What Forms to be filed for Changing the Company Address. Every registered company in India must maintain an official registered office under the Companies Act, 2013. This address acts as the company’s main point for receiving legal notices, statutory documents, and official communications.
However, as businesses grow or restructure, they often need to change their registered office location. The process involves filing specific forms with the Registrar of Companies (ROC), depending on where the new address is located.
Let’s understand which forms are required and how to file them correctly.
🗂️ Forms Required for Change of Registered Office
The ROC must be notified whenever a company shifts its registered office. The forms to be filed vary based on the type of address change:
| Type of Address Change | Required Form | Approval Required | Time Limit |
|---|---|---|---|
| 📍 Within the same city or local limits | Form INC-22 | No special approval required | Within 15 days |
| 🏙️ From one city to another within the same ROC jurisdiction | Form INC-23 (for approval) + Form INC-22 | Regional Director (RD) approval required | File INC-23 first, then INC-22 within 15 days |
| 🏛️ From one ROC jurisdiction/state to another | Form MGT-14 + Form INC-23 + Form INC-22 | RD and ROC approval required | MGT-14 within 30 days, INC-23 before change, and INC-22 within 15 days |
This summary makes it easy to identify the correct filing requirements.
🧾 Step-by-Step Process for Filing the Forms
To complete the address change smoothly, companies should follow these essential steps 👇
✅ Step 1: Conduct a Board Meeting
First, hold a board meeting to pass a resolution approving the proposed address change. The board should also authorize a director or company secretary to handle the filings.
✅ Step 2: Obtain Members’ Approval (if required)
If the office is being shifted outside local limits or to another state, the company must pass a special resolution in a general meeting. Afterward, file this resolution using Form MGT-14 within 30 days.
✅ Step 3: Seek Approval from the Regional Director
For moves outside the current ROC’s jurisdiction, apply for Regional Director approval by submitting Form INC-23 along with supporting documents.
✅ Step 4: File Form INC-22 with ROC
After receiving approval, submit Form INC-22 with the ROC, attaching:
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Latest utility bill (not older than 2 months)
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NOC from the property owner
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Rent agreement or ownership proof
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Copy of the RD approval order, if applicable
Each of these steps ensures full legal compliance and avoids penalties.
📅 Time Limit for Filing Forms
Companies must file Form INC-22 within 15 days from the date of the office address change. Missing this deadline can lead to fines and non-compliance, as per the Companies Act, 2013.
Submitting documents within the prescribed timeline also helps maintain an accurate and transparent company record with the ROC.
⚖️ Key Legal References
The following provisions govern registered office changes under Indian company law:
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Section 12(4): Notification requirement for change of registered office.
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Rule 25 & 27 of Companies (Incorporation) Rules, 2014: Step-by-step filing process.
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Section 13(4): Procedure for altering the Memorandum of Association (MOA) in inter-state cases.
Understanding these provisions helps companies stay compliant and confident during any office relocation.
🏁 Conclusion
Changing a company’s registered office is a formal legal process that demands timely action and accurate filings.
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Use Form INC-22 for changes within the same city.
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Submit Form INC-23 and MGT-14 for relocations to another jurisdiction or state.
When the process is followed carefully, it ensures smooth communication with authorities and prevents unnecessary legal complications. Maintaining updated records with the ROC also reflects the company’s transparency and professionalism.
Hope you get the clarity about What Forms to be filed for Changing the Company Address.