How Do I Apply for a Charity Number

Introduction

A charity number is an official identifier issued by the Charity Commission that proves your organisation is a registered charity. Once approved, your charity will appear on the public register and must follow ongoing reporting and governance rules.

Not every organisation needs a charity number straight away. Understanding the registration criteria, preparation steps, and documentation required will help you apply correctly and avoid delays.

Who needs a charity number

In England and Wales, you must apply for a charity number if your organisation:

Has charitable purposes for the public benefit, and

Has an annual income of £5,000 or more, or

Is a Charitable Incorporated Organisation (CIO) (which must register regardless of income)

If your charity’s income is below £5,000, you can still operate as an unregistered charity, but you won’t yet have a registered number. Once your income consistently exceeds that level, registration becomes a legal requirement.

In Scotland and Northern Ireland, charities must register with their respective regulators: OSCR (Office of the Scottish Charity Regulator) or CCNI (Charity Commission for Northern Ireland). The process is similar but handled separately.

Step 1: Confirm your charitable purpose

Before applying, you must ensure your organisation has one or more recognised charitable purposes under the Charities Act 2011. Examples include:

The prevention or relief of poverty

The advancement of education or religion

The promotion of health, equality, or environmental protection

The relief of those in need due to youth, age, or disability

Your work must also provide a public benefit, meaning it helps a wide group of people rather than private individuals or businesses.

If your purposes are vague or partly non-charitable (for example, “to help people succeed in life” without clear activities), your application may be rejected.

Step 2: Choose your charity’s legal structure

You must select a legal structure before applying for a charity number. This determines how your organisation operates, who is liable for debts, and what reporting rules apply.

The main charity structures in the UK are:

Charitable Incorporated Organisation (CIO): Offers limited liability and is registered only with the Charity Commission.

Charitable Company (Limited by Guarantee): Must register with both Companies House and the Charity Commission.

Charitable Trust: Often used for managing funds or property.

Unincorporated Association: Simple structure for small, volunteer-led charities.

If you plan to employ staff, own property, or enter contracts, a CIO or charitable company is usually best because it limits trustee liability.

Step 3: Recruit your trustees

Every charity needs at least three independent trustees to register. Trustees are legally responsible for ensuring the charity operates lawfully and for the public benefit.

Trustees must:

Be over 18 (or 16 for some CIOs)

Not be bankrupt or disqualified from being a trustee

Be independent of each other (not close relatives or financially connected)

The Charity Commission will ask for trustee details and declarations confirming they meet the eligibility criteria.

Step 4: Create your governing document

Your governing document sets out how the charity will operate. It is a legal requirement and one of the first things the Charity Commission checks.

It should include:

The charity’s name and purpose

Trustee roles and powers

Rules for meetings and decision-making

How funds will be managed and spent

What happens if the charity closes

You can use the Commission’s model templates for your chosen structure or draft your own with legal advice. Make sure it uses correct terminology, as unclear or conflicting clauses are a common reason for application delays.

Step 5: Prepare your financial plan

The Charity Commission will ask how your charity will be funded and how you plan to use donations. You must provide:

A budget or forecast of income and expenditure

Details of funding sources (donations, grants, membership fees, etc.)

Information about any assets, property, or bank accounts

If your charity is newly formed, include expected income rather than historical figures. Demonstrating financial viability helps prove you can operate sustainably.

Step 6: Gather supporting documents

You’ll need to provide several documents when you apply, including:

Your governing document

Trustee declarations and contact details

A recent bank statement in the charity’s name

Proof of charitable activities or plans (such as a project outline)

Safeguarding and conflict of interest policies (if relevant)

Having these ready before applying reduces the risk of delays or rejections.

Step 7: Apply online to the Charity Commission

Once your documents are prepared, submit your application online through the Charity Commission’s website. You’ll need to create an account and complete a detailed form covering:

Your charity’s name and contact details

Its charitable purposes and main activities

Information about your trustees and governance

Financial projections or recent accounts

Evidence of public benefit

Double-check that all details are consistent with your governing document and financial plan before submitting.

Step 8: Wait for review and respond to feedback

The Charity Commission reviews applications carefully, and the process can take several weeks or even months depending on complexity. They may contact you for clarification or request updates to your governing document or activities.

Be prepared to explain how your charity provides a public benefit, how funds will be managed, and why your structure is appropriate. Quick and clear responses help speed up approval.

Step 9: Receive your charity number

If approved, your organisation will receive an official charity number and be added to the Charity Commission’s public register. You must include this number on all official materials, such as your website, letters, invoices, and fundraising pages.

Once registered, your charity must file annual accounts, reports, and returns to the Charity Commission based on its income level. These reports ensure transparency and maintain public trust.

Step 10: Maintain compliance

Registration is only the beginning. Your trustees must continue to act in line with charity law by:

Keeping accurate financial records

Submitting annual returns on time

Following the charity’s governing document

Managing conflicts of interest

Ensuring funds are used for charitable purposes only

Failure to meet these obligations can lead to fines or removal from the register.

Common mistakes that delay approval

Submitting an unclear or incomplete governing document

Listing fewer than three independent trustees

Describing vague or non-charitable purposes

Failing to prove public benefit

Applying before reaching £5,000 annual income (unless a CIO)

Avoiding these mistakes increases your chance of being approved first time.

Conclusion

Applying for a charity number in the UK is a detailed but manageable process when you prepare properly. You’ll need to define your charitable purpose, choose the right structure, recruit trustees, and submit accurate documents to the Charity Commission.

Once approved, your charity gains legal recognition, tax advantages, and greater credibility with donors and the public. By following the steps carefully and maintaining good governance, you’ll create a charity that meets its legal obligations and makes a lasting positive impact.