Change the legal record first
A change is real once the state or the governing document says it is. A name change starts with an amendment filed with the state where the company was formed. A new address is filed through the state's change-of-address process or the next annual report. A new owner or cofounder is recorded in the operating agreement or the stock ledger, and a new registered agent is named by filing a form with the state.
Do these first. Banks, the IRS, and vendors will ask for the filed document or a certificate showing the change.
Then update everyone who relies on it
Work through the list in a fixed order, and tick items off as you go.
- The IRS: report a name change, a new address, or a new responsible party using the instructions for your entity type. Do not simply change the name in your accounting software.
- State tax and payroll accounts, and any licenses or permits issued in the old name or address.
- Banks and card issuers, including the authorized signers on every account.
- Payroll provider, insurance carriers, and benefits providers.
- Customers, vendors, landlords, and anyone who sends you tax forms, such as a W-9 on file.
- Your website, invoices, contracts, and email signatures.
- Your accounting software and any other system that stores the legal name or address.
When an owner joins
Adding a member to an LLC or a cofounder to a corporation is more than a signature. Amend the operating agreement or issue stock under the bylaws. Update the cap table and the capital accounts. Agree on what the new owner contributes, and record it as a contribution, not as income. If shares vest, the new owner should consider filing a Section 83(b) election within 30 days of receiving them.
Tax classification can change too. A single-member LLC that adds a second member becomes a partnership by default, which means a partnership return and a different set of tax rules. Whether it needs a new EIN depends on the IRS's current guidance for its situation. Ask your tax professional before the change takes effect, not after.
Changing signers and registered agents
Remove former officers and signers from bank accounts the day they leave, and add new ones with the documents the bank requests. Keep a list of who has authority to sign, approve payments, and see statements.
Switch a registered agent with overlap. File the change with the state, wait for the state to show the new agent, and only then tell the old agent to stop. A gap in agent coverage can mean a missed lawsuit or state notice.
Federal ownership reporting
Federal beneficial ownership reporting rules have changed more than once. Before assuming a change requires, or no longer requires, a filing, check FinCEN's current guidance.
Keep proof
Save the filed amendment, the confirmation letters, and the dates you notified each party in one folder. When a bank, a lender, or an auditor asks how a change was made, the answer is already in one place.
Frequently asked questions
Do I need a new EIN after a name change?
Usually not. A name change generally keeps the same EIN, but you must notify the IRS. A change in ownership or entity type can require a new one, so confirm with the IRS guidance for your entity type.
How long do I have to update my address with the state?
It depends on the state. Many require an update at the next annual report, and some require a separate filing sooner. Check your state's business filing office.
Can I be my own registered agent when I move?
Only if you still have a physical address in the formation state. If you move away, you need a commercial registered agent or another qualified person there.