Key Takeaways:

  • You must notify federal, state, and local agencies when you change your business address to avoid penalties or missed communications.
  • Amending your Articles of Organization or Articles of Incorporation is typically required at the state level.
  • IRS Form 8822B must be filed within 60 days to update your business address federally.
  • You may need to update your registered agent address, business licenses, and permits when relocating.
  • Each state has specific filing requirements and fees, especially when moving your business to a new state.
  • Additional entities to notify include insurance providers, financial institutions, vendors, and postal services.
  • You can seek help from a business attorney on UpCounsel to ensure full legal compliance.

Articles of Amendment

Filing a change of address corporation is an important step that should not be overlooked if your business is moving to a new location. An LLC or corporation can submit a change of address to government agencies in their state by filing articles of amendment. Failing to take this step can result in failing to receive important notices and even in the suspension of your business agency. You also need to make sure that the proper agencies in your new jurisdiction are aware of your business address.

Your original articles of organization contained your business name, desired business structure, name and contact information for the registered agent, the names of members or shareholders, and the effective date of the business. These articles must be amended whenever pertinent information about your business changes, whether you are moving, providing new services, or undergoing a shift in leadership. Changes that must be reported with an amendment to the articles include:•        Name changes•        Updates to the contact information•        New business address•        Changes in directors or membership•        Number of authorized shares•        Change in business activities

Notifying Additional Entities and Updating Records

In addition to filing Articles of Amendment with your state, it's essential to update your business address with other organizations and service providers to avoid disruptions and ensure compliance. Once your change is official, be sure to notify:

  • Your registered agent if their address has changed or you are appointing a new one.
  • Business insurance providers to maintain proper coverage and avoid denial of claims.
  • Banks and financial institutions to ensure accurate recordkeeping and to receive important communications.
  • Vendors and suppliers to prevent delays or misdeliveries.
  • Customers and clients by updating your website, marketing materials, invoices, and customer correspondence.
  • The United States Postal Service by submitting a change of address form to forward mail to your new location.

Keeping these parties informed helps ensure business continuity and avoids legal or financial complications.

Filing Form 8822B

If you created a corporation or business entity and obtained an employer identification number (EIN), you were required to submit contact information for a member or executive of your company designated as the responsible party. If this person or their address has changed, you need to file Form 8822B with the Internal Revenue Service (IRS).

This form must be filed within 60 days of any change of address or responsible party. This allows the IRS to promptly update their tax records so parties receive the correct information, notices, and forms. Your local and state taxation departments can inform you of how to change your business address within their systems. You may be able to do so online rather than by filing paper documents. 

Form 8822B allows you to designate both your mailing address and your official business address, as well as to update the name of your responsible party. In most cases, this should be the individual who controls the business funds, assets, and accounts. 

Make sure to include your complete address, including a room, apartment, or suite number where applicable. You are only allowed to use a PO Box if your post office does not make deliveries to your physical location. Foreign addresses are permitted.

When designating a new responsible party, list his or her full legal name along with either a Social Security number (SSN) or individual taxpayer identification number (ITIN). You'll also need to include his or her address and the pertinent information for the former responsible party. This form can be sent to your local Department of the Treasury IRS service center.

Moving Your Business Within the State

When moving to a new business location in the same state, take the following steps to officially update your business address.

  • Notify the Secretary of State. In most cases, you'll have to amend your original organizing documents. This procedure varies by state, but typically carries a minor filing fee ($30 in New York, $20 in California, for example). Contact your state office to learn about their official requirements. Before filing the necessary forms, check your original organization documents to see if you also need to change the address of your registered agent.
  • Notify the Department of Revenue in your state. You'll need to do so in both your current municipality and your new location.
  • Notify your city and county so that licenses and permits can be updated as needed.
  • Notify your vendors, clients, suppliers, and lenders of your change of address. You'll also need to notify your bank and order new checks, as well as file a form with the post office to have your mail forwarded.

State-Specific Filing Requirements

Each state has its own rules for updating a business address, so it's critical to consult your state’s Secretary of State website or office for specific instructions. Some considerations include:

  • Separate forms for principal and mailing address changes: Some states may require multiple forms if you’re updating both.
  • Publication requirements: A few states, like New York, may require a public notice of the change in a local newspaper.
  • Online vs. mail submission: While many states allow online address updates, some still require printed forms and original signatures.
  • Fees and processing times: Fees vary, typically ranging from $10 to $150, and processing may take anywhere from a few days to several weeks.

Failure to follow the correct procedures could result in your business falling out of good standing.

Moving Your Business to a New State

  • Notify the city and county where you're moving to and obtain the necessary business permits, along with a fictitious name (DBA) if necessary.
  • Register your business entity with your new state. Depending on the state and the type of business structure, you may be able to register a foreign LLC rather than creating a new entity.
  • Register with the Department of Revenue in your new state.
  • Cancel licenses and permits in your former state.

Deciding Between Foreign Qualification and New Entity Formation

If you're relocating your business to a new state, you’ll need to decide whether to register as a foreign entity or dissolve your current business and start a new one. Here’s how they differ:

  • Foreign qualification allows your existing business to operate legally in the new state while maintaining its original registration. This may be preferable if you intend to continue doing business in both states.
  • Forming a new entity is best if you're ceasing all operations in the original state. This typically involves dissolving the original company and starting over, which could be beneficial if your new state has more favorable tax laws or regulations.

Steps to consider:

  • File a Certificate of Authority in your new state (if choosing foreign qualification).
  • File Articles of Dissolution in your old state (if forming a new entity).
  • Transfer any relevant business licenses and update tax registrations accordingly.

When You Must Update Your Business Address

Certain events require a prompt update of your business address with the appropriate authorities. These include:

  • Moving your physical office location.
  • Changing your business mailing address.
  • Moving your registered agent’s office.
  • Shifting operations to a different state.
  • Any circumstance where official business correspondence may no longer reach you.

Failing to change your registered business address in a timely manner can result in missed legal documents, tax notices, or even the administrative dissolution of your business.

Frequently Asked Questions

1. Do I need to update my address with both the IRS and my state? Yes. The IRS handles federal tax matters, while your state maintains your business registration and compliance records. Both must be updated separately.

2. Can I use a P.O. Box as my registered business address? Generally no, especially for your registered agent address. Some mailing addresses may allow a P.O. Box, but your legal business address typically must be a physical location.

3. What happens if I don’t change my registered business address? You may miss important legal or tax notifications, risk penalties, and potentially lose good standing or limited liability protections in your state.

4. Do I have to notify my customers when I change my business address? It’s not legally required, but it's best practice—especially if you operate a storefront or interact with clients by mail.

5. Can I change my address online? In many states and with the IRS, yes. However, the process varies. Check with your state’s Secretary of State and the IRS for their online submission options.

If you need help with changing your business address, you can post your legal need on UpCounsel's marketplace. UpCounsel accepts only the top 5 percent of lawyers to its site. Lawyers on UpCounsel come from law schools such as Harvard Law and Yale Law and average 14 years of legal experience, including work with or on behalf of companies like Google, Menlo Ventures, and Airbnb.