When a treasurer leaves or responsibilities change, it is easy to update the team’s contact list and assume the handover is complete. But has HMRC’s record of your charity’s authorised official been checked too?
It is a small administrative detail with an important role in keeping your Gift Aid work organised. Checking it before the next claim gives your team time to deal with changes, rather than discovering an unanswered question when a submission is ready.
What is an authorised official?
The authorised official is someone within your organisation who can deal with HMRC about its tax affairs. HMRC’s guidance distinguishes this role from a responsible person, such as a trustee or director with legal responsibility for running the charity. Simply being the person who prepares donation records does not establish that you hold either role.
Read HMRC’s explanation of authorised officials and responsible persons when checking who should be recorded. Its guidance also covers the checks required for new people taking on these roles.
Why the correct details matter
HMRC uses the charity’s recorded contact information to raise questions with its authorised official and send relevant notifications. An old address or a contact who has left can make correspondence harder for the current team to pick up.
For your own workflow, clear ownership matters just as much. Everyone should know who handles an HMRC query, who holds the supporting records and who follows up an outstanding change. Without that clarity, a routine question can move between colleagues while nobody is sure who is taking it forward.
Updating GiftAider is a separate step
Do not assume that changing a software user or a contact in GiftAider updates HMRC’s record. Treat your software access, internal handover and HMRC change notification as separate tasks, and check that each has been completed.
How do you update the authorised official?
Use HMRC’s Change a charity’s details service. It covers changes to authorised officials as well as other significant details. There is an online route and a postal ChV1 form.
The online service uses the Government Gateway credentials used to register your charity with HMRC. Follow the current instructions for your circumstances; the guidance says to use the postal form if anyone being named does not have a National Insurance number. Read the completion notes before submitting and retain a copy or acknowledgement with your charity’s records.
Allow time before the next claim
GOV.UK’s reporting-changes guidance says you must wait 30 days after telling HMRC about a change before making claims, including Gift Aid claims. Build this into your handover and claim schedule. This is not a promise that every update will be processed within 30 days; contact HMRC if you are unsure about your position.
Who should you contact?
For HMRC’s record or help with the change
Contact HMRC’s Charities and Community Amateur Sports Clubs enquiries team on 0300 123 1073. Check the linked page for current opening hours and contact options. Use the official change service to submit the update; a call for guidance is not a substitute for completing the required notification.
If the previous official has already left or you cannot access the relevant Government Gateway account, explain the situation to HMRC and ask which route to follow. Do not carry on using a former colleague’s login.
For help with GiftAider
Contact support@giftaider.com if you need help understanding what should be checked in your GiftAider setup. Explain which role or contact has changed and what you need help with. Send identity documents or personal identifiers only through the appropriate official process, rather than including them in a routine support email.
A quick handover check
- Confirm who is currently recorded with HMRC and whether their details are still correct.
- Agree who will submit any change and keep the acknowledgement.
- Plan the next claim around HMRC’s waiting requirement.
- Review software access and remove access that is no longer needed.
- Record who will follow up correspondence or outstanding questions.
Make this part of each staff or volunteer handover. It is easier to maintain a short, current record than to reconstruct who was responsible months later.
Need help with the GiftAider part?
Our team can help you work through your software questions while your charity follows HMRC’s process for updating its official record.
Guidance checked on 25 September 2026. Follow the linked HMRC guidance for the current process and requirements.