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Who do I need to tell about a change to the registered address? 

With many organisations both rethinking how they work post pandemic and looking to reduce costs, some will be thinking about changing their office arrangements.

If you are thinking about changing office but are struggling to know who you need to tell about it then this blog should help you. Just like when you move house, you need to let people know. Every organization is different and will have different people that they need to tell about the move. But many organisations will also have a common list of contacts to tell about the move too. We’ve listed those common contacts below to help you.

Regulators

  • Companies House – this can be done easily online
  • Charity Commission – this can be done easily online
  • HMRC – make sure you update all of the various bits of HMRC as they aren’t necessarily joined up. If you are registered for VAT make sure you update the VAT section, for payroll the PAYE section, for Gift Aid, for Corporation Tax etc.
  • Information Commissioner’s Office (ICO)
  • Others as relevant

Key contacts

  • Bank – for some it’s an easy online form, for others you need multiple paper forms
  • Other platforms used – this will vary for all but some common ones include
    • Paypal
    • Stripe
    • Square
    • Zettle
    • GoCardless
    • Justgiving
  • Insurer – the change of address could impact your insurance
  • Pension scheme provider
  • Staff

Other contacts

  • Membership bodies e.g. CVS, NCVO
  • Funders/commissioners
  • main stakeholders, e.g. contractors, local authorities, tenants, service users
  • Suppliers/customers general – you may be able to do a mail merge to communicate the change in bulk.

Other updates

  • Headed paper
  • Internal stationery
  • Email footers
  • Website
  • Social media company pages.
  • Resources e.g. collection pot labels

If you are planning to change registered address then use the list above as inspiration, edit it to suit your organisation’s circumstances and start working through ticking the changes off the list. If you can delegate some of the changes to other people, then share the tasks out.