Letter about changing the details of the organization. 2021 sample

Who should I write to about changing details?

This message is used to inform partners/clients/customers/creditors, as well as interested government agencies and regulatory authorities about the changes that have occurred.

An important clarification: today there is no need to report changes in bank details to the territorial tax service in writing, because this function was transferred to banks.

Form and sample
Free download
Online viewing
Expert tested

FILES

As for the other counterparties of the enterprise, in relation to them the letter is not voluntary, but mandatory, since the need to notify about a change of details is always reflected in the written contractual relationship between the parties. The most important thing is to do this in a timely manner, even better in advance, so that during practical interaction no unpleasant incidents arise, such as sending important documents to the previous address or transferring funds to old accounts.

Results

Notifying the counterparty about a change of address is a common procedure. However, it may be prescribed by contract. Failure to fulfill the obligation established by the contract may lead to trouble for the violating party.

Sources: Law “On Combating Money Laundering” dated August 7, 2001 No. 115-FZ

You can find more complete information on the topic in ConsultantPlus. Free trial access to the system for 2 days.

Compilation rules

The letter does not have a strict, mandatory, unified template, so it can be written in free form, taking into account the needs and objectives of the sender. However, you still need to adhere to some norms and standards.

At the beginning of the letter, it is necessary to indicate the sender and addressee, and if we are talking about the addressee, you should enter not only the name of the company, but also the position of a specific employee.
Next comes the informational part of the message. Here you need to convey to the recipient a message about the change in details, indicate new ones, and also state requests related to the changes made.

The tone of the letter should be polite, not too dry, but in no case cheeky. It is necessary to follow a business style and carefully monitor compliance with the rules of the Russian language, especially in terms of vocabulary, grammar and punctuation.

A letter about changing details can be written either by hand or printed on a computer, but in any case, it must contain a “living” signature of the head of the sending organization or another authorized person. It is not necessary to put a stamp on the document, because from 2021, legal entities have the right not to put stamps on paper documentation.

You can write a letter

on a regular standard A4 sheet of paper
or on the organization’s letterhead.

The last option is preferable, because it gives the document solidity and indicates the official nature of the message.

The letter may have as many copies as required to notify all interested parties. Each sent message must be recorded in the outgoing registration log, so that in case of disagreements with the counterparty, the sender has information about the date the message was sent.

Where is the company moving to?

But first you need to define the terms: location and address of the legal entity. In the first case, we are talking about the locality where the LLC is registered.

This is how it is stated in Article 54 of the Civil Code of the Russian Federation: “The location of a legal entity is determined by the place of its state registration on the territory of the Russian Federation by indicating the name of the locality (municipal entity) .”

But in addition to the location of the LLC, which is indicated in the charter, there is also the address of the legal entity within the location . This is the so-called full legal address, indicating the street, house, office or apartment number. This address is entered into the official register of the Unified State Register of Legal Entities.

Thus, the procedure for filling out form P13014 depends on how the organization’s address changes:

within the location, that is, without changing the charter;
with a change of location, at which changes are made to the charter.

There is another option - for long-registered LLCs. Previously, the charter also indicated the full address, and not just the location. In this case, any change of address, even within the same city, changes the charter.

In form P13014, when changing your address, focus on FIAS, and you must select a municipal division.

Sometimes it turns out that some element of the address, for example, a house number, is not included in the register. Then you need to contact the tax office for clarification, otherwise you may be refused to register the changes.

Important: if the location of the LLC is a city of federal significance (Moscow, St. Petersburg, Sevastopol) or the city of Baikonur, then elements of the address such as a municipal district, urban settlement, or populated area are not indicated.

As for the rules for reducing address elements, they were approved by Order of the Ministry of Finance dated November 5, 2015 No. 171n (previously, reductions were regulated by an appendix to the order of the Federal Tax Service that approved the registration application forms).

Therefore, before filling out form P13014, make sure that the new address is in FIAS and you know how to correctly abbreviate its elements. If you have any difficulties in this matter, we recommend contacting the Federal Tax Service or for a free consultation.

Free consultation on business registration

An example of writing a letter about changing the details of an organization

Filling out the header of the letter

At the top of the message, the sender is first indicated, that is, it is entered
address and telephone number for contact.
Then enter information about the recipient:
and a specific person to whom the address is directly made (position, surname, first name and patronymic).
After this, the date of drawing up the letter and its number according to internal document flow are indicated.
Below in the middle of the line is written the name of the document.

Filling out the body of the letter about changing details

The following is an information section.

First, the recipient is informed of the fact that the details have changed and it is indicated which data has been changed. The date from which the previous details lost their meaning is also entered here.
Then, you should indicate all the requests the sender has regarding past and future documents regarding the changed data.
At the end, the letter must be signed, with a transcript of the signature and an indication of the position of the signatory.

Changing the location of the LLC to the home address of the director or founder

If you urgently need to change the location of the LLC, you can register a new address according to the registration of the director or participant who has a share of at least 50% in the company. In this case, the change of address occurs in one stage and within 5 working days after submitting the following documents to the registering Federal Tax Service at the new address:

form P13014, certified by a notary;
document confirming payment of state duty (to the details of the tax office at the new address);
protocol or decision of the sole participant on amendments to the charter;
charter as amended or annex to it (2 copies).

Documents to confirm the new address are not formally required, but we also recommend submitting the owner’s consent and a copy of the certificate of ownership (or an extract from the Unified State Register). The registration of the leader or participant in the passport must match the data in the application.

How to send a letter

Since details are the most important part of official documentation, it is advisable to send letters about all changes associated with them in “natural” form. This makes it possible to reliably bring information about new details to the attention of counterparties, especially if you send these messages by registered mail with return receipt requested.

As a last resort, you can combine different sending options: for example, combine an email or fax message with sending via Russian Post. On the one hand, this will allow partners to be notified of changes as quickly as possible, and on the other hand, it will provide the sender with evidence that the corresponding letter was sent to them in a timely manner and received by the addressee.

Mailing address

Postal address is the most common concept used to clearly define the location of a particular plot of land. This address is determined by the municipality for the newly formed site, which previously did not have such a characteristic.

In addition to determining the location of a particular site, the postal address allows you to find out the characteristics of a specific site using a public cadastral map.

To do this, you need to contact this resource and indicate information about the specific address of the property in the search bar for a particular property.

If there is information about a property with such an address, the system will provide information about the site, indicating its characteristics, belonging to a particular category, type of permitted use, as well as the cadastral value of the property and the date of the last cadastral valuation.

How to correct inaccurate information in the Unified State Register of Legal Entities

If there is a real discrepancy in the information in the Unified State Register of Legal Entities, it is necessary to urgently correct the inaccurate information about the legal address within up to thirty days. It is necessary to submit an application to change information about a legal entity using form No. P13001. Attach to the notification documents confirming the actual location of the organization in the specified location (certificate of ownership or lease agreement).

Do not write in response to a notification from the Federal Tax Service that the address information is unreliable and do not promise to correct everything. Enter the correct information, and then send a response to the notification and indicate that you did not manage to update the information in time. For violation of the deadlines for notifying the Federal Tax Service, the punishment is less severe than for discrepancy between the data in the Unified State Register of Legal Entities.

A legal entity may eliminate violations within six months from the date of entry into the Unified State Register of Legal Entities, before the start of the liquidation procedure, as well as during the procedure, by submitting to the registration authority a reasoned statement indicating that the information has been corrected, which is the basis for terminating the procedure for eliminating the legal entity. persons from the register (clause “b”, clause 5, clause 3, 4 of Article 21.1 Federal Law dated 08.08.2001 No. 129-FZ, letter of the Ministry of Finance of Russia dated December 28, 2018 No. 03-12-13/95934).

Letter to clarify the purpose of payment

To do this, you just need to write similar letters in a simple notification form.

This letter is drawn up by the company that transferred the funds. Usually the text itself is written by a specialist in the accounting department or another employee authorized to create this type of correspondence and who has access to the generated payments. In this case, the document must be signed by the head of the company.

does not have a unified template that is mandatory for use; accordingly, it can be written in any form or according to a template approved in the company’s accounting policy. At the same time, there is a number of information that must be indicated in it.

These are: the name of the sending company, its legal address, information about the addressee: company name and position, full name of the manager.

If the location is specified in the charter

Open the charter and check the address entry located on the first page. Here's how to uncheck a company's address if the location is listed in the charter:

fill out form P13001;
have the completed form certified by a notary;
submit documents to the inspectorate.

The Federal Tax Service will respond in 7 days and send a sheet with updated address details.

How to write a letter about changing the purpose of an incorrect payment

Therefore, the sample may look like this. There is no such procedure in legislative acts and other normative documents - formally the possibility of clarification is not provided.

However, in practice this phenomenon is very common, since the violation in the payment document is not particularly critical and, as a rule, the situation is resolved quite simply. In general, the sequence of actions is as follows: First you need to contact the second party who made the mistake.

Then notify the bank by sending it correspondence according to the sample given above (or your own form). Then you need to receive a written response from the bank, which is attached to the payment order.

Moving with the help of a moving company

Moving companies provide services for organizing the transportation process during a move. They are responsible for packing, transporting and unpacking the items. It is very important to provide the moving company with all the necessary information, since it is on the basis of it that the manager determines the number of necessary movers and vehicles.

All items that will be transported must be provided with as much information as possible. It would be a good idea to indicate the size and quantity. You can also indicate the number of boxes with personal belongings of employees.

The cost of the moving company's services is also affected by the floor from which and to which the transportation will be carried out. The higher they are, the more expensive the move will cost.

Often, moving companies themselves provide packing and unpacking services. If this service is not provided, then you can contact specific companies that do this. They will disassemble large furniture and pack it. Of course, upon arrival at the new office, the same company will unpack and assemble the furniture.

Letter notifying clients about moving to a new office

The employee must be familiarized with the order against signature. A record of dismissal is also made in the work book on the basis of clause.

Labor Code of the Russian Federation, under which the signature of the familiarized employee is placed. In addition, a similar entry is made in the employee’s personal card in Form N T-2, in which the employee’s signature is also placed. On the day of dismissal, the employee is issued his work book, and is also paid the wages due to him, compensation for unused vacation (if any) and severance pay in the amount of two weeks' average earnings in accordance with Part.

What is important to remember when moving

When packing furniture, it is better to use high-quality materials that will protect it from mechanical damage during transportation.
For packaging equipment, it is better to use original boxes that have appropriate foam fixing molds.
There is no need to use the labor of your workers for loading. It is better to hire professional movers who know a lot about moving and loading furniture and other things.
It is better to entrust the packaging of documentation to employees. They have a better understanding of all this and understand what should be packaged with what. When using the services of a packaging company, there is a considerable probability of losing certain documents, which is associated with the incompetence of the packers.
You can purchase special boxes for packaging. It is better not to use their large versions, as after being completely filled, they become too heavy to lift.
Stretch straps will prevent furniture from sliding around inside the vehicle during travel. They will also help prevent rollovers.
It’s best to start unpacking with the furniture. Next, you can unpack the equipment and documentation. And only then personal belongings of employees.