Whether your changing business addresses due to a new office space, a physical relocation to a new state, or a transition to a fully remote workplace, getting your new business address updated can be a confusing ordeal if you do not know where to start.
Fortunately, we’ve helped hundreds of companies update their business address to their Stable virtual address, and we’re here to give you the rundown for what your business change of address checklist should look like.
First off, if your company’s business address has changed or is changing, it’s important to update your address with vendors, government entities, tax institutions, etc as soon as possible so that you don’t miss on any important documents or notifications.
Especially since many federal and state tax notifications are sent through snail mail, missing out on these tax deadlines could lead to hefty fines and late penalties — i.e if you fail to “file an annual report and/ or pay franchise taxes by the March 1st deadline, the Delaware Division of Corporations levies a $200 penalty on top of the original annual report fee and taxes due, plus 1.5% interest per month applied to any unpaid tax balance” (Source).
Ensuring that you update business addresses if essential to make sure that these notifications are being sent to the correct address, and it’ll also reduce the overall complexity of having mail sent to your old and new address.
Updating your address with the IRS so your tax information is up to date is crucial. If you're wondering how to change business address with IRS, note that you'll likely need to either mail in a 8822-B (also known as IRS Change of Address Business form) or use your new address on your next tax returns. The latter is recommended if you are newly incorporated or filing taxes within a month of your business address change).
Detailed information on the 8822-B form and how to file can be found here.
Your business address should be updated with every State that you are qualified or registered to do business in. Every state has different filing requirements, so we recommend looking into each state you’re qualified in calling your secretary of state’s office to find out what they may require in order to remain in good standing. A simple search into each registered state is crucial to identify next steps for how you can change business address with secretary of states.
For example, the state of Delaware simply requires a corporation to keep its business address updated with their registered agent so all official business mail will get sent to the current address. In addition, the corporation will also need to use their new business address in their Delaware annual report that needs to be filed every year.
Similarly, all businesses registered in the state of California will need to file a Statement of Information in order to update their address with the California Secretary of State. This can change your business address in California, and it is a required filing that must be made annually in order to remain in good standing.
Filing for this can be found through their online website here.
In general, each state will also likely have some variation of a Franchise Tax Board (i.e the CA Franchise Tax Board), a registered agent, and an employment department if you’ve hired employees in that state (I.e the CA Employment Development Department).
Updating your business address with the different vendors / services that you work with is important in order to prevent any misdelivery of mail as well as to ensure that all auto-created documents (i.e invoices or pay stubs) have the correct business address on it. Some vendors / services that you may want to update your address with include but are not limited to:
In addition to banks institutions, payroll providers, cap table management companies, etc from above, you should also consider updating your address with the following if it applies to you:
It may be difficult to know who to notify when you change your company’s business address, however, this article can serve as your starting point. If you’re still feeling overwhelmed, we recommend checking in with your legal team for advice or looking into business operations services that can help with this process.
At Stable, we compliantly guide you through the change of business address process during onboarding. Once you sign up, you’ll be assigned a dedicated account manager to chat with over chat, voice or video, get access to pre-filled forms for changing business address with IRS or Secretary of State, and be able to reference a customized business change of address checklist for in-depth instruction on updating your company's business address.
Changing business addresses is stressful! Our team has helped transition old business addresses over to Stable countless times and is here to make sure the entire process is as smooth as possible for you.
If you have additional questions for how to change my business address or how to change business mailing addresses, feel free to reach out to use at hello@useStable.com.
If you'd like to set up your Stable address and let us guide you through the business change of address process, you can start here.