Updating your business address is a necessary part of moving to a new location. It ensures that important documents, payments, and communications reach you without disruption. From notifying the IRS and USPS to updating your bank and business licenses, keeping all the right entities informed helps avoid any confusion or delays. A smooth address update process ensures that your business remains fully operational while transitioning to a new location, without missing a beat.
In this article, we’ll guide you through the steps necessary to change your business address, covering everything from updating forms to notifying key organizations. You’ll learn about the different places where your address needs to be updated, ensuring a smooth transition and uninterrupted business operations.
Who Do I Notify About My Business Address Change?
When changing your business address, it’s important to notify several key entities to avoid disruptions. By ensuring that the right people and organizations are informed, you can prevent miscommunications and missed documents. Below is a list of places you should update with your new business address to keep everything running smoothly.
Notify the Internal Revenue Service (IRS)
You will need to notify the IRS about your business address change. The IRS recommends filing Form 8822-B. This form is for change of address or responsible party.
This form is used to notify the IRS if your business mailing address or business location changes. All entities with an employer identification number (EIN) on file may use Form 8822-B. Depending on where your previous business address is located, you may mail this form to the appropriate address provided on the document.
Update Your Organizational Documents
Take a moment to review your entity formation paperwork. If you have incorporated as a corporation, for example, you need to update your articles of incorporation. Businesses which are LLCs will need to update their articles of organization.
Notify the Secretary of State
When you change your business address, it’s important to notify the Secretary of State where your business is registered. Updating your address with them ensures that your business records are kept accurate and current in state databases. This step is also crucial for maintaining your business’s legal standing, as the Secretary of State uses this information to send important documents, including annual reports, compliance notices, and legal filings. Make sure to check if there’s a specific form or fee required in your state.
Do you have local business licenses or permits? Reach out to the local city or county where you have these to update your business address with them as well.
Should the state tax agency know about your new business address? Yes! Make sure they have the new address on file.
Additionally, ask yourself if your business does business in any other states. If you conduct business in multiple states, you will need to reach out to their Secretary of State and notify them of your business address change.
Update Your Address with Vendors and Suppliers
Does your small business have an account with a vendor or supplier? If yes, they will need to be notified about your business address change.
Certain vendors or suppliers, like WiFi and utility companies, must be notified about the change in business address. This ensures they shut off services at your former business location and transfer these services to the new location.
Financial Institutions
Your new business address must be updated on bank accounts, investment accounts, and merchant accounts. Any bank, lender, or financial institution you work alongside must be notified about your company’s new physical address.
Insurance Carriers
If you have an insurance policy, you must update the company about your new business address. This ensures you receive similar insurance coverage at your new location.
Website, Online Listings, and Social Media
Make sure your customers know you’re moving! Update your new business address on your company website. If your business has online listings, such as on sites like Yelp, make sure to update these listings. Those with social media profiles should update these as well.
Some businesses may email their customer or client base with a special newsletter. This newsletter announces their move and shares a few details about why the business is moving and where it’s heading next. This helps keep everyone up to date on where the business is moving and makes sure everyone knows where to find it.
United States Postal Service (USPS)
Finally, don’t forget to notify the USPS about your change in business address! This ensures the USPS will forward any mail you might receive at your previous address to your new location.
What Forms Should I Update with USPS?
When your business address changes, it’s crucial to update your information with USPS to ensure all mail gets forwarded to your new location. Complete the USPS Change of Address form either online or in person at your local post office. This step prevents delays in receiving essential documents, checks, or client correspondence. You may also want to update address details on other postal services your business uses, such as bulk mailing accounts, to ensure continued service without interruptions.
Consequences of Not Updating Your Address with USPS
Failing to update your business address with USPS can lead to lost or delayed mail, missed payments, and important communications being sent to the wrong location. This can cause significant disruptions, especially if tax notices, customer checks, or legal documents are misplaced. Ensuring your address is current with USPS helps maintain consistent communication with clients, vendors, and government agencies, keeping your business running smoothly and avoiding potential fines or penalties.
Learn more about changing your business address today. Contact MyCorporation at mycorporation.com or give us a call at 877-692-6772.