An individual entrepreneur has changed his registration, what should I do, do I need to go to the tax office when changing the registered address of an entrepreneur?

Letter notification of change of address

In accordance with the provisions of paragraph 5 of Art. 5 of the Law on State Registration No. 129-FZ of 08.08.2001, organizations are required to send a corresponding application and package of documents to the Federal Tax Service Inspectorate within three working days after approval of the decision to change the legal address to register the changes.

Travel to Elektrozavodskaya metro station, then minibus No. 145 stop Izmailovskoye Shosse, 44 or to metro station Shosse Entuziastov, then bus or minibus No. 141, 83 stop 1st Kirpichny Lane or Semyonovskaya metro station, bus or minibus No. 141, 83 - stop First Kirpichny Lane. Reception of legal entities in the Statregister (Mosgorstat) and issuance of an information letter is carried out in rooms 324, 325, 311, 314, 316 according to the following schedule:

Monday, Tuesday, Wednesday, Thursday - from 9:30 to 16:00 (lunch break from 13:00 to 14:00),
Friday - from 9:30 to 15:00 (lunch break from 13:00 to 14:00).
As a rule, on the same day you can receive confirmation of the changes - a new information letter from Goskomstat containing statistics codes and their decoding (two different sheets).

However, sending notices of a change of address to counterparties may also be subject to the provisions of agreements concluded with them.

Then you need to print the received document. Unfortunately, this is where the possibility of remote work ends. It is necessary, with a completed form and a certificate of change of location from the Federal Tax Service, a copy of the minutes of the meeting of founders, to visit the office of the Federal State Statistics Service in your region. After these procedures, the entrepreneur receives new statistical company codes.

When changing the legal address, it is necessary to notify the bank in which the current account is opened. If accounts are opened in several banks, you must notify each separately. Such a document is also drawn up in free form, on behalf of the general director of the company.

GOST for office work and document flow (2019) is a set of rules for the preparation of organizational and administrative documents. On July 1, 2018, a new national standard came into force, which is voluntary, but most employers are still going to bring their document flow to the changed standards.

As a rule, such provisions are included in agreements with banks, since, in accordance with subparagraph. 1 clause 1 art.

Asafieva, 6, off. 14 on St. Petersburg, st. Starodvinskaya, 156, office. 307-310. Please make appropriate changes to the working documentation.

If the company has not previously had to deal with such matters, then it can borrow an approximate example from its partners. “Notification of change of details” must be sent in advance so that the addressee has time to respond to it accordingly.

Since this company data is significant for the crediting and debiting of funds from the organization’s current account by the bank, it is also important to immediately notify counterparties of their changes. It is advisable to attach to the notice a sheet of entry in the Unified State Register of Legal Entities issued by the Federal Tax Service

Due to a change in the location address, from September 1, 2009, the checkpoint of Concord LLC was changed to 777901001.

If there is any change in banking data, the company should inform counterparties about this. If you do not do this, the bank may not credit funds from buyers and customers to your current account, or the funds may go to an inactive account. In the best case, you will have to wait a long time for their return to the payer, and then transfer them again.

General algorithm

Moving to another locality

We will begin our consideration of the difficulties that arise when moving with a general algorithm of actions that need to be taken.
The accountant of the relocating company may well use this algorithm as a cheat sheet, or a kind of to-do list. You will find the necessary explanations for this algorithm further in the text of the article. First, let's take a more difficult option: moving to another locality. In addition to accounting and tax issues, it also touches on personnel issues (see “Moving an office out of town: formalizing relations with employees”). Such an organization relocation requires the following steps to be followed sequentially.

1. Notifying employees about the upcoming move at least 2 months in advance.

2. Dismissal of employees who refuse to move.

3. Adoption and execution, in accordance with the charter, of a decision to change the location of the organization and make appropriate changes to the charter.

Submit documents for registering an LLC/IP or making changes to the Unified State Register of Legal Entities/Unified State Register of Individual Entrepreneurs via the Internet

4. Submission within 3 working days of an application and documents for making changes to the Unified State Register of Legal Entities to the tax authority at the new location.

5. Reconciliation of tax calculations with the inspectorate at the previous place of registration.

6. Relocation and preparation of personnel documentation related to the transfer of employees.

7. Notification to the servicing bank.

8. Notification of change of location of counterparties.

Moving within a locality

Now let’s consider a simpler option - changing the address within one locality by an organization whose address is not recorded in the charter. The algorithm of actions is simplified, since no preparatory actions are required.

Moving.
Providing an application in form P14001 within 3 working days from the date of relocation.
Reconciliation of tax calculations with the inspectorate in case of its change.
Notification to the servicing bank
Notification of counterparties.

What documents to submit to the Federal Tax Service: preparation and submission

After the organization’s management has decided on a new address, a general meeting of participants is scheduled (if there is only one participant, then his decision is recorded). As a result of the meeting, a protocol on the change of legal address is signed, where it is necessary to reflect:

name and location of the enterprise;
type of general meeting (regular or extraordinary);
date and place of the meeting;
who took part;
the topic under discussion (the issue of changing the address and making changes to the constituent documents);
consent of the participating persons with the change of address and approval of the new place of registration, as well as with the new edition of the charter, amendments to it and change of the company stamp.

List of documents

After the decision is made, within 3 working days you must submit a package of documentation to the Federal Tax Service, including:

decision of the sole participant or document following the results of the general meeting;
application on form No. P13001, approved by Order of the Federal Tax Service of the Russian Federation dated January 25, 2012 No. MMV-7-6/25. You only need to fill out sheets A, B and M. The paper must be signed by the head of the organization and notarized. The notary should submit a recent extract from the Unified State Register of Legal Entities, a certificate of registration, the charter and a document on the appointment of the head of the enterprise. This list may vary depending on the notary office. Therefore, it should be clarified in advance;
new constituent documents or amendments to them (in two copies);
check for payment of state duty and payment order with a bank stamp. According to subclause 3 of clause 1 of Article 333.33 of the Tax Code of the Russian Federation, the cost of the procedure for changing the address in government agencies is 800 rubles;
documentation confirming the new address. For example, a copy of the certificate of ownership, purchase and sale agreement and rental contact, etc.

This set of documents is submitted to the tax office directly by the applicant or his representative. You can submit them in person or by mail in the form of a valuable letter. The inspector receiving the papers draws up a receipt with a list of documents received. It confirms the fact of their submission.

After the tax authorities record the changes made in the database and issue the corresponding document, the procedure for changing the address can be considered completed. Now you should notify the company's partners about this.

Registration of legal address.

The changes made to the LLC charter reflect the new legal address.

In the application form p13001, we fill out only a few sheets:

on the first page of form p13001 indicate the OGRN, INN and full name of the LLC,
on sheet “B” of form p13001, fill out all points from 1 to 9, which indicate the new legal address of the LLC.
fill out sheet “P” of form 13001.

Just as when filling out form p14001, indicate the head of the permanent acting executive body “1” as the applicant and fill out section 3, in which you indicate all the details of the director of the LLC.

When you have filled out all the documents, you need to have a notary certify the director’s signature on application p13001.

As a rule, to save time, we immediately prepare all applications in both form p14001 and form p13001 and at the same time sign them with a notary.

At the same time, documents are submitted to the registration authority (tax office) in the sequence described above with an interval of at least 20 days.

At the second stage, to register a change of legal address, you must submit the following documents to the registration authority:

decision (minutes) on approval of changes made to the charter of the LLC,
changes to the charter (in 2 copies, each copy must be bound if it contains more than 1 sheet),
application in form p13001,
payment document confirming payment of the state fee in the amount of 800 rubles for registration of changes made to the constituent documents of the LLC,
copies of documents confirming that the LLC itself or its director, or a participant in the LLC with a share of more than 50 percent of the authorized capital, has the right to own the property in which the new legal address will be located.

It is important to remember that at the second stage of registering changes in legal address, documents are sent to the registration authority located at the location of the new legal address.

In other words, an application in the form with an incomprehensible number No. p13001 with the entire package of documents should be submitted to the registration tax authority where the LLC has a new legal address.

After submitting the documents, after 5 working days, not counting the days of submission and receipt of documents, the tax registration authority will issue a certificate of entry, a new certificate of tax registration of the LLC, registered changes to the charter of the LLC.

This completes the procedure for an LLC to change its legal address. All you have to do is notify the bank about the move to a new legal address and your counterparties.

The above procedure for changing the legal address of an LLC is general and standard for most situations.

However, in addition to the general procedure for changing the address, which provides for 2 stages of registration, the law provides for a simplified procedure, which consists of 1 single stage.

What is a simplified change of legal address of an LLC?

With the simplified procedure, there is no need to go through the 1st stage and prepare documents in form p14001.

In other words, there is no need to first notify the tax office (registration authority) about the change of address and then wait 20 days.

With a simplified procedure, you can immediately submit documents to the 2nd stage with form p13001.

In what cases is a simplified change of legal address applied?

The answer is simple.

A simplified procedure for changing an address is possible if the new legal address of the organization is:

place of residence of the director of the LLC,

place of residence of the LLC participant who has at least 50% of the share in the authorized capital.

Place of residence, as in ancient Soviet times, is determined by the place of registration. Registration is a stamp in a passport.

If the new legal address of the LLC completely coincides with the address of the director or founder (with a share of 50% of the authorized capital), in other words, the LLC moves to the registration address of the director or majority participant, then you can change the legal address according to a simplified procedure, without prior notification of the Federal Tax Service.

And in conclusion, it is necessary to mention that the tax office often refuses to register a change of legal address.

Why can they refuse to change their legal address and how to avoid this?

It's no secret that changing the legal address has been used for many years for the so-called merger of companies to other regions.

Tax authorities really don’t like it when a problematic LLC moves to them from some region, which has a bunch of tax debts that are impossible to collect. This greatly spoils the inspection statistics.

Therefore, tax authorities in most cases carefully check the fact that the LLC has actually moved to a new legal address.

For this purpose, the tax office is checking the new legal address. Visits the site, interviews personnel, draws up a report.

If the tax officer does not find an LLC at the new legal address, then registration of the change of legal address will be refused.

Sometimes, the tax inspectorate finds the reasons for refusal in the documents submitted for registration, in particular, in the lease agreement.

The lease agreement for premises at a legal address must be valid, that is, not have any signs of a void or voidable transaction.

The authority of the persons signing the lease agreement must be confirmed. Confirmation of authority is especially important if the lease agreement is signed by persons by proxy. In other words, power of attorney data must be attached to the registration documents.

It also wouldn’t hurt to attach to the registration documents, in addition to the lease agreement and power of attorney, a document confirming the Landlord’s ownership of the premises.

You need to understand that the more complete the set of documents provided for registering a change of legal address, the less chance the tax office has of refusing to register you.

How to fill out p13001 and p14001 using the free Federal Tax Service program in 5 minutes?

When to submit a notice of change of details

From May 2, 2014, legal entities and individual entrepreneurs are no longer required to notify the tax authorities about opening bank accounts. At the same time, in order to implement currency control, the obligation to notify about the opening of an account in a bank located outside the Russian Federation remains. Moreover, entrepreneurs, organizations, and individuals should do this. In such cases, Russian residents will need a special notification form (can be found on the official website of the Federal Tax Service), KND form 1120107.

Company details are always included in the text of the contract. Therefore, when changing them, all counterparties under existing contracts must be notified. The letter is drawn up in free form, certified by the signature of the director and the seal of the organization

Why is it important? Because if the counterparty makes payment using the old details, he is considered to have fulfilled his obligation. Even if the bank’s license has already been revoked

BUSINESS LETTERS

LETTER OF REQUEST

A request letter is perhaps the most common form of business correspondence. The number of situations that necessitate making a request on behalf of a legal or natural person cannot be counted. This is obtaining information, product samples, coordinating actions, inducing some action, etc.

The composition and structure of a request letter is not much different from the standard ones (see Business letters. Formatting rules. Letter structure). As a rule, the text of a request letter consists of two parts:

1. Introductory part, where the essence of the matter is stated in a narrative form, the motives and reasons for making the request are explained. The following standard expressions are often used here:

the reason for petition

Due to non-receipt... Taking into account the social significance... Taking into account (our long-term cooperation)... Taking into account (the long-term and fruitful nature of our business relations)... Due to the inconsistency of your actions with previously accepted agreements... Due to the delay in receiving the cargo... Based on the results of negotiations on the issue... and so on

Goal of request

In order to carry out the order... In order to resolve the issue as quickly as possible... To coordinate issues... To ensure the safety of cargo passage... To avoid conflict situations... etc.

links to grounds for appeal

In accordance with a previously reached agreement... In connection with an appeal to us... Based on a verbal agreement... Based on our telephone conversation... In accordance with a government decree... In accordance with the protocol on mutual supplies... etc.

All of the above expressions must be used taking into account the context and speech situation.

Almost all standard expressions begin with a derived preposition or prepositional phrase

You should pay attention to the correct use of these prepositions with nouns, which are mainly in the genitive and dative cases

2. Actually a request. Here the key phrase of the letter includes words formed from the verb to ask

. Its use is explained by etiquette requirements for business texts and the psychological laws of business communication - a person more willingly agrees to perform an action expressed in the form of a request than in the form of a demand.

In some cases, the request itself, expressed descriptively, may not contain this verb, for example: We hope that you will find it possible to consider our proposal within the specified period.

The request can be made in the first person singular (“I ask...”), in the first person plural (“We ask...”), in the third person singular (in this case, nouns with a collective meaning are used: “The management asks...”, “Administration asks...”, “The Work Collective Council asks...”, etc.), from the third person plural, if several nouns with a collective meaning are used (The Administration and the Work Collective Council ask...).

If the request letter is multidimensional, then the composition of the second part of such a letter may look like this (parts of the composition must correspond to the paragraph division of the text):

I ask... (We ask...) ... At the same time I ask... (We also ask...) ...And I also ask... (And we also ask...) ... etc.

When drafting a letter of request, you should consider the following recommendations:

1. When making a request, emphasize your or your organization's interest in fulfilling it. 2. Under no circumstances begin a letter with the word “Please...” - it is more tactful to first explain the reasons for your request (even if all the details have already been agreed upon with the addressee). 3. Don’t rush to thank the recipient in advance. By doing this you put both yourself and the recipient in an awkward position. Try to say thank you when you find out that your request has been granted.

An example of writing a letter about changing the details of an organization

Filling out the header of the letter

At the top of the message, the sender is first indicated, that is, it is entered
address and telephone number for contact.
Then enter information about the recipient:
and a specific person to whom the address is directly made (position, surname, first name and patronymic).
After this, the date of drawing up the letter and its number according to internal document flow are indicated.
Below in the middle of the line is written the name of the document.

Filling out the body of the letter about changing details

The following is an information section.

First, the recipient is informed of the fact that the details have changed and it is indicated which data has been changed. The date from which the previous details lost their meaning is also entered here.
Then, you should indicate all the requests the sender has regarding past and future documents regarding the changed data.
At the end, the letter must be signed, with a transcript of the signature and an indication of the position of the signatory.

Procedure for changing the registration of an individual entrepreneur

An entrepreneur does not have to personally contact the tax office as part of the issue under investigation. This responsibility rests with the Federal Tax Service. The procedure is as follows:

Getting the data you need
Making changes to the Unified State Register of Individual Entrepreneurs.
Deregistration of an individual entrepreneur and its subsequent registration in accordance with the updated address.
Transfer of changed information to Rosstat, FSS and Pension Fund.

The algorithm discussed above does not always work as expected. Failures occur periodically, which entail a certain liability, and also increase the likelihood of entering erroneous information into the registry. Because of this, it becomes necessary for the entrepreneur to independently submit the necessary information to certain authorities:

FSS. You must apply within 30 days after changing your registration. Involves providing a copy of your passport and writing an application.
Federal Tax Service. Transfer of documents is carried out personally or through a representative. You need to have copies of your passport and TIN, as well as a certificate of registration of individual entrepreneurs. All copies and power of attorney must be certified by a notary. Also, cash register equipment, if used, must be registered at the new address. First, you need to contact the “old” inspection and write an application to deregister the cash register, and then visit the “new” one and present the registration card and passport of the cash register.

Important!

From November 25, 2020, the application form P24001 for state registration of changes in information about individual entrepreneurs in the Unified State Register of Individual Entrepreneurs and the requirements for filling out this form have changed. If you prepare an application using the old form, the tax office will not accept it. Our free service will help you prepare documents according to the new sample.

Application for change of registration in 15 minutes

Fill out the application for change of registration automatically. You enter the data into the form, then the service itself generates an application in full compliance with the requirements of the Federal Tax Service. It's free. The created document can be downloaded and printed.

Fill out an application for amendments

Letter to change the legal address of LLC sample

A notification letter addressed to counterparties can be drawn up in any form. It is necessary to include information that is not relevant when preparing paper for government agencies:

details of the concluded cooperation agreement;
explanations about the use of the address, which can be used as a legal or postal address.

A letter to the authorized bodies in accordance with the current procedure for office work. Legislative regulations do not apply to it. The notification must contain mandatory sections, which are dictated by the general rules for processing outgoing papers at the enterprise:

“header”, indicating the name of the recipient organization and information about the sender, including information about the head of the subject;
name of the document – “information letter” or “Letter about change of details”;
text part indicating the information that is the purpose of drawing up the paper, including displaying information about the old and new legal addresses;
date of preparation of the document;
signature of the responsible person authorized to make such statements.

The legal address is one of the important details of the company. The law obliges the managers of a business entity that initiated changes in the address of the official location of the organization to notify only the Tax Service about the event. Other bodies and contractors are informed only if there is a desire and personal interest of the company’s management in such actions.

How to compose

The law requires that you notify your business partners in advance about the upcoming change of legal address, but there is no unified format for such notification. Writing a notice is subject to the general rules of business correspondence and is drawn up on company letterhead with details, both old and new.

The need for mandatory notification of partners, counterparties and creditors about a change in the legal address of the organization is due to the fact that this detail is one of the main ones appearing in contracts, payment orders and other significant documents. For example, if an organization for some reason has not notified its counterparties, the latter will not fulfill their contractual obligations due to errors in the details, and responsibility for the consequences falls on the organization itself that has changed its address.

Step-by-step instructions for changing the legal address of an LLC in 2021

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Attention! These documents will help you change the legal address of the company in accordance with all legal requirements:

In practice, the following situations are common when a change of legal address is required.

Incorrectly entered into the Unified State Register of Legal Entities information about the address of the LLC. If inaccurate data is detected, inspectors may exclude the company from the register.

The presence in the Unified State Register of Legal Entities of a mark indicating that the legal address is unreliable for more than 6 months from the date of making the entry is grounds for exclusion of the company from the register (subparagraph “b”, paragraph 5, article 21.1 of the Federal Law of 08.08.2001 No. 129-FZ).

The founder or participant has changed his place of residence. If the company is registered at such an address, the legal address of the LLC must be changed.
The owners of the company decided on their own initiative to change the legal address of the LLC.
The landlord refused to renew the lease agreement with the company. At the same time, along with the rent, he also provided the registration address.

Sample notification of counterparties about a change of address - all about taxes

But in addition to the tax authorities, counterparties also need to be notified that the company has changed its address. Change of legal address: notification of counterparties Notification of a change of legal address for counterparties is drawn up in any form.

Such notices will need to be sent to the accounting departments of the companies you work with so that they correctly indicate information about you in the documents. After all, the incorrect indication of the address in the primary form calls into question the recognition of expenses in accounting.

And an incorrect address on the invoice will most likely lead to a refusal to deduct VAT.

Especially if we take into account the recently updated rules for filling out invoices, according to which the address of the seller and buyer, if they are Russian organizations, in lines 2a and 6a must be indicated as in the Unified State Register of Legal Entities (subparagraphs “d”, “k”, paragraph 1 Rules for filling out an invoice, approved.

Results Notifying the counterparty about a change of address is a common procedure.

However, it may be prescribed by contract. Failure to fulfill the obligation established by the contract may lead to trouble for the violating party.

Who else needs to be informed about the change of legal address?

From the moment of making changes to the Unified State Register of Legal Entities, the legal entity officially has a new address. The final stage of the procedure for changing the “registration” of a company is bringing this information to the attention of interested organizations.

Change of address and extra-budgetary funds

The “one-window” principle, designed to simplify the interaction of entrepreneurs with government bodies and funds, involves automatic notification of related services about registration actions performed by the company. Interdepartmental communications should ensure prompt exchange of data between legal entities. However, in practice, tax officials do not always promptly notify their colleagues from extra-budgetary funds about changes that have occurred.

Taxpayer organizations are not required to directly contact the Pension Fund of the Russian Federation and social insurance. The tax office must do this within five days from the date of change of address of the legal entity. But this process should not be left to chance: it is better to call the funds and make sure that the necessary information has reached them. If notifications get “lost” along the way, the misunderstanding can be quickly corrected by writing a statement in free form and the issue can be finally closed.

Problems may arise when, with a change of address, you have to transfer to another inspectorate and a new branch of the pension fund. If registration does not happen automatically, the director of the LLC has no choice but to intervene in the process: receive a notice of deregistration in one Pension Fund and submit it along with an application to another.

New address - new statistical codes

When a taxpayer’s address changes, the Federal Tax Service’s responsibilities end with notifying the funds. Everything else is the responsibility of the organization itself. Since the company is about to reissue a bank card, it is necessary to take care of obtaining statistics codes.

To request a letter, there is no need to personally visit the State Statistics Committee. You can print the notification on the website gks.ru by entering the OGRN, INN or OKPO of the company in a special order form for information services.

The option to receive a “live” document with codes is still available. To do this, you will need to provide the statistics department with a decision to change the legal address, a sheet with a new entry in the Unified State Register of Legal Entities and a certificate of amendments to the state register.

Entering an address in a bank file

With a new information letter from statistics, you can go to the bank. Address is a mandatory detail in the banking file of a legal entity, no matter whether the company is a borrower or a client for settlement services. In the second case, a card with samples of seals and signatures must be reissued.

It is better to check with the credit institution itself in what form to submit a notice of change of address. Banks usually develop their own forms and requirements for the package of documents. They will definitely need a decision to “move” and an updated entry in the Unified State Register of Legal Entities, but they may also ask for a “fresh” Charter.

So that clients and partners do not lose

A change in the official location of the company does not entail the obligation to inform all clients and counterparties about this. The usual rules of business etiquette dictate that you contact at least the most important partners. The organization decides independently who to notify about the change of legal address and who not. But only if the current contracts do not contain a clause on mandatory notification of the other party about changes that have occurred.

If there is such a requirement, you will have to send a notification, in writing and within a certain period, otherwise you may face penalties. To transfer the document, it is advisable to use postal services: a receipt for a valuable letter with a list of attachments will be the best confirmation that the notice was sent in accordance with the terms of the contract.

Change of JSC address

So far we have been talking about the most common organizational form of business - LLC. But a legal entity can also exist in the form of a joint stock company.

Changing the legal address of a JSC occurs according to the above scheme, with one important exception. Enterprises with share capital are required to report changes to the Federal Service for Financial Markets (FSFM). The “relocation” of the issuing company concerns a wide range of persons – shareholders, therefore, failure to comply with FFMS Order No. 07-4/pz-n dated January 25, 2007 entails administrative liability with an impressive fine: from half a million to 700,000 rubles. Such punishment awaits a joint stock company that “forgot” to notify the financial markets department about a change of address or did so later than the allotted thirty days.

The message for the Federal Financial Markets Service is drawn up on a special form in electronic form. The application form is filled out on the Central Bank website and then saved on a removable storage device (flash card, CD). A letter containing an electronic storage device, a copy of the JSC Charter, a protocol on changing the legal address, and a certificate of registration in the Unified State Register of Legal Entities is sent to the territorial branch of the Central Bank of the Russian Federation. It is imperative to draw up an inventory in 2 copies, one of which, with postal marks indicating the receipt of correspondence, is kept in the company. Changes to information about the issuer are confirmed by a response notification from the Federal Financial Markets Service.

Letter about change of legal address. Sample filling and form 2021

The details of a legal entity are not immutable and may change repeatedly during its activities.
A letter of change of legal address allows a legal entity to notify counterparties of a change in this detail. Files in .DOC:Form letter on change of legal addressSample letter on change of legal address

Duty or etiquette

The legal address is one of the most important details of a legal entity.

Without a legal address, registration of a legal entity by tax authorities is impossible, this address is contained in the Unified State Register of Legal Entities, official mail comes to this address, tax authorities also come here for inspection, etc. The absence of a legal address excludes the existence of the organization as a business entity.

Accordingly, a change of legal address can result in various problems for an organization, including the invalidation of contracts, failure to receive subpoenas, notifications, notifications from regulatory authorities, tax authorities, government agencies, etc.

Notifying all interested parties about a change of legal address is primarily beneficial for the legal entity itself.

Who needs to be notified

The list of interested parties is determined by the characteristics of the activities of a particular enterprise or organization. Of course, the first thing to be notified is:

tax office;
government bodies, departments, local governments, regulatory bodies (Rospotrebnadzor, Rosaviation and others);
counterparties;
lenders and borrowers, etc.

According to Article 21.1 of the Federal Law of 08.08.

2001 No. 129-FZ “On state registration of legal entities and individual entrepreneurs”, a legal entity is obliged to notify the tax office of a change of legal address.

If within six months after the Federal Tax Service marks the unreliability of the data, the organization does not update it, then it may be excluded from the register. Organizations can update these data:

in electronic form on the Federal Tax Service website;
in electronic form through the State Services portal;
in electronic form through a notary;
in paper form, but provided that the official’s signature on the application is certified by a notary.

The application form for amendments to the Unified State Register of Legal Entities was approved by Order of the Federal Tax Service of Russia dated January 25, 2012 No. ММВ-7-6/

Compose a letter

As for notifying counterparties, the law leaves everything up to the legal entity itself. The form of the letter is not regulated in any way, and organizations can, when composing it, be guided by the general requirements established for composing business letters.

It is important that the letter about changing the legal address be issued on the organization’s letterhead and have details (date, reference number). We have a letter template on our website that can be customized to suit specific circumstances.

We have a letter template on our website that can be customized to suit specific circumstances.

The structure of the letter consists of the following elements:

"hats". In this section, indicate the data of the addressee of the letter: name of the organization, full name, position of the manager to whom the letter is sent;
letter details: date and outgoing registration number;
under the “header” from the beginning of the line the title of the letter (“On change of legal address”) is indicated, although it is allowed not to be indicated;
under the title of the letter its essence is stated. The wording could be as follows: “I inform you that Malinovka LLC will change its legal address from January 1, 2022. Former address: New address: ". The new legal address can be either indicated in the text of the letter itself or attached (for example, a company card can be attached);
if a change of legal address is only expected, then the date from which the new address should be applied must be indicated;
if the addressee must carry out some actions (for example, send correspondence to this address and not to the previous one), then they must also be listed;
signatures and transcripts of the signature of the person who wrote the letter (manager).

Since failure to notify counterparties and other interested parties about a change in details can result in unpleasant consequences for the organization, we recommend that you confirm receipt of the letter by the addressee. To this end:

when sending a letter personally or by courier, you must have a second copy with you, on which the employee of the addressee’s office who accepted the letter will put a stamp and the date of receipt;
When sending a letter by email, you must save the outgoing letter and the receipt mark;
When sending a letter by mail, you can issue it as a registered letter with return receipt requested.

Amendments to the charter

After resolving personnel issues, corporate procedures should be addressed. First of all, it is necessary to amend the charter insofar as it concerns the location of the organization. The answer to the question in which cases this should be done, and in which cases you can limit yourself to only changes in the Unified State Register of Legal Entities, is quite simple. Changes to the charter need to be made in only two cases.

The first is that the company moves to another locality (it doesn’t matter within a constituent entity of the Russian Federation, or to another region altogether). Second, the organization’s charter indicates a clear address where the organization is located.

An address is understood as a description of the location of the addressable object, structured in accordance with the principles of organizing local self-government in the Russian Federation and including, among other things, the name of an element of the planning structure (if necessary), an element of the road network, as well as digital and (or) alphabetic digital designation of the addressable object, allowing it to be identified (clause 1, article 2 of the federal law of December 28, 2013 No. 443-FZ on the federal information address system).

Accordingly, if the charter does not indicate the exact address of the company's location, then when moving within the same locality it will be enough to amend the Unified State Register of Legal Entities (for this an application is submitted on form P14001).

Submit documents for registering an LLC/IP or making changes to the Unified State Register of Legal Entities/Unified State Register of Individual Entrepreneurs via the Internet

This approach is explained as follows. According to Art. Civil Code, the location of a legal entity is determined by the place of its state registration on the territory of the Russian Federation, which is carried out at the location of its permanent executive body. The location of the legal entity, along with the name and company name, is indicated in its constituent document and in the Unified State Register of Legal Entities. At the same time, the Unified State Register of Legal Entities contains information about the address of the legal entity within the location of the legal entity and that the legal entity has made a decision to change its location. (Clause 5 of Article of the Civil Code of the Russian Federation, Clause 1 of Article of Federal Law dated 08.08.01 No. 129-FZ on state registration of legal entities and individual entrepreneurs). It turns out that in the organization’s charter it is enough to indicate the name of the locality in which the company is located, and not the exact address. Accordingly, a change of address always entails changes in the Unified State Register of Legal Entities, but not always changes in the charter.

Compilation rules

The letter does not have a strict, mandatory, unified template, so it can be written in free form, taking into account the needs and objectives of the sender. However, you still need to adhere to some norms and standards.

At the beginning of the letter, it is necessary to indicate the sender and addressee, and if we are talking about the addressee, you should enter not only the name of the company, but also the position of a specific employee.
Next comes the informational part of the message. Here you need to convey to the recipient a message about the change in details, indicate new ones, and also state requests related to the changes made.

The tone of the letter should be polite, not too dry, but in no case cheeky. It is necessary to follow a business style and carefully monitor compliance with the rules of the Russian language, especially in terms of vocabulary, grammar and punctuation.

A letter about changing details can be written either by hand or printed on a computer, but in any case, it must contain a “living” signature of the head of the sending organization or another authorized person. It is not necessary to put a stamp on the document, because from 2021, legal entities have the right not to put stamps on paper documentation.

You can write a letter

on a regular standard A4 sheet of paper
or on the organization’s letterhead.

The last option is preferable, because it gives the document solidity and indicates the official nature of the message.

The letter may have as many copies as required to notify all interested parties. Each sent message must be recorded in the outgoing registration log, so that in case of disagreements with the counterparty, the sender has information about the date the message was sent.

How to send a letter

Since details are the most important part of official documentation, it is advisable to send letters about all changes associated with them in “natural” form. This makes it possible to reliably bring information about new details to the attention of counterparties, especially if you send these messages by registered mail with return receipt requested.

As a last resort, you can combine different sending options: for example, combine an email or fax message with sending via Russian Post. On the one hand, this will allow partners to be notified of changes as quickly as possible, and on the other hand, it will provide the sender with evidence that the corresponding letter was sent to them in a timely manner and received by the addressee.

Tags: accountant, loan, tax, order, expense

How to notify

Notification of a change of legal address can be transmitted by fax, email, or can be sent by registered mail with a return receipt stamp. The last method, due to reliability, is the most preferable.

Important! It is advisable to indicate the need to send back a notification receipt of receipt in order to avoid controversial situations in the future.