We explain, clearly and kindly, how the online Trust Registration Service works and what it means for families.
Trustees often face simple, urgent tasks: register a trust, update details, authorise an agent, download proof or close a trust. We walk you through those steps in plain English.
We also cover the real problems people meet. Lost logins. Who counts as a beneficiary. Filing deadlines that cause anxiety.
Our aim is practical. We show where the online website fits and when professional help makes sense to avoid errors.
For hands-on advice about registering or acting as an agent, see our guide on registering as an agent. We keep the language simple and focus on what you need to do next.
Key Takeaways
- Use the online TRS to register, update or close a trust quickly.
- Keep login details safe to avoid delays and stress.
- Know who counts as a beneficiary before you file.
- Download proof of registration to satisfy banks or solicitors.
- Get professional help when records are unclear or deadlines loom.
HMRC Trust Registration Service (TRS) explained for UK trustees
Understanding why the register exists helps you see what information trustees must share.
Why it exists: transparency and preventing laundering
We explain plainly: the trust registration service started after the Money Laundering Regulations 2017. The rules widened from October 2020 and a broader system went live on 1 September 2021.
Its aim is simple: make key people and basic details visible to reduce money laundering and improve transparency for the government and relevant businesses.
What a “registered trust” means
A registered trust is any trust recorded on the TRS. That label matters when banks or solicitors ask for proof.
Which trusts must register and possible exclusions
Many more trusts now need trust registration even with no tax due. Some low‑risk arrangements are excluded under Schedule 3A as excluded express trusts.
Exclusions can change if circumstances do. We suggest checking whether your family, will or co‑ownership arrangement must be entered, since each trust is handled individually on the system.
| Aspect | Introduced | Who it affects |
|---|---|---|
| Initial rules | 2017 | Taxable and some non‑taxable trusts |
| Scope expanded | Oct 2020 / 1 Sep 2021 | Wider range of family and will trusts |
| Exclusions | Schedule 3A | Low‑risk excluded express trusts |
When you must register a trust and what information you need ready</h2>
Start by collecting the core facts about people and assets — it saves time later.
Who you must list
Key people include the settlor, all trustees, beneficiaries and any protector. Missing a person causes most registration delays.
We recommend having full names, dates of birth and contact details to hand. That helps you complete the online form quickly.
Identifiers and basic trust details
Prepare reference numbers. For taxable trusts you will need a UTR number; for non‑taxable entries you may use a URN.
Also have the trust name and start date ready. Some fields cannot be edited later, so accuracy matters.
Assets to describe at registration
You do not need a formal valuation. Give categories and approximate values.
- Money held and total bank balances
- Property or land with estimated value
- Shares — company name, number, class and rough worth
- Business interests and other assets (art, jewellery)
“Collecting records first saves time and reduces errors when you submit registration details.”
| Item | Example detail | Why it matters |
|---|---|---|
| People | Settlor, trustees, beneficiaries, protector | Ensures correct legal names and contact |
| Reference | UTR or URN number | Needed for future access and updates |
| Trust basics | Name and start date | Often permanent on the register |
| Assets | Money, property, shares, business, other | Describes what went in and rough value |
For a clear checklist for trustees and practical notes, see our essential trustee guide.
hmrc trust support service: how we help you stay compliant and reduce risk</h2>
We help trustees complete registration tasks quickly and correctly, so paperwork does not stall matters.
Registration help for taxable and non‑taxable trusts. We guide you through the trust registration process for both taxable and non‑taxable entries. We check key details before you submit to cut the chance of rejection or future access problems.
Gateway and account access. If you hit a Government Gateway problem, we explain how to set up the right organisation account and make sure the lead trustee has the correct credentials. We also cover claiming a trust when it wasn’t registered first time round.
- How to match security answers so checks do not block access.
- How to declare a taxable trust as up to date or close a registered trust.
- Practical steps if you missed the 1 September 2022 deadline — register as soon as possible to reduce enforcement risk.
Keeping records accurate. We show how to record changes quickly — new trustees, beneficiary updates or address changes — so your entry on the trust register stays correct and useful when banks or advisers ask for proof.
Keeping trust details up to date on the Trust Register</h2>
A clear plan for updating details stops rushed mistakes and saves time. We outline what you can change online, what needs a letter, and how to avoid errors when you must finish updates in a single session.
What you can update online
You can usually update lead trustee contact and residency, other trustees’ personal details, beneficiary categories and settlor details (with limits for deceased settlors).
Include nationality and country of residence where asked. Accurate details help with later security checks and reduce delays.
When you must write, not click
Some items cannot be changed online. These include the trust start date, the trust name and removing an original settlor.
If you need to change the lead trustee identity in certain ways, a written letter is required. Plan ahead so you send the right documents.
Common change scenarios
After a house move, update the address and residency details within the allowed period. When adding a new trustee, have full name, date of birth and contact ready.
When beneficiaries change, use categories if the list is long. Avoid deleting all beneficiaries or trustees at once — that can make the register show the arrangement as closed.
Finish updates in one sitting
The online system does not save part-completed changes. Gather names, addresses, dates of birth and reference numbers before you start.
Our quick checklist:
- Full names and dates of birth for people being added or changed.
- Current addresses and residency information.
- Any unique reference number you hold.
- One person to review and submit in a single session.
“Keep a short checklist to avoid rushing. Accurate entries now save time and reduce future enquiries.”
| Update type | Can update online | Typical details needed | Action if not allowed |
|---|---|---|---|
| Lead trustee contact | Yes | Address, phone, residency | None |
| Trust name / start date | No | N/A | Write to the registrar with evidence |
| Beneficiaries | Yes | Category, names or description | Contact adviser if complex |
| Removing settlor | No | N/A | Send a formal letter with proof |
Deadlines, annual declarations and penalties you need to know</h2>
Staying on top of dates and annual checks keeps your records solid and avoids penalties. We explain the main deadlines in plain terms and show simple routines you can follow.
The 90-day rule for changes and new registrations
When a change happens, the clock starts. You must report changes to people or beneficial details within 90 days of the event.
Examples include adding a beneficiary, a new trustee, or a change of nationality or country of residence. The 90-day window begins on the date the change takes effect.
Taxable entries: the annual check by 31 January
For taxable arrangements, trustees must confirm every year by 31 January that details on the register are accurate—even if nothing changed.
This annual declaration links to wider tax admin, such as income tax and other returns, so treat it as part of your year-end routine.
Penalties and practical impacts
Failing to keep details current can lead to penalties. In some cases fines reach up to £5,000 for not updating beneficial owner information within 90 days.
Beyond fines, out-of-date records can delay banking and legal transactions. Professionals often ask for proof that a registered trust is accurate before they proceed.
“Simple routines make compliance a habit — check changes as they happen and do an annual review by 31 January.”
| Duty | When | Why it matters |
|---|---|---|
| Report changes | Within 90 days | Avoid fines and delays |
| Annual declaration | By 31 January each year | Keeps tax records aligned |
| Common errors | Ongoing | Missing beneficiaries, old contacts |
Our tip: keep a short spreadsheet of dates, who to contact and a yearly reminder. If you need step-by-step guidance on registration or claiming an entry, see our guide on how to register a trust.
Authorising an agent and managing access via Government Gateway</h2>
Many delays come from using the wrong Government Gateway account for each arrangement. You need an Organisation Government Gateway user ID linked to the exact record you want to access.
Claiming a record if you did not register it originally
If you did not register the record yourself, you must “claim” it. That means answering security questions about people and dates. The answers must match the registration details exactly.
If details mis-match, the system will deny access and you may need extra evidence to proceed.
How authorisation links work and what trustees must do
An agent creates a request authorisation link from an agent services account and emails it to the trustee. The trustee must sign in using the same Organisation Government Gateway credentials they used to claim or access the record.
Accept the link before it expires. If the link lapses, the agent must send a fresh one.
What agents must do from an agent services account
From their agent account, agents must generate the link, choose the correct record and monitor expiry. They should confirm the trustee has the right reference number and up-to-date contact details before sending the link.
- Have the organisation user ID and reference number ready.
- Check names, dates of birth and addresses match existing information.
- Accept links promptly and from the correct gateway account.
“Getting the right account and link in place removes the biggest barrier to smooth administration.”
Proof of registration and dealing with banks, solicitors and other “relevant persons”</h2>
A clear PDF from the register can remove hours of follow‑up calls with banks and solicitors. Downloading the proof of registration is quick and often required before a business will open accounts or act on behalf of a person linked to the arrangement.
Downloading the proof and what it shows
Select “Get evidence of the trust’s registration” in the trust registration service to download the PDF.
The PDF lists the registered trust and the beneficial owners. It shows beneficiaries, trustees and settlors and basic registration details you can share with third parties.
Why third parties ask for evidence
Banks, solicitors and accountants must confirm who they are dealing with before forming a business relationship.
They use the PDF to check identities and to avoid delays in transactions like opening investment accounts or selling property.
- Check the PDF carefully before sending it.
- If details are out of date, update the register first to prevent questions or refusals.
- Keep a record of the PDF and who you shared it with.
“Sharing accurate evidence avoids awkward follow‑ups and keeps family matters moving.”
Practical help: for step‑by‑step guidance on getting the register in order, see our guide on registering a trust in Britain.
Special situations: closing a trust and changing status</h2>
Closing an entry on the register or changing its tax status has simple, but precise, steps. Get the key dates and documents before you start. That saves time and avoids mistakes.
How to close the entry and which date to give
Use the online form to close the record and give the exact date the arrangement ended. Do not write to the tax authority to tell them the record has closed — the online route is the official method.
When a non‑taxable arrangement becomes taxable
If a non‑taxable arrangement becomes taxable, update the registration online. The revenue office will issue a UTR to the lead trustee, usually within about 15 working days, replacing the URN number.
End‑of‑arrangement tax practicalities
Often a final SA900 return is needed for the year the arrangement ended. That covers income and any capital events. Asset values for tax are handled through tax returns, not TRS edits.
“Close the entry online with the correct end date, then check whether a final tax return is due.”
| Action | What you provide | Why it matters |
|---|---|---|
| Close entry | End date | Removes active status on the register |
| Change to taxable | Updated details and contact | Triggers UTR issuance |
| Final tax year | SA900 form if due | Completes income and gains reporting |
Conclusion</h2>
Small, regular checks stop small errors turning into big delays. Staying on top of the trust registration service protects family plans, avoids penalties and keeps transactions moving smoothly.
Key actions are simple: register when required, update changes within 90 days and make the annual declaration by 31 January if taxable. These steps are the core of the process.
We help with registrations, access issues, updates and the practical admin trustees often don’t have time for.
Get in touch by email or telephone so we can review your situation and advise next steps. Start by gathering names, dates of birth, contact details and any reference numbers.
For detailed how-to notes see our guide to register a trust as a trustee and contact us for tailored guidance.