Before reading further, please refer to Equinox Address Book to understand how Equinox keeps records of our clients and contacts.
It is vital that our name and address records are kept up to date, and that they contain as much detail as possible. We need to do this because:
- We have a duty of care to our clients to ensure that all our communications reach them, and that nothing goes to the wrong address – this could have disastrous results if the information in our communications is confidential and falls into the wrong hands;
- We need to capture accurate information for marketing purposes. Out of date information is worse than useless – it can waste money in a mailshot, and it makes us look very inefficient.
- We need to record accurately who we are acting for.
Please therefore make sure that you check our records to see that they agree with the most current information you have from a contact, and update where necessary.
We may be told the company name by the person who gets in touch, but we should not take that as accurate. Check Companies House records – take a pdf snapshot – and make sure you enter the Company Registration Number in the Company Registration field. If the client tells you that the company has changed its name, confirm this by checking the Companies House record for that company number. If the number is not the same, it is not a change of name, but a new entity and an assignment will be required.
If you become aware of a change of address, we will need to advise the client of the need to record that change at all the relevant IPOs for all matters. Put a copy of the notification of change of address (or file or telephone note – whatever evidence you have) on each of the case files for that client, and enter diary dates for the responsible person to action the change of address.
In order to use the Address Book in Equinox as a resource for marketing, it is important that it is maintained as accurately as possible. Please follow the following rules for entry of data:
- Internal Organisation Name: Keep it short and memorable – it does not need to be the full company name, for example;
- Address: use the address as shown on the Royal Mail Post Code database – don’t take what the client says, as clients often use outdated addresses. In particular make sure that the “City/Town” field shows the actual post town or city NOT the village name, even if that is what the client tells you. Enter the Town or City name in capital letters.
- Primary Type: Please make sure that this accurately reflects the status of the contact.
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Last Updated on 23 May 2025 by Keith