“Your records are your legal protection. Please collect any documents stored at our office as soon as possible to ensure you retain the original evidence required for HMRC enquiries. Prompt collection safeguards your interests, supports compliance, and helps us manage client records efficiently and securely.”

— Nigel Holland, Principal, Holland & Co Chartered Accountants

Collection of Records from our Office

If you have physical or paper records stored at our office, please collect them as soon as possible. Space is limited and, under our terms of business, records left uncollected after a reasonable period may be securely destroyed.

These documents may be essential if HMRC opens an enquiry. You are legally required to keep business records for at least six years (and sometimes longer, for example where property transactions are involved or returns were filed late). Collecting your records promptly protects your position and avoids the risk of losing important information.

More information: Collection of Records – Holland & Co Chartered Accountants
https://www.hollandandcompany.co.uk/records-policy

Why prompt collection matters

• • Ensures you hold the original evidence needed for HMRC enquiries and audits

  • Reduces the risk of accidental loss, damage, or misfiling

  • Frees office space so we can process work more efficiently

  • Aligns with our GDPR-compliant data retention and destruction policies

How to collect your records

1. 1. Contact us to confirm which items are ready for collection.

   2. Arrange a convenient time so we can have everything prepared at reception.

   3. If someone is collecting on your behalf, please email written authorisation.

   4. On collection, we can provide a simple handover note for your files.

Retention and secure destruction

We operate a documented retention schedule. Where records remain uncollected beyond the stated period, we may arrange secure shredding or disposal in line with our policy. We will take reasonable steps to contact you before any destruction.

Full policy details:
https://www.hollandandcompany.co.uk/records-policy

Prefer to send records digitally?

You can send material electronically (CSV, PDF bank statements, Sage, QuickBooks, KashFlow, Excel, or well-organised scans). This is often faster and more secure. Guidance here:
https://www.hollandandcompany.co.uk/send-records

Get in touch

Call: 0151 420 6666

Email: nigel@hollandandcompany.co.uk

Address: Holland & Co Chartered Accountants, 102 Widnes Road, Widnes, Cheshire, WA8 6AX