Change Registered Office Address

Change registered address

Changing the official address of your registered company may be necessary for various reasons. Here’s a quick overview of the process. First, call a board meeting and pass a resolution to approve the address change. If you have shareholders, you will also need to hold a special shareholders’ meeting to get their approval.
The next steps depend on where your new address is located. If it is in the same city or town, you can file a form with the Registrar of Companies (ROC) with proof of the new address. But if it’s in a different situation, things get a little more involved. You must obtain approval from the Regional Director before filing the ROC. This may require publishing a notice and notifying creditors.
This is a simplified explanation, and specific requirements may vary depending on your location. Don’t hesitate to consult a professional for guidance throughout the process to ensure a smooth transition.

Required Documents for Change Registered Office Address

  • Board Resolution: A document outlining the company’s decision to change the address, passed during a board meeting.
  • Proof of New Address: This can be a copy of the utility bill (not older than 2 months) for the new address, or ownership documents if the company owns the property.
  • Rent Agreement & No Objection Certificate (NOC): If you’re leasing the new space, you’ll need a copy of the rent agreement and written permission from the owner (NOC) allowing your business to use the address as its registered office
  • Digital Signature Certificate (DSC of one of Authorised director)

Process of Change Registered Office Address

  • Step 1: Internal Approvals
    – Board Meeting: Convene a board meeting and pass a resolution formally approving the change of registered office address.
    – Shareholder Approval (if applicable): If your company has shareholders, you’ll need to hold a special shareholders’ meeting and obtain their approval as well.
  • Step 2: Government Filings
    – Form Selection: The specific form you need to file depends on the relocation distance
    – Within the same city/town: File Form INC-22 with the Registrar of Companies (ROC).
    – Different state: This requires additional steps. File Form INC-23 with the regional director for approval. You may need to publish a notice and inform creditors (specific requirements vary by location). Once approved, file Form INC-22 with the ROC.
  • Step 3: Documents
    Board Resolution (mandatory): A document outlining the company’s decision to change the address, approved during the board meeting.
    – Proof of New Address (mandatory): 

      For rented spaces: Copy of a recent utility bill (not older than 2 months) for the new address.
      For owned property: Ownership documents of the new address.
    – Rent Agreement & NOC (if applicable):
      Copy of the signed rent agreement.
      Written permission (NOC) from the owner allowing your business to use the address (for rented spaces).

  • Step 4: Post-Filing Updates
    Once the address change is approved:
    Update the address in all official company documents, letterheads, and marketing materials.
    Inform relevant authorities like banks, tax departments, and other stakeholders.

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