A Step-by-Step Change of Address Checklist for Businesses

A change of business address is a major step that involves more than just moving locations. It requires pre-planning and mindful execution to maintain operations and legal compliance. 

Whether your business is relocating to a new office space or transitioning to a virtual setup, you must follow multiple important steps. This comprehensive guide offers a roadmap and a full change of address checklist for businesses for a smooth transition from beginning to end. 

The Importance of Updating Your Business Address

Updating your business address is a fairly straightforward task, but its importance goes far beyond just changing signs and updating your letterhead. It’s a non-negotiable aspect of compliance and customer trust. 

Your business address should always be current. Federal, state and local agencies need accurate contact information to send important correspondence, such as: 

 - Tax notices

 - Legal documents

 - Regulatory notices

 - Official communications

For your day-to-day operations, a current business address affects everything from customer service to deliveries and operational delays. 

If you don’t promptly change your business address, it could lead to fines, operational halts and even legal troubles. If clients find your business address outdated, it could damage your professional reputation. 

Preparing to Change Your Business Address

Before the move: 

Create a comprehensive list of all entities that must be notified. This could include:

 - Government agencies

 - Banks and financial institutions

 - Customers and clients

 - Vendors and service providers

Gather all necessary documentation and information required to file a change of address, such as: 

 - Your employer identification number (EIN)

 - Business License

 - Your new address, including the ZIP+4 code

 - Any forms and documents required to formally update your address

Communicate with your team and stakeholders to inform them of the change and provide: 

 - A clear timeline for the move

 - Necessary instructions for the transition

 - The address of the new location

Update Your Business Address with Federal Agencies

Federal agencies should be aware of your new address as soon as possible. It’s necessary for compliance and continuity, as it helps keep an accurate record of your business at all times. 

How to Change a Business Address with the IRS

Within 60 days of the move, you have several ways to notify the IRS of a change to your business address:

Form 8822-B 

 - Visit the IRS website and download Form 8822-B for business address changes. 

 - File the form by mail to the correct address. This is specified on the form according to the state of your former business address. 

Tax Return

 - File your taxes using your new address, so long as it is within the required timeframe. 

Written Statement

 - Prepare a signed statement that includes the responsible party’s full name, old and new addresses and EIN.

 - Mail the written statement to the correct address, usually where you filed your last tax return. 

Phone Call/In-Person 

 - Visit the IRS in person or notify them over the phone. 

 - Give them the responsible party’s full name, old and new addresses and EIN.

 - Be prepared to validate your identity if requested. 

How to Change a Business Address with the SSA

Update your business address with the Social Security Administration if you have employees on your payroll or participate in their programs: 

 - Change your address online within your account dashboard (preferred)

 - Call the SSA’s toll-free number

 - Visit your local Social Security office

Update Your Business Address with State Agencies

State laws require that their records reflect your current business address to remain in good standing. Your state’s protocols may vary and some require a nominal administrative fee. 

Secretary of State

 - Visit your state’s Secretary of State website. 

 - Navigate to your account or your state’s section regarding business filings or renewals. 

 - Fill out the required form, usually a Change of Address or Amendment form.

 - Submit the form online or mail it to the right address, including any fees. 

State Tax Agency

 - Visit your state’s tax agency website. 

 - Navigate to your account or your state’s section on updating business information. 

 - Fill out the required form, usually a Notice of Change or Business Tax Change form.

 - Follow submission instructions. You may need to notify more than one entity.

State Licensing Agency (If Applicable)

Some businesses must contact their state licensing agency—common for law, healthcare and other regulated professions. 

 - Visit the website for your state’s licensing board or agency.  

 - Find the section to update licensee information. 

 - Locate and fill out the required forms. 

 - Submit the form as required.

Notify Your Local Agencies and Municipalities

Let local business licensing agencies know about any changes to your business address to maintain valid standing. 

Local Business Licenses and Permits

 - Visit your municipality’s government website.

 - Find the page for business services and licensing

 - Locate the form for business license change of address. This may be found on your account dashboard if you have one. 

 - Fill out the form with all required information. 

 - Submit the form as instructed. 

Make sure the change was processed correctly before requesting an updated license. 

If you need to update a permit, these forms are also on your local government’s website. 

Notify Your Financial Institutions

Consider all business accounts or institutions you use for payment processing. Most financial institutions have online portals where you can update your information, but some may require updates via other methods. 

Banks and Credit Unions

 - Compile the information you’ll need, including any government-issued IDs, account numbers and old and new addresses. 

 - Contact your bank or credit union by visiting a branch or calling their customer service number. 

 - Provide the necessary information and confirm your address has been updated. 

Credit Card Companies and Lenders

 - Log into your account online. 

 - Find the page for updating your personal account information. 

 - Enter your new address and submit the change. 

Local Business Licenses and Permits

Update Your Address with Service Providers

Informing all of your service providers of your change of business address ensures uninterrupted service. 

Utility Companies (Electricity, Water, Internet, Gas, Etc.)

 - Have your account information, old and new address details ready. 

 - Contact each provider either through an online portal or by phone call. 

 - Update your address, cancel services or scheduling transfers where necessary. 

Insurance Providers

 - Call your insurance providers or log in to your account online. 

 - Notify them of your updated address. 

 - Review your insurance coverage to make sure it’s adequate for the new location. 

Registered Agent

 - If you use one, let your registered agent know of the address change so they can still receive legal correspondence on your behalf. 

 - Confirm they’ve updated their records. 

Essential Services

 - Review any service agreements you have with cleaning, security, bookkeeping and other providers. 

 - Inform them of your updated address.

 - Make necessary service updates like new schedules or deliveries to your new location. 

Inform Your Customers and Vendors

Give your clients, customers, and anyone you do business with a heads-up about your new address. Doing so will maintain relationships in your network. 

Update Your Company’s Online Presence 

Revise your contact information where necessary, including: 

 - Website 

 - Email signatures

 - Social media

 - Online platforms and databases

Where possible, notify followers or online users of the move ahead of time.

Notify Your Customers and Clients

 - Decide how you will communicate with your customers. 

 - Draft a communications plan via a letter or notice. 

 - Send the update in alignment with your strategy. 

Update Contracts and Agreements with Vendors and Suppliers

 - Consider which contracts and agreements need to be updated to reflect your new address. 

 - Formally notify vendors of your new address details. 

 - Confirm they’ve received your update. 

Set Up an Alternative Professional Address

Are you not moving to a physical office? Using virtual business services gives you a more professional appearance and other business benefits. 

Virtual Office Address

This provides a business address without the overhead of a physical office. In addition to a professional mailing address, this option can also include other services and amenities. 

For example, Davinci’s virtual office spaces also include: 

 - Mail receipt and forwarding services

 - A lobby directory listing and a greeter to welcome clients

 - Registered agent services

 - Fully equipped meeting rooms

 - A business support center with access to office equipment

Learn more about setting up a virtual business address. 

Coworking Spaces

These spaces offer flexible workspace options with a professional address. Coworking spacesare great for networking and collaboration and often include mail handling services, business address registration and community perks. 

Find one of our coworking spaces near you. 

Important Post-Move Tasks

The work isn’t quite done until after the big move. Take steps to ensure every entity updates your change of business address correctly.

Verify Mail Forwarding with the Post Office

 - Up to 90 days before or 30 days after moving day, complete a Change of Address form with USPS on their website or at a post office location to set up mail forwarding to your new address. 

 - Note that you only need to file one form, even if mail is received under different names. 

Double-Check All Business Address Updates

 - Perform one last sweep to make sure nothing was missed with your old address on file. 

 - Verify that all changes were processed correctly by agencies, providers, and other entities. 

Recap: A Complete Change of Address Checklist for Businesses 

There’s a lot to take care of when you move business locations. Stay organized and make it easy for you and your business with this change of address checklist: 

1. Make a thorough notification list

2. Compile all required documents

3. Inform your employees and stakeholders

4. Update your address with the IRS, USPS and SSA

5. Notify relevant state agencies 

6. Update local licenses and permits 

7. Contact banks and lenders

8. Update utility and insurance providers

9. Notify your registered agent

10. Contact essential service providers

11. Update your website and online platforms

12. Inform customers, clients and vendors 

12. Set up mail forwarding

14. Perform a final check of all updates

Changing your address requires several steps, but utilizing this change of address checklist will keep your business running smoothly, whether settling into a new physical or virtual office. 

With Davinci Virtual Office, you can boost your professional image without the overhead of a lease. Our virtual business and coworking solutions offer the benefits of a professional location with greater flexibility. Learn more about Davinci's virtual office solutions today. 

About Coco Quillen

Coco is the Chief Operating Officer at Davinci Virtual Office Solutions. She manages the strategic development and operational implementation of services for Davinci. She works closely with all teams to ensure customers are well taken care of.