We’ll help you reach the right service fast. If you manage a family trust or are handling an estate, the quickest route is the Trust Registration Service on GOV.UK where trustees register, update and close records.
We explain simple, practical steps to avoid being bounced between helplines and forms. We set out when to use the online register, when a phone call helps, and when post is appropriate.
You’ll learn which identifiers matter — such as URN or UTR — and why missing them causes delays. We also clarify what the service can and cannot discuss, especially for protected records with limited access.
Our focus is on plain language and clear actions. Expect concise checklists and tips to prevent lockouts, repeat calls and slow replies. We also outline the difference between routine administration and a data request, which follows stricter rules.
Key Takeaways
- Use the Trust Registration Service online for routine updates.
- Keep URN or UTR to hand to avoid delays.
- Phone is best for urgent queries; post for formal notices.
- Protected records limit what can be discussed.
- Prepare details first to reduce repeat calls.
Who to contact at HMRC for trusts and estates
Start by using the online register designed for everyday administration — it keeps records accurate and avoids needless delays. For most administration, the Register and Maintain a Trust service is the primary route and handles routine updates, declarations and security checks.
Who should make the enquiry
Day-to-day actions are usually done by the trustee team, an appointed agent or a solicitor acting with authority. We recommend agreeing early who will lead to avoid duplicates and slow replies.
What the lead trustee does
Lead trustee means the person named on the registration who can claim and manage the record. Even if an agent prepares the steps, the lead trustee must complete the registration and security checks.
- Practical tip: keep one consistent route for updates to reduce back-and-forth.
- HMRC may refuse to discuss details with others to protect sensitive data.
| Role | Who acts | Typical action |
|---|---|---|
| Trustees | Lead trustee | Claim record and complete security |
| Agent | Appointed adviser | Prepare submissions; requires authorisation |
| Solicitor | Legal representative | Draft steps; client completes sign-in |
hmrc trust contact options: online TRS, telephone and post
Choose the right route — online, by phone or by post — so you don’t waste time on the wrong process.
Using the GOV.UK “Register and Maintain a Trust” service
The website “Manage your trust’s details” is the main route for routine updates. Most actions — registering, making changes, annual declarations and closing a record — are quickest online.
Use the online service when you have your URN or UTR to hand. That single reference helps the system find the correct record straight away.
Calling the TRS helpline to change security details
If you cannot receive access codes because the registered telephone number has changed, a call is usually needed. The TRS helpline for this specific scenario is 0300 123 1072.
Phone is best for security updates that block online access. Expect identity checks before staff will update a number.
When to send a letter and what to include
Send a letter if you must provide original documents or want a paper trail. Post is also sensible for formal confirmations.
Always include the URN or UTR, the lead person’s full name, date of birth and a clear reference to the process you’re asking for. Missing identifiers cause delays.
| Situation | Best route | What to include |
|---|---|---|
| Routine updates | Online (GOV.UK) | URN/UTR, sign-in details, summary of change |
| Changed telephone number blocking access | Telephone helpline | Lead name, date of birth, old and new telephone number |
| Providing originals or formal confirmations | Letter by post | URN/UTR, copies of evidence, signed declaration |
What information to have ready before you contact HMRC
Before you call, gather a short bundle of key documents so the call is quick and clear.
Finding and safeguarding your URN or UTR
After successful TRS registration, the lead trustee gets a letter with the Unique Reference Number (URN) or the Unique Taxpayer Reference (UTR) if the trust is taxable. The URN is 15 letters/numbers (for example ABTRUST12345678). The UTR is 10 digits (for example 1234567890).
Keep that number safe. Store the letter securely and share a copy with your solicitor for backup.
Personal details you should have to hand
Have the lead person’s name, date of birth and current telephone. HMRC/TRS checks these to verify identity. Make sure everything matches the original registration.
Trust-level details that help trace the record
Note the trust’s full name, key dates and the registered contact address. These help staff find the right record if identifiers are unclear.
“A clear checklist stops delays and repeated calls.”
- Checklist: URN/UTR, lead name, date, address, phone.
- Safeguard the registration letter; give a copy to your solicitor.
- Get advice early if you’re unsure who should speak for the trust.
How to claim a trust on the Trust Registration Service (TRS)
Claiming the record is the vital first step so the lead trustee can manage the registration online. We guide you to the correct GOV.UK page and explain what happens when you click through.
Accessing the GOV.UK service
Open the “Manage your trust’s details” or “Register and Maintain a Trust” service on GOV.UK. Click through when you are ready to sign in or to create sign-in details.
Government Gateway and choosing the right account
Create Government Gateway sign-in details if you don’t already have them. Select an Organisation account when acting for the record. That choice avoids common permission problems later.
Security, access codes and timing
Codes usually arrive by email and expire after 30 minutes. You can also get codes by text or phone call. Use a device you can access straight away to avoid expiry.
Entering the URN/UTR and avoiding lockouts
Type the URN or UTR exactly as shown on your HMRC letter. A single typo can cause failed attempts.
Warning: three incorrect answers triggers a 30-minute lockout. Pause and verify details rather than guessing.
Answering security questions
Prepare the lead trustee’s name, date of birth and National Insurance number. You may also need details of another linked person — a trustee, settlor or beneficiary — so answers must match the registration.
“Claim clearly and carefully — it saves time and prevents avoidable lockouts.”
- We’ll guide you to claim the record so the lead trustee can manage services.
- Choose an Organisation account and check your inbox when requesting codes.
- Enter the URN/UTR and security answers exactly to avoid the 3‑attempt lockout.
Need help acting as an agent? See our practical advice for agents at registering a trust as an agent.
How to manage and update trust details after registration
A short routine for updates makes administration simple and reliable.
Within the TRS, choose “Make changes to the Trust and declare” to edit records. This is the single action that lets you amend the record without hunting through menus.
Updating people and contact information
Use the form to change a trustee, add or remove a beneficiary, update settlor information, or amend contact details. Be precise. Even small mismatches can block later verification.
Keep to the 90‑day rule
Changes must be recorded in the trust register within 90 days of the event. Treat this like a standing household task so updates do not build up.
Practical tips and simple records
- Note the change date, who made it and where you filed evidence.
- Examples to record: new address, phone number update, a trustee stepping down.
- Keep a dated log so you can show what was changed and when.
| Change | Where in the service | What to include |
|---|---|---|
| New trustee | Make changes to the Trust and declare | Full name, DOB, NI number, appointment date |
| Beneficiary update | Make changes to the Trust and declare | Name, entitlement, reason for change |
| Contact details | Make changes to the Trust and declare | Address, telephone, email and date of change |
“Accurate details and a short record save time and avoid repeat checks.”
Taxable trusts: getting help with Income Tax, Capital Gains and annual obligations
Some trusts generate taxable income or capital gains and those trigger extra filing duties for trustees. We explain how the paperwork usually signals this and the practical steps to meet deadlines.
How to tell if the arrangement is taxable
If the record carries a UTR rather than only a URN, that usually means the arrangement is liable for tax. A UTR is the clue that income or gains may need reporting.
Annual declaration and the 31 January date
Every year trustees must make an annual declaration by 31 January. This confirms names, addresses and other details on the register.
Even if nothing changed, submit the declaration on time. Treat the date like an annual household bill to avoid last-minute rushes.
When to file the SA900 return
Where the arrangement pays income tax or capital gains tax, trustees may also need to file the Self Assessment Trust and Estate Tax Return (SA900) via GOV.UK.
Use the official guidance on trusts and capital gains tax to check if an SA900 form is required.
Penalties and when to get advice
Deliberate failure to keep the register updated can lead to penalties up to £5,000. Small errors can grow into larger compliance problems.
“Keep records current and seek professional advice when there are property gains or complex income distributions.”
- Check whether you have a UTR or a URN—this tells you if tax returns may be needed.
- Submit the annual declaration by 31 January each year without fail.
- Get advice when there are gains on property or unclear income to avoid under-reporting.
How to close (deregister) a trust with HMRC via TRS
Deciding the correct closure date is the key step before you complete the deregistration process online.
Confirming the closure date and what counts as assets distributed
Choose the date when all assets have been officially appointed out and trustees no longer hold anything on trust.
Examples: the date a property transfers at completion or the day the final funds leave the trust bank account.
Checking details are up to date before closing
Update names, address, identifiers and any contact numbers first.
Closing with old details can trigger follow-up questions and slow the process.
Completing the declaration and saving proof of deregistration
Use the service to complete the deregistration declaration and print or save the confirmation.
Keep that declaration like a completion statement and store a copy with your solicitor’s records.
Authorising an agent or solicitor to manage closure
If you prefer, the lead trustee can authorise an agent or solicitor to close the record.
Even with help, the URN or original registration letter is often needed to finish the closure smoothly.
| Step | What to do | Why it matters |
|---|---|---|
| Choose closure date | Set the date assets were fully distributed | Provides a clear legal cut-off for liabilities |
| Check details | Confirm names, address and identifiers | Prevents follow-up checks and delays |
| Complete declaration | Submit and save proof of deregistration | Evidence for future enquiries or records |
| Authorise agent | Grant access to a solicitor or authorised agent | Useful in bereavement or complex cases |
“Save the deregistration proof and share it with your adviser — it avoids trouble later.”
When to use a trust data request instead of contacting HMRC about administration
Not all information is available through day‑to‑day administration — sometimes a data request is required.
What a trust data request is: it is a formal route to access limited records held on the TRS. Only registered arrangements are eligible. Being registered does not automatically mean the record will be shared.
Legitimate interest requests
These are for specific money‑laundering or terrorist‑financing investigations. You must show why the request is needed and how the information helps the case.
Offshore company requests and controlling interest
Requests linked to an offshore company apply where the arrangement holds a controlling interest — generally more than 50% of shares or effective control. Offshore means entities outside the EU, Norway, Iceland or Liechtenstein in this context.
What information may be shared
- For individuals: name, month/year of birth, country of residence, nationality and role.
- For organisations: name, country of residence and role.
Do not use a data request simply to check registration or to take over administration — use the online service or the usual helplines for that.
Practical tip: include the arrangement name, URN or UTR, linked company details and any land or property references so the request is traceable. For guidance on acting as a trustee or agent see our page on registering a trust as a trustee.
Reasons HMRC may not respond as expected and how to avoid delays
Most slow replies trace back to missing references or mismatched personal details.
Common issues that stall progress
Missing identifiers, wrong name formats or an incorrect number often stop searches. Security rules need exact details, so a small mismatch can block action.
Insufficient evidence is another cause. If we cannot trace the record from the information supplied, the request will pause or be refused.
Protections for at‑risk people
Safeguards exist where sharing would expose someone to fraud, harassment, violence or other harm. Data is also withheld for under‑18s or those lacking capacity.
After you submit: what to expect
HMRC issues a confirmation email with a submission reference. They aim to write within about 8 weeks. If information is withheld due to an exemption, you can ask for a review within 30 days of the letter.
“Check identifiers first, keep copies and diarise follow‑up timeframes.”
| Problem | What to check | Quick fix |
|---|---|---|
| Missing identifier | URN or UTR, reference number | Locate original letter; add to submission |
| Mismatched details | Name format, address, date of birth | Use the exact form on the registration |
| Insufficient evidence | Documents, property references | Attach copies and clear dates |
Delay‑busters: check identifiers first, use consistent details, keep copies of what you send, and diarise follow‑up time. For forms such as a hold-over relief form make sure the reference numbers and names match exactly.
Conclusion
Take one steady step: confirm who leads administration, then use the online TRS service to make changes promptly.
Keep the key identifiers to hand. Update changes within 90 days and, where tax obligations apply, meet the 31 January annual declaration deadline.
If you cannot receive codes, a quick telephone call to the TRS helpline (0300 123 1072) can often unblock access.
When matters are unclear — tax treatment, estate timing or closure dates — get advice early. Our team offers plain guidance to turn rules into simple steps.
For help finding paperwork or a registration reference see our guide to find a trust fund in the. Stay organised and you’ll keep administration smooth.