Documents Required for Change in Registered Office of a Company

Akash Varadaraj

21 August 2023

2,121 4 mins read

Changing the registered office address is a complex task. Now Know what are the documents required for changing the registered office address!

The registered office of a firm is the main office where all the authorised reports and other important information associated with the firm are sent. Change in registered office addresses is a complex task that involves multiple legalities. Apart from the registered department, a firm may have other departments such as corporate office, executive office, district office, and other manufacturing plants.

The registered office has to be enrolled with the Ministry of Corporate Affairs (MCA). Proponents of the firm finalise the area and spot of the registered department. Once registered headquarters is announced via filing form INC 22, any changes in the registered office of the firm have to be intimated to the ROC.

Table of Contents

Reason for Change in Registered Office Address

There are multiple reasons a firm can decide to change its registered office. Stakeholders and the committee of directors have the power to choose the area of the registered office.

The only explanation required is their satisfaction. Although, in some scenarios, a need occurs to shift the registered department area from one place to another.

Firms are expected to shift their registered office address when it is growing at a rapid pace and the office area and infrastructure does not suit the company’s present location
If the company is in the final months of its lease or rent and they are planning to rent another office at the lease in a better locality
If a firm is planning to expand its business for employment development and hence planning to change its registered office to an area where it can examine the required possibility
If another firm is buying out your firm, the enrolled office address will be bound to change.

It is important to intimate the ROC regarding the registered office of the firm at the period of incorporation. Make sure to submit the below-mentioned essential papers while fixing the place for your company’s registered office:

Gas bill/electricity bill
Possession tax receipt
NOC collected from the owner of the registered office
Lease treaty between owner and the firm

Make sure that the name and address you have given on the electricity bill/ gas bill/ possession tax receipt should be the same as the NOC receipt given by the owner of the property and it is mentioned in the rental treaty.

Moreover, a facility under construction cannot be appointed as a position for a registered office of a firm. Though, it is not expected to proclaim a registered office as a retail or industrial commodity a residential commodity can also be proclaimed as a registered office of a firm.

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How to Change a Private Limited Company’s Registered Office Within the Same State

The following method is used, in case of any difference in the address of the registered department of a private limited company from one area to another within the boundaries of the same state:

A board conference is conducted and a determination is made
An applicant is instructed to document form INC-22 with the Registrar of Companies (ROC) within 15 days from the period of starting the determination.

Documents Required With Form INC-22

A document of the recent address of the registered headquarters
Gas bill and electric bill not older than 2 months
NOC in association with the address collected from the landlord.

Steps to Change The Registered Office Of A Private Limited Company Outside The Boundaries Of Existing Town, City, Or Village

When the private limited company shifts its registered office from outside the limitations of the prevailing city, town, or village, the fulfilling protocol is assigned to be followed:

A board conference is performed in which the date, day, time, and outlet of the Extra Ordinary General meeting (EGM) are stabilized
A conclusion heeding the difference in office address is enacted in the Extra-Ordinary General Meeting
Form MGT-14 is documented within 30 days from the date of enacting the determination with the Registrar of Companies (ROC),

Documents Required

Form MGT-14

An authorised copy of the resolution
Within 15 days of initiating the conclusion, form INC-22 is documented with the ROC.

Form INC-22

A document of the registered bureau address
A document of the utility bill (not older than two months)
NOC for the place collected from the landlord
Special resolution

Steps to Change The Registered Office Of A Company Within The Same State But From One Registrar Of Companies (ROC) To Another Registrar Of Companies (ROC)

In case of a shift in the recently registered office address of a private limited company from one ROC to another, but within the boundary borders of the same state, the following standards are needed to be attained according to the Companies Act 2013

A board conference is performed which will confirm the day, date, time, and venue of the extraordinary meeting
In the extraordinary general convening, a special determination is made for the substitution of MOA and the shifting of the registered office
The decision is announced publicly in both English magazine and another vernacular publication regarding the updated address of the firm’s registered office
Form MGT-14 is documented with the ROC of the corporations within 30 days from the date of appearing to a decision
A certified copy of the extraordinary General Meeting’s conclusion.