Starting a business or needing to file a Self Assessment? You’ll need a Unique Taxpayer Reference (UTR).

This guide explains what a UTR is, how to get one, and what can affect the timing so you can plan ahead without stress.

What is a Unique Taxpayer Reference?

It’s a 10-digit code issued by HMRC that identifies you or your business for tax purposes. You need it to file Self Assessment, pay tax, and interact with HMRC. It stays with you for life, even if your circumstances change.

So naturally, one of the first questions people ask is: how long does it take to get a UTR number? 

Why is it so important?

Your Unique Taxpayer Reference number is important for a number of reasons. Including:

• It identifies your tax records with HMRC.
• It’s needed to complete a Self Assessment.
• It’s necessary to open a business bank account for a Limited Company.
• It helps HMRC keep track of your payments and tax obligations.

Without a UTR, HMRC can’t process your tax return or communicate accurately about your taxes.
‍

Who needs a UTR number?

Not everyone in the UK will need or use a UTR. Here are the most common scenarios where it’s required:

Sole Traders

If you earn money from self-employment, HMRC requires you to register for Self Assessment and will issue a UTR.

{{st-expense-guide}}

Limited Companies

When you set up a Limited Company, HMRC issues a company UTR automatically. Directors only need a personal UTR if filing personal tax returns.

Partnerships

Every partner in a business partnership will receive a UTR.

Individuals filing Self Assessment for other reasons

For example, if you receive rental income, have untaxed savings, or need to claim certain tax reliefs, you’ll need a UTR.

If you’re unsure whether you need one, HMRC provides guidance, but in most self-employed and business scenarios, it’s required.
‍

How to apply for a UTR number

The process to get a UTR number varies depending on whether you’re registering as a Sole Trader, Limited Company, or partnership.

Sole Trader

If you’re a Sole Trader and need to register for Self Assessment reasons, you can do this online through the HMRC website. The steps are:

1. Go to the HMRC website and create a Government Gateway account if you do not already have one.
2. Complete the online registration form for Self Assessment. You will need your personal details, National Insurance number, and details about your business.
3. Submit the form. HMRC will review your application and issue your UTR.

You can also register by phone or by post, but if you’re wondering how long it takes to get a UTR number from HMRC because you’re in a rush, online is fastest.

Limited Companies

For Limited Companies, the UTR process is slightly different:

1. When you register your company with Companies House, HMRC is automatically notified.
2. HMRC will then send a letter to the company’s registered office with the company’s UTR.
3. Directors need a personal UTR only if they earn dividends or other taxable income.

Partnership

Partnerships follow a similar process to Sole Traders, but each partner must also register individually for a UTR if they need to file a Self Assessment. HMRC will issue a UTR for the partnership and individual UTRs for each partner.
‍

How long does it take to get a UTR number from HMRC?

Now for the question on everyone’s mind: how long does it take to get a UTR number from HMRC?

The answer depends on the method of application and your circumstances, but generally:

• Sole Trader online registration: You should receive your UTR within 5 to 10 working days. HMRC will send the UTR to your postal address.
• Sole Trader by post: This can take up to 3 weeks. Paper forms are slower and may be delayed depending on the postal services.
• Limited Company: HMRC usually sends the company UTR within 10 days of incorporation, though it may take longer if there are any issues with the registration.
• Partnership: Similar to Sole Traders, partners can expect their UTR within 2 weeks of registering for Self Assessment. 

It’s important to note that these are typical timeframes, not guaranteed. Delays can occur, especially around busy times like the end of the tax year or during postal delays.

{{crunch-free}}

Why might there be delays? 

There can be a few other factors influencing how long it takes to get a UTR from HMRC. 

Incorrect details

If the information submitted is incomplete or does not match HMRC records, processing will be delayed. 

Postal issues

HMRC sends UTRs by post, so if there are any postal delays or strikes, this will extend the time it takes to receive it.

High demand periods

Around the start of the tax year, HMRC receives a high volume of registrations, which can slow down processing.

Company registration issues

For Limited Companies, if there are discrepancies in the company information or if Companies House data has errors, the UTR may be delayed. 

If you have waited longer than the typical time frame to get a UTR number from HMRC, it’s worth contacting HMRC to ask about the status of your request.
‍

What to do if you need a UTR quickly

Sometimes, you may need a Unique Taxpayer Reference urgently, for example, to open a business bank account or file your tax return. While HMRC does not provide instant UTRs, there are some steps you can take to speed up the process:

1. Register online

Online registration takes much less time to get a UTR from HMRC than paper applications.

2. Check your details

Make sure all your personal and business information is correct to avoid delays.

3. Call HMRC

If it has been more than 2 weeks since your online registration, you can call HMRC to check the status and ask how long it’ll take to get your UTR number. They may be able to expedite your request if there’s a legitimate reason.

4. Plan ahead 

Register for your UTR as soon as you start your business or plan to file a Self Assessment. Avoiding waiting until the last minute can save you a world of headaches.
‍

Common questions about Unique Taxpayer References

What happens if you lose your UTR?

It happens. If you misplace your UTR, there’s no need to panic. You can look for it in previous tax returns filed, if applicable. Correspondence from HMRC, whether by email or letter. Or alternatively, call HMRC directly to request a reminder of your UTR. HMRC won’t issue a new UTR; they’ll simply confirm your existing number.

Do I need a UTR if I am an employee?

Not usually. Employees pay tax through PAYE, so they do not need a UTR unless they fit the criteria for needing to submit a Self Assessment.

Can I get my UTR immediately?

No, HMRC does not issue UTRs instantly. Expect several days for processing and postal delivery.

Is a UTR the same as a National Insurance number?

No. Your National Insurance number identifies you for social security purposes, while your UTR identifies you for tax purposes.
‍

What to remember

If you’re still asking yourself how long does it take to get a UTR number from HMRC? The short answer is at least a week normally, longer if you decide to go old school and apply via paper forms. 

Once you have your UTR, managing taxes becomes much simpler. Accounting software (like Crunch) can help with Self Assessment and finances, so you can focus on running your business.

‍