting third party, this could affect the processing of any application or transaction that you are performing.
In minor instances, this could lead to ancillary delays. In serious cases, a professional advisor or organisation might refuse to act on your behalf in a particular matter.
It is therefore imperative that you ensure that you know how to get your proof of address. Register your current residential address with utilities, phone or similar companies, as these will be key documents for providing your residential address in an ever-growing compliance-based society.
Note: It is also important that, should you move residential address, you ensure that the address stated on your utility bills, bank statements and other proof of address documentation is promptly updated with these organisations or institutions.
When UK banks require notarised utility bills: What you need to know
As notaries, we certify all manner of documentation principally for use outside of the United Kingdom – and utility bills or proof of address documents are no exception.
We frequently assist clients in notarising these documents for all manner of reasons. Common examples include facilitating visa applications abroad or satisfying a foreign bank’s KYC requirements, which may need to be ‘refreshed’ periodically.
When notarising a utility bill or other proof of address, it’s not as simple as signing, stamping and sealing a piece of paper.
As notaries, we must authenticate the source of the utility bill or proof of address, which often requires us to personally or remotely witness a person logging into their online account with either a utility or bill provider and downloading the proof of address document in our personal or remote presence.
This means that, for example, if an individual pre-sends their proof of address document (which is generated on yesterday’s date), we may need to once again verify the generation of such a document on a subsequent date in order to certify that the electronically issued document was authentically issued by the provider.
If a utility bill or proof of address is paper-based, we need to see the original paper-based document to verify its originality, so as to make a ‘certified true copy’ of the said document. (A mistake often made by people is to simply print off an electronic utility bill, which is unacceptable in proving its origin.)
In addition to notarising a utility bill or proof of address document, there may be a requirement to do one or both of the following (depending on the specific country or jurisdiction where the notarised utility bill or proof of address is destined):
- Obtain an ‘apostille’ to the notarised utility bill or proof of address from the UK Foreign, Commonwealth and Development Office (FCDO); and/or
- Obtaining ‘legalisation’ or ‘consularisation’ of the notarised and apostilled document from the embassy or consular presence in the UK representing a specific country or jurisdiction overseas.
Conclusion
Being required to show proof of address is an increasingly regular requirement when dealing with companies or organisations as part of any person’s daily business.
Knowing how to access and provide such documentation in a convenient manner is well worth planning in advance, so as to speedily facilitate the conclusion of personal or business transactions.
Should you require the assistance of Notary.co.uk in notarising a utility bill or proof of address document, please contact us by either emailing info@notary.co.uk or calling us on 020 7630 1777
FAQs
What is the exact definition of a utility bill for UK banking purposes?
A utility bill is an official billing statement from essential service providers, such as gas, electricity, water, broadband, or landline companies. UK banks use utility bills as trusted proof of address because they link your name to your residential address through an active service account and are difficult to forge.
Which utility bills are accepted as proof of address by UK banks?
Banks typically accept electricity, gas, water, landline telephone and council tax bills, provided they show your name, current address and are dated within the last three months. Some banks may also accept documents like bank statements, driving licences or tenancy agreements, though requirements vary.
Why does my UK bank need a utility bill when I open an account?
Banks request a utility bill to comply with Anti-Money Laundering (AML) and Know Your Customer (KYC) regulations, which require them to verify where you currently live. A utility bill serves as an independent, third-party document that confirms your residential address and helps prevent fraud and financial crime.
How recent does my utility bill need to be for my bank to accept it?
Most banks and organisations require a utility bill or proof of address issued within the last three months. Anything older may require additional documents or be accepted only at the institution’s discretion.
Can I use a digital utility bill for proof of address at UK banks?
Yes. Most UK banks accept electronically issued utility bills because many services now deliver bills digitally. An electronic bill is still considered an “original”, and printing it is not required unless specified.