To check a VAT registration number, use an official checker and confirm the legal name matches the number on your invoice.
You came here to confirm if a supplier’s VAT ID is real and usable. This guide shows quick, safe ways to verify a number, match business details, and keep proof for audits. The methods work for EU trade via the VIES tool and for the UK via the HMRC checker.
How To Check A VAT Registration Number: Step-By-Step
These steps give you a clean, repeatable process. If a teammate asks how to check a vat registration number, these steps handle it. They take minutes, save charge risks, and keep you ready for reviews.
- Collect the details. Ask the supplier for their VAT number as printed on an invoice or letterhead, plus the legal name and registered location tied to that number.
- Pre-check the format. Look for the two-letter country prefix and the right length. If spaces or dashes appear, remove them before using an online checker.
- Run the official lookup. For EU numbers, use the Commission’s VIES service. For UK numbers, use the GOV.UK checker. Links appear below.
- Match the result. Confirm the returned legal name and registered location match the invoice. Small spacing or case differences are fine; the entity itself must match.
- Store proof. Save a PDF or screenshot of the result page along with the date and the VAT number you checked.
- Retry if you get “no response.” Some national systems go offline for maintenance. Try again later, or contact the tax authority if the issue lasts.
- Escalate when it still fails. Ask the supplier to confirm the number, send a recent VAT letter, or issue a corrected invoice.
Fast Reference Table: Where To Check And What You Need
| Scenario | Official Tool | What You Need |
|---|---|---|
| EU supplier validation | VIES VAT number check | Country prefix + digits |
| Cross-border EU trade | VIES VAT number check | Supplier VAT + your records |
| UK supplier validation | HMRC VAT number check | UK number (9 digits or 12 inc. branch) |
| Northern Ireland (XI) | VIES + HMRC | XI prefix VAT number |
| Proof of the check | HMRC “prove a check” service | Your own UK VAT number |
| API or bulk needs | Vendor API that calls VIES/HMRC | API credentials, rate limits |
| Format sanity check | Local tax office pages | Official prefix and length |
| When tools time out | Manual re-try or tax office | Time and a second attempt |
| Suspected misuse | Tax office contact | Evidence and invoice copy |
Checking A VAT Registration Number Online: Tools And Limits
The two main official portals most traders use are the EU’s VIES page for EU VAT IDs and the GOV.UK page for UK VAT IDs. Both return a pass/fail and, where available, the business name and registered location. VIES draws data from national databases, so an outage in one country can cause a temporary “no response” message. The UK page also lets a VAT-registered user generate dated proof that they checked a number.
Use the links here during your process: the VIES VAT number validation page for EU numbers and the Check a UK VAT number page for UK numbers. Both are free to use. If you trade in the EU and the UK, save both pages in your accounting bookmarks so the whole team follows the same path every time.
What A “Valid” Result Actually Means
A match tells you the number exists and is active at the tax authority level. It doesn’t confirm that a specific invoice is a real supply. That’s why you also match the legal name and registered location to the invoice and keep proof of the check. If you buy from a marketplace or a reseller, ask for the seller’s own VAT ID, not just the platform’s number on a generic footer.
How To Read And Clean Common VAT Number Formats
Teams often paste spacing, punctuation, or internal notes into the checker, which causes a fail. Clean the input first:
- Strip spaces, periods, slashes, and dashes.
- Keep the two-letter country prefix at the front (DE, FR, IT, ES, NL, PL, IE, PT, SE, DK, BE …).
- Keep letters that are part of the number in countries that use them.
- If the supplier typed “VAT:” or “TVA:” before the ID, remove the label.
When you can’t get a match, ask for a copy of the VAT registration letter, then re-enter the digits exactly as shown there.
Proof And Recordkeeping That Auditors Like
Keep a simple bundle for each new supplier:
- The screenshot or PDF of the VIES or GOV.UK result page.
- The date and time you ran the check.
- The VAT number typed in full, with the country prefix.
- A copy of the invoice that shows the same number.
- Any email where the supplier confirmed corrections.
For UK checks, a VAT-registered buyer can create dated evidence using the GOV.UK service. For EU checks, store your own screenshot. Keep these files with the supplier record and with the invoice.
When A VAT Number Doesn’t Validate
Next moves depend on what failed:
- No response: Wait and retry. VIES depends on national systems that go down at times.
- Format error: Clean spacing, check the prefix, and re-enter.
- Name mismatch: Ask the supplier for the legal name tied to the number or send a copy of your result so they can spot the gap.
- Still fails: Ask for a recent VAT letter or a corrected invoice. Pause payment until the data aligns.
Risks You Avoid By Checking
Running a check before you book tax saves money and stress. You cut the chance of reverse charge errors and blocked input tax.
Second Reference Table: Red Flags And Fixes
| Red Flag | What It Means | Fix |
|---|---|---|
| Number passes, name wrong | Wrong trading name on invoice | Ask for legal name or revise invoice |
| “No response” on VIES | National database offline | Retry later; keep a timestamp |
| Prefix doesn’t match location | Cross-border branch or wrong code | Confirm place of establishment |
| Extra characters or spaces | Copy-paste artifacts | Clean and re-enter |
| UK number starts with GB but fails | Wrong length or lapsed ID | Recheck digits; use GOV.UK |
| Invoice shows two VAT IDs | Group or branch number confusion | Confirm which ID handles your supply |
| Only a city name, no full location | Poor identity proof | Request full registered location |
| Supplier refuses to confirm | Risk of misuse | Pause order until data aligns |
Country Prefixes And Practical Tips
Seeing the right two-letter code helps spot quick typos. Here are common pairs you’ll meet in trade paperwork: DE (Germany), FR (France), IT (Italy), ES (Spain), NL (Netherlands), PL (Poland), IE (Ireland), PT (Portugal), SE (Sweden), DK (Denmark), BE … Northern Ireland uses the XI prefix for EU trade.
Two quick tips help with day-to-day work: first, run checks before you approve a new supplier in the system; next, repeat the check if a supplier changes its name, registered location, or VAT ID. A short routine beats a late scramble during a tax review.
When To Re-Check An Existing Supplier
Most teams re-check yearly or when something changes. Triggers include a new legal name, a new registered location, a new bank account, or a long gap between orders. If you see a fresh VAT ID on a familiar invoice, run the process again and file the proof with the new document.
Wrap-Up: Make Checks Part Of Your Intake
Build a short intake rule: collect the VAT ID, run the check, match the legal name and registered location, then save the proof. This habit keeps your return clean and your payables steady. When teammates ask how to check a vat registration number, share this page and your saved bookmarks to the official portals.