Changing Your Company’s Registered Office Address – Procedures Unveiled

Greetings from Startupportal Business Services! In today’s blog, we’re delving into a crucial subject – the process of changing your company’s registered office address. Despite appearing as a bureaucratic task, comprehending the significance of your registered office and navigating the steps involved can prove invaluable, safeguarding you from potential legal complexities in the future.

Why is the registered office address important?

In the world of a private limited company, the listed office serves not just as a formal address but as the legal headquarters. This address is vital for receiving messages from government authorities, legal notices, and sanctioned correspondence. It functions as the center where the company’s statutory records, books of accounts, and other essential documents are strictly maintained. Maintaining an accurate and current listed office address is consummate for assuring compliance with the law and timely event of all applicable messages.

How to change the address of the registered office?

Changing your company’s registered office address is a formal process requiring legal compliance and ROC approval. Here’s a concise guide:

Conduct a board meeting to officially approve the change, documenting the decision in minutes.
Inform shareholders through a formal notice, emphasizing transparency in some cases.
File Form INC-22 with the ROC within 30 days, providing comprehensive details and supporting documents.
Publish a notice in a local newspaper in both old and new locations for wider confirmation in some cases.
After ROC approval, update all records, including letterheads and the company’s website, for consistency.

Types of Changes in a Registered Office:

The nature of the change in your registered office address determines the specific steps you need to follow. Here are the common types of changes:

Change of Office Within the Same City: This involves relocating the registered office within the same city. The process typically requires filing Form INC-22 with the Registrar of Companies (ROC) to update the official records.
Change of Office Outside the City Under the Same ROC: If your company is moving to a location outside the current city but still falls under the jurisdiction of the same ROC, the process involves filing Form INC-22 and relevant forms to inform the ROC about the change.
Change of Office Outside the City but Under Different ROC: When relocating to a new city and falling under a different ROC, the company needs to file Form INC-22 and relevant forms with both the old and new ROCs. This ensures a smooth transition and compliance with the new regulatory authority.
Change of Office from One State to Another State: Moving the enlisted office starting with one state and then onto the next is a more perplexing cycle. It for the most part requires conveying No Objection Certificates( NOCs) from different specialists, as well as recording Structure INC-22 and relevant forms with the material ROCs.

After ROC Approval for Change in Registered Office:

To communicate the registered office change, issue a general notice via a newspaper ad and prominently display the new address at every office. Update business materials, inform banks, and submit TAN and PAN change applications. Coordinate with utility providers and ensure compliance by updating the company’s address with government authorities like Customs, Central Excise, Income Tax, Service Tax Department, and Sales Tax Authorities.

After ROC approval, update relevant documents:

Letterheads and Business Cards: Print new stationery with the updated address.
Website and Online Platforms: Update the company’s website, social media profiles, and other online platforms with the approved registered office address.

In summary, the most common way of changing your organization’s registered office address is a fastidious endeavor that requires cautious preparation and severe adherence to legitimate conventions. By following the illustrated advances, you can work with a consistent change while maintaining consistent with administrative norms. It is prescribed to look for direction from Startupportal Business Services or legitimate experts to guarantee that you meet all fundamental commitments in the interim.