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Who should I write to about changing details?

This message is used to inform partners/clients/customers/creditors, as well as interested government agencies and regulatory authorities about the changes that have occurred.

An important clarification: today there is no need to report changes in bank details to the territorial tax service in writing, because this function was transferred to banks.

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As for the other counterparties of the enterprise, in relation to them the letter is not voluntary, but mandatory, since the need to notify about a change of details is always reflected in the written contractual relationship between the parties. The most important thing is to do this in a timely manner, even better in advance, so that during practical interaction no unpleasant incidents arise, such as sending important documents to the previous address or transferring funds to old accounts.

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.

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.

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.

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.

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.

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.