In India, every company registered under the Companies Act is required to have a registered office as prescribed. This is the official address where the company receives all communication from government authorities and other persons. However, over time, a company may need to change its address due to various reasons, such as business expansion, a better location, or cost-saving needs.
The good news is that the Ministry of Corporate Affairs (MCA) allows companies to change the registered office address online through a simple and transparent process. This article provides a step-by-step guide in simple language.
What is a Registered Office?
A registered office is the official address of a company where all government and legal documents are sent. It is mentioned in the company’s incorporation documents and is recorded with the Registrar of Companies (ROC). It is also the place where important records and registers are kept.
Changing the registered office means updating this official address with the ROC.
Reasons for Changing the Registered Office
A company may want to change its registered office for various reasons:
- Moving to a bigger or better location
- Shifting to another city or state for business growth
- Changing from a residential to a commercial registered address
- Saving on office rent or operational costs
Types of Registered Office Address Change
The procedure to change the registered office depends on the type of change:
- Within the same city or town – This is the simplest form of change and requires minimal formalities.
- From one city to another within the same state under the same ROC – This involves a few additional steps compared to the first case.
- From one ROC to another within the same state – When the registered office moves to a city under a different ROC jurisdiction, approval from the Regional Director (RD) is needed.
- From one state to another – This is a more detailed process involving alteration of the Memorandum of Association (MOA) and approval from the RD.
Documents Required
To change the registered office address online, the following documents are needed:
- Board resolution for address change
- Special resolution (in certain cases)
- Proof of new address (like rent agreement, electricity bill)
- NOC from the property owner
- The latest utility bill, which is not older than 2 months.
- Copy of altered MOA (if applicable)
- DSC (Digital Signature Certificate) of the authorized signatory
Step-by-Step Online Process to Change the Registered Office Address
Here’s how to change the registered office address online in India:
Step 1: Hold a Board Meeting
It needs to pass a resolution to approve the change in the registered office address and authorize a person to handle the legal process.
Step 2: Pass a Special Resolution (if required)
If the office is being shifted to another city or state, conduct a general meeting to pass a special resolution. File Form MGT-7A (Annual Return) and Form MGT-14 with the ROC…!
Step 3: File Form INC-22
This form is used to inform the ROC about the new address. Fill in the details and upload the required relevant documents. This form must be filed within 30 days of the change.
If the move is from one state to another or to a different ROC, file Form INC-23 (for RD approval) and Form INC-28 after getting approval.
Step 4: Verification and Approval
The ROC will verify the form and documents. If everything is in order, the registered office address will be updated in the MCA records.
You can check the status and updated address on the MCA portal.
Things to Keep in Mind
- Always file the forms within the given deadlines to avoid penalties.
- Ensure that the new address is clearly displayed on all company documents and signboards.
- Update the address in PAN, GST, bank accounts, and other registrations after approval.
Conclusion
Changing the registered office address of a company in India is easy and smooth, which can be done online through the MCA portal. With proper planning, required documents, and timely filings of documents, companies can complete the process smoothly. Whether you’re shifting locally or across states, following the correct procedure ensures legal compliance and keeps your business operations hassle-free.
