What Documents are Required for Office Address Change. Every registered company in India must maintain an official address known as its Registered Office. This address is used by government authorities, banks, and stakeholders to send official communication and legal notices.
However, as your business grows, you may need to change your office address — perhaps to a larger space, a different city, or even another state. When that happens, the Registrar of Companies (ROC) must be informed through proper documentation and filing.
Let’s look at all the essential documents required for an office address change under the Companies Act, 2013 and the ROC compliance process.
🧾 Types of Office Address Changes
Before listing the documents, it’s important to understand the three types of registered office changes because each has different documentation needs:
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Within the same city or local limits of a municipality.
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From one city to another within the same state and ROC jurisdiction.
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From one state to another (inter-state shift).
Now, let’s go through the document requirements for each case.
🏙️ Documents Required for Change Within the Same City
If your new office lies within the same city or local limits, the process is simpler. You’ll need:
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📝 Board Resolution approving the new address.
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📜 Form INC-22 filed with the ROC within 15 days of the change.
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🧾 Proof of new address, such as electricity bill, telephone bill, or property tax receipt (not older than 2 months).
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📄 NOC from property owner, if the premises are rented.
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📃 Lease deed or rent agreement, if applicable.
✅ Tip: Mention the exact address in all documents to avoid ROC rejection.
🏢 Documents Required for Change Within the Same State but Different ROC Jurisdiction
When a company shifts its registered office to another city within the same state but under a different ROC, the following documents are mandatory:
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📋 Special Resolution passed in the Extraordinary General Meeting (EGM).
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📄 Copy of altered Memorandum of Association (MOA) showing the updated address.
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📜 Form MGT-14 for filing the special resolution with ROC.
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🧾 Form INC-23, seeking confirmation from the Regional Director.
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📂 Form INC-22 for final address update after approval.
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🏠 Proof of address and NOC from the property owner.
👉 This process requires Regional Director (RD) approval, so keep all documents clear and consistent.
🌍 Documents Required for Change from One State to Another
When a company wants to shift its registered office from one state to another, it becomes a more detailed process because it involves jurisdictional change. The required documents include:
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🧾 Special Resolution passed in a General Meeting.
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📜 Altered MOA reflecting the new state name.
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📝 Form MGT-14 for the resolution.
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📂 Application to Regional Director (Form INC-23) with:
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Copy of Board Resolution and Special Resolution
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Advertisement published in newspapers (English & local language)
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Affidavit verifying application correctness
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List of creditors and debenture holders
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NOC from secured creditors, if any
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🏢 Form INC-28 to file RD approval with ROC
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🧾 Form INC-22 for final address change
✅ Important: The company must also update its address on PAN, GST, bank accounts, and licenses after ROC approval.
🧠 Why Proper Documentation Matters
Using the correct documents ensures smooth approval from ROC and avoids unnecessary delays. Proper filing also:
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Maintains legal compliance under Section 12 of the Companies Act, 2013.
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Prevents penalties for non-intimation.
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Keeps your business identity consistent across government records.
✅ Conclusion
Changing your registered office address is a routine but crucial compliance task.
Whether your shift is within the same city or to a new state, always prepare the right documents — such as the Board Resolution, proof of address, NOC, and Form INC-22 — to ensure legal accuracy.
In short, a company must update the ROC every time its office location changes to stay compliant, transparent, and operationally sound.