How to conduct a change of place of business?

Changing the place of business is a decision that involves specific, unavoidable formalities. This applies to both sole traders and companies registered in the National Court Register. In the case of entities with a partnership agreement, it is important to note whether the change of address will involve a change of registered office and, consequently, a change to the partnership agreement. Moving a company to a new address, including a virtual one, requires notification of this fact to the relevant authority. How to update your data step by step, avoid mistakes, and effectively use the change of address as an opportunity to improve your image and optimize company costs? We have the answers!

When and who can change their place of business?

A change of business location often marks a new stage in a company's development – a reorganization of its working model, a move to larger offices or, conversely, a shift from traditional office space to a virtual office. Regardless of the reason, the address should always correspond to the actual place of business, or at least the statutory activities of the management board, such as holding meetings and adopting resolutions. An outdated address can cause a number of problems with the delivery of correspondence, incorrect jurisdiction of authorities, and tax consequences. 

The data provided during the registration of a company in CEIDG can be changed multiple times during its operation. Who can change the place of business? This right is held by every entrepreneur registered in CEIDG or KRS who has legal title to the premises. In practice, this means that they are the owner or have a lease agreement. The update is made by the owner of the sole proprietorship or the company's management board— no later than 7 days after the change.

How to report a change in CEIDG or KRS?

How to report a change of place of business depends on the legal form of the company. Sole proprietors report a change of address using the CEIDG-1 form. An application for a change of data in the CEIDG can be submitted in three ways: 

1. online - through the business.gov.pl portal, logging in with a trusted profile or e-card;
2. in person at any city or municipal office (in which case proof of identity is required: ID card, passport or mDowód);
3. by traditional mail - the completed application should be sent by registered mail, accompanied by a notarized signature.

Changing data in CEIDG is free of charge - the entry will be updated no later than the next business day after the application is submitted. Importantly, when making changes using the CEIDG-1 form, the entrepreneur does not have to submit this information to the tax office, Social Security, KRUS or GUS on his own - the data is submitted automatically. 

In the case of companies, changes are made by submitting a request for data modification to the National Court Register (KRS). This can be done in two ways: 

1. via the Court Register Portal (if the articles of association/memorandum of association were drawn up by a notary public); 
2. using the S24 ICT system (provided that the articles of association were concluded using the model agreement in S24).

A change in the place of business of a civil law partnership requires each partner to submit a separate application. It is also necessary to update the company's data in the REGON register.

What changes when you update your business address?

A change of place of business affects the operation of the company in many operational and administrative areas. The primary issue is company correspondence: this is because all official letters, administrative decisions and notices will be addressed to the new address. Therefore, if the address in the register is not updated, delivery may be considered effective, even if the entrepreneur has not actually received the mail. 

Entrepreneurs should also bear in mind that, along with the change of business location, the tax office responsible for VAT and PIT settlements may also have changed. For companies, this also means an obligation to update their data in the NIP-8 declaration. The CRBR (Central Register of Beneficial Owners) and banks should also be taken into account.

The new address becomes the official place where a tax inspection could potentially be conducted. Therefore, it must be a truly accessible location - including virtual offices that offer mail handling and access to the premises when needed.

When changing the business address, the entrepreneur must also remember to update the company's details on contracts, bills and invoices, as well as informing his contractors.

Change of address vs. virtual office - is it a good solution?

For many entrepreneurs, a change of business location is a good time to optimize the work model and take advantage of the opportunities offered by a virtual office. This is because this solution allows you to run your business without renting physical premises, while providing your company with a professional image, the convenience of daily business management and full regulatory compliance.

A virtual office in the Biznes Spot is first and foremost: 

• A prestigious business address in the city center;
• Minimizing corporate costs;
• greater privacy;
• Professional administrative support and correspondence handling.

A virtual office is a great choice for relocation for entrepreneurs who want more flexibility - without the stress and excess paperwork. Relocating your business doesn't have to be a problem. With us, it becomes a simple step to growth.