Proof is not a green badge. Keep the exact input, source response, timestamp, returned identity, reference, exceptions and the decision that relied on them.
BEFORE YOU START
Collect the inputs that prevent a false match.
- Submitted VAT number and issuing country
- Source and exact check time
- Raw and normalised result states
- Returned legal name and address where supplied
- Reference, exception and reviewer or automated decision
SOURCE MAP
Use the source that answers the actual question.
| Question | Evidence source | Retain |
|---|---|---|
| Which company was intended? | Supplier document and legal-company record | Submitted name, resolved entity, registration number and source |
| What did the authority report? | VIES, HMRC or the relevant national service | Response, time, returned identity and reference where supplied |
| What did the company-data match report? | VATFind company-record evidence | Match state, company fields, source and retrieval time |
| Why was action taken? | Customer policy and reviewer | Exception, disposition, owner and linked evidence IDs |
Proof is an evidence set, not one status badge
A pass or fail label cannot show what was submitted, which source answered, whether identity fields were returned or how the result influenced the decision. A reviewable record needs enough context for another person to reproduce the check.
At minimum, retain the submitted and normalised number, issuing country, source, request and response time, raw status, returned name and address where available, service warnings and a source reference. Link that record to the company and transaction it supported.
Use the UK reference when HMRC supplies it
GOV.UK states that a UK VAT-registered business can use the official service to prove when it checked a UK VAT number by providing its own VAT number. HMRC's API can likewise return a reference number for the check in its requester mode.
The reference is useful, but it is not the whole evidence record. Keep the number checked, requester context, returned business details, timestamp, response and the workflow decision beside it.
GOV.UK: Check a UK VAT numberPrefer a structured record, then generate a human-readable report
Store typed fields in the system of record so teams can search by company, source, date and status. A PDF or printable view should be generated from that same evidence rather than becoming the only copy of the result.
Include immutable request and evidence identifiers, the user or service that ran the check, and the version of any matching or policy rule. Do not edit a prior response in place when a later check returns different information.
Record exceptions and outages without inventing a result
An unavailable authority service is evidence of an incomplete attempt, not evidence that the VAT registration is invalid. A missing name or address is a missing field, not automatically a discrepancy. An ambiguous company match is not a completed identity selection.
Give each state a controlled next action: retry, request a document, compare another source, route to a reviewer or stop the workflow. Retain the exception and the final disposition so the decision does not become detached from its evidence.
Define when the evidence becomes stale
A point-in-time check can remain useful as historical evidence, but it does not promise that the company or VAT registration stayed unchanged. Define recheck triggers by decision risk rather than assuming one universal schedule.
VATFind monitoring can recheck selected company-record fields and issue change or health events. It does not replace a live authority check. When current tax-registration status is required, run the appropriate authority service again and link the new response to the prior evidence trail.
PRACTICAL QUESTIONS
Frequently asked questions
Is a screenshot enough proof of a VAT check?
A screenshot can help a person review the result, but structured evidence is stronger for search, reconciliation and audit. Keep the submitted value, source, timestamp, result, returned identity and reference alongside any PDF or image.
What is a VAT check reference number?
Some authority services return a reference that helps show a check was performed. HMRC's UK service and API can provide a reference when the required requester details are supplied. Store it with the full response context.
Should a VATFind result be described as VIES or HMRC proof?
No. A VATFind result is source-labelled company-record evidence. An authority response must be obtained from the relevant official service and retained as a separate evidence item.
How long should VAT-check evidence be retained?
Retention depends on the transaction, jurisdiction, tax and legal requirements, customer policy and contractual obligations. Define the lawful purpose, retention period and deletion process with the responsible tax and privacy teams.
When should a VAT number be checked again?
Recheck when policy requires it, when a supplier changes legal or tax details, when an authority or company source was unavailable, or when monitoring detects a relevant company-record change.
When was this guide last reviewed?
VATFind reviewed this guide on 29 August 2026. Rules, authority services, and source coverage can change, so check the linked official reference before making a current tax or legal decision.
This guide explains the lookup and evidence process; it is not tax or legal advice. Official services, coverage and requirements can change. The review date records VATFind's content review, not a guarantee that every linked authority changed on that date.