Guidance

Purpose of the URN and how to obtain it

Published 26 November 2024

Applies to England and Wales

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This publication is available at https://www.gov.uk/government/publications/common-platform-unique-reference-number-urn/purpose-of-the-urn-and-how-to-obtain-it

1. What is the URN’s purpose?

The URN will be used by the Legal Aid Agency, HMCTS and the Crown Prosecution Service to access criminal case files through the shared online system known as ‘common platform’.

The URN is important for providers to use when making applications for legal aid and submitting claims to the LAA. 

The benefits of using the URN include that:

  • the Courts and Tribunals Service Centre (CTSC) can link the case to the CPS’ file, ensuring earlier access to IDPC
  • it reduces the chance for the first hearing to be adjourned
  • it makes it easier for LAA caseworkers to match the details that the provider has submitted on the legal aid application to the HMCTS record - enabling the representation order to be swiftly generated
  • different justice partners can access and share case information in a secure and user friendly way

2. Obtaining the unique reference number (URN)

The URN must have 11 characters when entered.

If you do not know the case reference, the most efficient and recommended approach is to contact The Courts and Tribunals Service Centre (CTSC) by email.

2.1 Ways to Contact the Courts and Tribunals Service Centre (CTSC)

To request a URN you should send an email to  [email protected].

It is suggested that the subject heading starts with URGENT- URN request – Defendant’s name.  

To comply with transparency screening for the URN request submissions, providers must indicate the following within the email.

You need to:

1 - Confirm who you are:

  • Provider Name
  • Firm Name
  • Address

2 - Provide defendant details:

  • Defendant’s Name (including any aliases)
  • Date Of Birth
  • Address

3 - Provide case details:

  • Alleged offences including offence dates and details
  • Charge date
  • Magistrates’ Court
  • Date of hearing

Once passed the transparency section, 1 above, the provider may ask for multiple defendants’ URNs in the same email.

Alternative ways to obtain the URN are:

  • to call CTSC on 0330 808 4407
  • the charge sheet if you are in contact with the police
  • the check in screen - next to the defendant’s name
  • the public court list on the day of the hearing

For further guidance please see: How to use HMCTS Common Platform - GOV.UK (www.gov.uk)

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