Do I need to edit personnel documents when changing the company name?

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.

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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.

How is the procedure carried out?

To change the name legally, several actions are performed in combination:

• Make all changes that record the decision to change the name in the constituent documents of your company and have them approved by authorized persons. This can be formalized as an addition to the Charter or as a new edition of the Charter;
• Information about the name change is entered into the Unified State Register of Legal Entities. To do this, the following documentation is provided: a completed application, a decision to change the name, a receipt for payment of the state fee. Documents can be taken in person or sent to the Federal Tax Service using Russian Post;
• Within five days, changes are made to the Unified State Register of Legal Entities, and a certificate is issued. From this date, the change of name is considered a fait accompli;
• At the next stage, you receive new data from the Social Insurance Fund, Pension Fund and Rosstat;
• Notify your counterparties and the banking organization where the current account is opened about the changes so that changes can be made to the details. Notify by letter of the name change;
• If necessary, obtain all licenses and permits issued for the new company name;
• Carry out organizational activities within your company: issue an order for a new name , start notifying employees about this.

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.

1. 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.
2. 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 Since 2016, 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.

Writing a letter

There is no official sample letter for changing the name of an organization established by any regulatory act. When composing a letter, you should be guided by the basic rules of business correspondence, that is:

• the letter must be left on the organization’s letterhead (if the organization uses it);
• the letter must be signed by the head of the organization;
• the letter must be written correctly, using clerical cliches.

In general, the structure of a letter about changing the name of an organization is no different from the structure of other letters about changing details. We have a sample letter on our website that you can use and personalize to suit your needs.

The structure of the letter contains the following sequential elements:

1. “header”, located in the upper right corner and containing information about the addressee of the letter (name of the organization, full name and position of the manager or full name of the individual entrepreneur);
2. the title of the letter is “Notice/Notification of a change in the name of the organization”;
3. the text of the letter, which must indicate the previous name of the organization, the new name and the date of change in the name of the organization;
4. if necessary, the actions that need to be performed by the counterparty in connection with the change of name are listed;
5. manager's signature.

You can send a letter in any convenient way. If an organization wishes to have on hand confirmation of receipt of a notice of a change of name by its counterparties, it can:

• for personal delivery - ask the office employee who received the letter to stamp it with the incoming correspondence stamp and the date of receipt;
• when sending by mail, issue the letter as a registered letter with acknowledgment of delivery.

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

Filling out the header of the letter

1. At the top of the message, the sender is first indicated, that is, it is entered
   full name of the organization (in accordance with registration papers),
2. address and telephone number for contact.
3. Then enter information about the recipient:
   its name
4. and a specific person to whom the address is directly made (position, surname, first name and patronymic).
5. After this, the date of drawing up the letter and its number according to internal document flow are indicated.
6. 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.

1. 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.
2. Then, you should indicate all the requests the sender has regarding past and future documents regarding the changed data.
3. At the end, the letter must be signed, with a transcript of the signature and an indication of the position of the signatory.

Business name change process

To carry out this procedure, you need to record the selected name in the act and collect a package of required documents. These include:

• application written in form P13001
• agreement of the meeting of the founders of the company
• charter edited in accordance with the amendments
• receipt confirming payment of state duty

The state fee must be paid by the general director - his full name must be indicated on the receipt. The collected documents must be certified by a notary. In this case, the applicant must submit to the notary all statutory documents and an extract from the register of legal entities.

After the documents have been certified, they should be submitted to the tax office for review. However, they must be submitted no later than 3 days after the decision to change the company name is made. Tax inspectors register amendments within 5 working days .

If the company uses a seal, then after changing the name it is necessary to order a new one. It is also necessary to notify the bank, partners and clients of changes in details and make adjustments to internal documentation.

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.

How to change the name of an LLC

Stage 4 - notarize

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Have the application in form P13014 certified by a notary. It is with him that the director will need to sign this form.

The notary must be shown the same documents that are provided to the tax authority. You may also need:

• fresh extract from the Unified State Register of Legal Entities;
• original OGRN and TIN certificates;
• old version of the charter.

The cost of notary services to certify the applicant’s signature is 1.5 - 2 thousand rubles.

If the documents are not submitted to the Federal Tax Service by the head, then a power of attorney will be required from a notary for a representative of the organization to carry out registration actions.

Stage 5 - pay the state duty

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Before submitting documents to the Federal Tax Service, you need to pay a state fee in the amount of 800 rubles. You can use the details provided on the tax service website, or transfer money using a special service of the Federal Tax Service.

Stage 6 - submit documents to the Federal Tax Service

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Transfer or send to the Federal Tax Service the collected set of documents for renaming a legal entity. This package includes:

• a statement certified by a notary in form P13014. When sending documents through an EDF operator using a digital signature, the application does not need to be certified;
• two copies of the updated version of the charter or only a sheet with changes made to the previous charter. When a new charter is submitted to the Federal Tax Service, it is not stitched together;
• duly executed minutes of the general meeting of owners or the decision of the sole founder;
• receipt and payment order for payment of state duty.

Documents to change the name of an LLC can be submitted:

1. directly to the Federal Tax Service in paper form;
2. send by mail in a valuable letter with a list of the contents;
3. through the MFC - in paper or electronic form;
4. through the EDF operator - electronically.

The state duty is paid only when submitting form P13014 to the Federal Tax Service in person or when sending it by mail. In all other cases there is no need to pay it.

Stage 7 - we receive documents confirming the registration of the name change

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The procedure for registering a change in the name of an LLC with the tax authorities takes place within 5 working days, after this period the applicant must receive the following documents:

• sheet for recording changes in the Unified State Register of Legal Entities;
• one copy of the charter or sheet of amendments with a mark from the Federal Tax Service;
• certificate of registration of the LLC with the Federal Tax Service.

On the Federal Tax Service website you can monitor the registration procedure by downloading new extracts from the Unified State Register of Legal Entities from time to time. This digitally signed document has the same legal effect as a paper document with a blue seal.