When changing the legal and/or actual office address, it is necessary to notify the organization’s employees, as well as contractors, about the upcoming move to another location. The first is regulated by the requirements of the Labor Code of the Russian Federation. The second, as a rule, is spelled out in an agreement drawn up in accordance with the provisions of the Civil Code.
The notification letter must be printed on the official letterhead of the organization and countersigned by the manager. In the absence of letterhead, it is permissible to notify employees and clients by writing a letter on a white sheet of paper. In this case, the manager’s signature must be certified by a seal.
The letter is sent to the addressee via Russian Post. In case of an urgent move, it is allowed to send a copy of it by fax or e-mail with the obligatory sending of the original. It is also recommended to verify receipt of the letter by telephone and then compile a telephone message.
The letter must indicate:
1. Addressee.
2. Subject of the letter.
3. Information about the change of legal and/or actual address in connection with the office move.
4. Reason for changing location.
5. Office work schedule during the move.
6. Assurance of fulfillment of obligations or compensation for possible damage.
7. The executor of the letter.
Why change these registration details?
Legal address is the place where the organization is located, reflected in its charter and enshrined in the state register of legal entities. The address at which a legal entity is registered not only determines its territorial location, but also indicates its relationship to a particular regulatory tax authority.
Will the registration number in the Pension Fund change if the organization changes its location ?
If an LLC or a legal entity of another organizational and legal form of business needs to change its legal address, this may be caused by one of the following reasons:
- moving the center of activity to another region;
- more convenient location for reporting;
- the possibility of effective cooperation with another department of the INFS;
- the contract for the provision of a legal address has expired and cannot be renewed.
IMPORTANT! If the address changes, this does not necessarily mean an automatic change in the tax office; sometimes moving the location of a company remains within the scope of the previous INFS division.
How to correctly write a notification to counterparties about a change of legal address?
There is no single sample notification provided. The letter is drawn up within the framework of the accepted rules of business correspondence, in free form, on company letterhead. An official letter always indicates the full name of the institution to which the notification is sent, the full name and position of the person who is the contactee, as well as the legal and postal addresses of your LLC - old and new. The text of the letter itself contains information about the change in your company details and the reasons why this is happening. The date when the partners will be sent an additional agreement to the current partnership agreement is also indicated. The letter contains the current date and the signature of the manager, certified by the company seal.
Changes in the charter or only in the Unified State Register of Legal Entities
For about two years now, a new procedure for indicating a legal address in statutory documents has been in effect, according to which it is allowed to determine the location of a legal entity by indicating its affiliation with a specific municipal entity (Article 54 of the Civil Code of the Russian Federation). It follows that if a company changes its address within the same region as indicated in the charter, then the changes will need to be made only in the Unified State Register of Legal Entities. In this case, you will need to prepare an application in form P14001.
If the legal address is written in full in the charter, then the information will need to be changed not only in the Unified State Register of Legal Entities, but also in the charter, for which another special form is provided - P13001.
You will not need to submit form P1400 to the tax office at your changed address in the following situations:
- the region of location of the legal entity remained unchanged;
- the address has been changed to belong to the participant or owner who has the right to act on behalf of the LLC without presenting a power of attorney;
- the legal entity “moves” to the address of the owner of half or more of the votes of the total number of founders of the organization.
Question: A legal entity changed its legal form from CJSC to JSC, and the legal address also changed. Is the organization obliged to independently notify extra-budgetary funds about this: PFR, FSS RF, FFOMS? View answer
What documents need to be prepared
Before you begin the procedure for changing the LLC address, make sure you have the necessary package of necessary documentation.
To prepare for filing an application to change your legal address:
- ID card of the general director;
- TIN of the general director;
- document certifying ownership (or lease agreement) to the received address (copy).
To register a changed address at the INFS office:
- a prepared statement, certified by a notary, in the form P13001 (for statutory changes) or P1400 (for changing data only in the Unified State Register of Legal Entities);
- minutes of the general meeting on changing the location of the form (not necessary if changes will not be made to the charter);
- the charter of the organization or the list of amendments adopted to it - 2 copies (not necessary if the data will change only in the Unified State Register of Legal Entities);
- a receipt for payment of the state duty (in 2021 this is 800 rubles);
- papers certifying the rights to the declared premises (copies).
For a notary when certifying an application:
- all documents listed above;
- a fresh (not older than a month) extract from the Unified State Register of Legal Entities;
- statutory documents of the organization;
- TIN of the organization;
- OGRN certificate;
- document on the appointment of the head of the company.
NOTE! The notary will only need to see the originals of these documents; he will not need to leave copies. Check the exact list of documents with a specific notary before contacting him.
Sample application P13001
- PDF, 12.5 MB
- XLS, 531 KB KB
In an application for any of these forms when changing address, you need to fill out only sheet B, sheet 001 and page for the applicant. After completing the application, it must be certified by a notary. The notary will need the following documents:
- Completed application
- Company Charter
- Letter of guarantee for the provision of an address (for non-residential premises) or consent of the owners of the premises (if the registered address of the founder or director is indicated in the company charter)
- TIN
- OGRN
- In some cases - an extract from the Unified State Register of Legal Entities
We change the address - we change the charter
A more complex path involves entering new data into the charter, where previously the legal address was indicated in full, and not just by the name of the locality. Let's go through it step by step.
Step 1. Protocol. At the general meeting of the founders, a decision is made that the legal address will be changed. If there is only one participant, he makes such a decision independently. The result is confirmed in writing.
IMPORTANT INFORMATION! Please note the dating of the protocol. Federal legislation has adopted some changes that came into force at the beginning of 2021, according to which an application must be submitted to the tax authority no later than three days after signing the protocol. Delay is fraught with serious fines - up to 5 thousand rubles. (Part 3 of Article 14.25 of the Administrative Code).
Step 2. Preparing form P13001. The application form can be taken from the Internet or obtained from the tax office. It will need to be filled out by entering information into the columns of the table according to the sample, which can also be viewed electronically. You must use Courier New font, size 18, and all letters must be in capitals. It is not forbidden to fill out the form manually; however, you must write with a black ink pen in large block letters.
If some sheets of the form are left blank, you do not need to print or submit them.
In the lines where addresses are entered, it is necessary to use the abbreviations provided for by the relevant requirements set out in the FIAS (Federal Information Address System of the Federal Tax Service).
FOR YOUR INFORMATION! If the general director has a personal tax identification number, it is mandatory to indicate it. If he has not received a TIN, the field must be left blank.
Step 3. New charter. It is necessary to prepare a new edition of the statutory documents or a sheet of changes with new address data. You will need two copies. If they have several pages, they do not need to be stapled; a stapler or regular paper clips are enough.
Step 4. Payment of state duty. You can do this online and print the receipt you receive. Payment must come from the head of the organization. The printed receipt must be attached to the first page of the application.
Question: The organization has changed its legal address. Is it necessary to re-register a cash register that is registered at the address of a separate division? View answer
Step 5. Certification of the application by a notary. The documents you will need to have with you are listed above. In the presence of a representative of the law, the general director must put his signature with a transcript of his full name in the line of the application provided for this (this must be done exclusively by hand). The notary stitches and numbers all pages of the application.
FOR YOUR INFORMATION! At the same time, you can issue a power of attorney to another person at the notary, who can submit an application to the tax office instead of the manager.
Step 6. Submitting an application to the tax office. The director, having verified his identity using a passport, brings a certified application and the rest of the package of documents listed above to the INFS and submits them to the inspector. In response, he must take a receipt from the inspector stating that the documents have been received.
Step 7. Obtaining a sheet from the Unified State Register of Legal Entities. 5 days later, the general director of the LLC, having made the next visit to the INFS and presenting the receipt received, will be able to receive a state register entry sheet in which the appropriate changes will be made that affect the legal address. He will also be given one of the previously submitted copies of the updated charter with the stamp of the tax authorities.
Question: The LLC submitted documents to the registration authority to make changes to the Unified State Register of Legal Entities in connection with a change in the address of the organization, which changes the location of the legal entity. The registration authority made a decision to refuse state registration. The basis was the presence of confirmed information from the registering authority about the unreliability of information about the address of the legal entity contained in the documents submitted to the registration authority, which was expressed in the absence of detailed specification of the address in the application in form N P14001. In particular, the tax authority indicated that in addition to the office number, it is necessary to indicate all elements of the address contained in the premises rental agreement, including the floor and room number. Are the actions of the registration authority legal? View answer
Changing the address of an LLC within a locality
Form P13014 is multi-page; specific pages are filled out for each situation. Blank pages and sheets of the application are not submitted to the Federal Tax Service.
First page . In paragraph 1, enter the OGRN and TIN of the legal entity. In paragraph 2, indicate the value “2” if changes are made only to the Unified State Register of Legal Entities (that is, only the locality is registered in the charter). The same is true if the LLC operates on the basis of a standard charter, because it does not indicate the address at all.
If the full address in the charter is indicated, enter the value “1”, and below indicate in what form changes to it are submitted (“1” if the entire charter is in a new edition or “2” if it is just a sheet of changes).
Sheet B. Point 1 is not filled in, only point 2 (clause 87 of the Requirements from Order No. ED-7-14/6 [email protected] ).
Sheet N. Indicate information about the applicant, usually this is the director (in paragraph 1 the value is “1”).
Sample of filling out form P13014 when changing legal address in the same city
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We change the address only in the state register
If in the charter of an LLC the location of the legal entity is indicated by the name of the municipal association, which has been permitted since 2014, then the procedure for changing the address will be a little different - much simpler. Let's look at the necessary steps.
Step 1. Preparation of the protocol. This step is similar to the corresponding step in the above procedure.
NOTE! The protocol itself is not required if you are registering address changes without affecting the statutory data. However, some tax inspectorates request this document, because if the three-day filing deadline is violated, this will be a reason for a fine. So, in order to avoid additional hassle, it is recommended that you still have the original protocol with you.
Step 2. Preparing the P1400 form. We download the form on the Internet or receive it from the tax office. We fill it out, observing the same registration requirements as indicated in the corresponding step of the first procedure.
Step 3. Visit to the notary. The lawyer certifies the manager’s handwritten signature on the application, binds it and numbers the sheets.
Step 4. Submission of documents to the INFS. All necessary documents are submitted by the director or an authorized person (the power of attorney must be in writing and notarized) to the INFS inspector. A receipt confirming acceptance of the documentation is returned.
Step 5. Registration result. After 5 days stipulated by law have expired from the date of filing, you can receive a single state register entry sheet with new address data.
FOR YOUR INFORMATION! There is no state fee for this procedure.
In both ways, the final chord will be to notify all counterparties that the organization has received a new legal address.
Possible problems and how to avoid them
When changing the legal address, LLC representatives may encounter certain difficulties. To avoid problems with regulatory authorities, carefully check all the information provided, especially about the new legal address. If the INFS, for any reason, doubts the authenticity of the change in the location and/or registration of the LLC, most likely the change procedure will be suspended. This is done to verify the data provided. The check will not take too long - the law allows for a maximum of 30 days. If no violations are found, the tax office will issue a document - a decision to change the address. If the data does not match, the LLC will receive a refusal.
