Who must sign the declaration?

The signer must have authority per your formation documents (officer, manager, or authorized agent). Check corporate bylaws or the operating agreement and include a board resolution if required.

Is an electronic signature legally valid?

Yes in most cases under the ESIGN Act (15 U.S.C. ch. 96) and UETA (adopted by 49 states plus DC). Exceptions include certain testamentary or court-ordered filings that require original signatures.

When is notarization required?

Notarization depends on the recipient. Some state filings or third parties require a notarized affidavit or acknowledgement. Check the Secretary of State or recipient guidance before submitting.

Can I submit the declaration online?

Many states accept online filings through their Secretary of State portals; available features vary by state. Electronic submission often expedites processing and preserves an audit trail.

What if I submitted incorrect information?

Prepare a corrected declaration or amendment as specified by the recipient. Correct promptly to avoid service issues, tax reporting errors, or administrative penalties.

How long should I retain the records?

Keep the executed declaration and audit trail per applicable standards: at least 3 years for tax-related records (IRC §6501(a)) and 6 years for HIPAA-covered records (45 CFR §164.530(j)).

Electronic Signature
Templates
Miscellaneous
Business Declaration of Change

Business Declaration of Change

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

BUSINESS DECLARATION OF CHANGE

Recitals

WHEREAS, Declarant is a business organized under the laws of the jurisdiction identified below and currently engaged in lawful business activities under the legal name entered herein; and

WHEREAS, Declarant desires to notify the Recipient of specified changes to the business's registered information, and Recipient agrees to accept and record such changes in accordance with the terms and conditions of this Declaration; and

WHEREAS, the parties intend by this Declaration to set forth the changes to be made, the effective date of those changes, and the rights and obligations of the parties with respect to those changes.

Declarant Information

Business Name Business Registration / EIN Jurisdiction of Formation

Declaration of Changes

Effective Date of Change:

Type(s) of Change (select all that apply):

Change of Business Name Change of Principal Address Change of Registered Agent

Change of Ownership / Control Addition or Removal of Trade Name Other (describe below)

If changing business name — Current Name If changing business name — New Name If changing address — Current Principal Address If changing address — New Principal Address If changing registered agent — Current Agent Name and Address If changing registered agent — New Agent Name and Address

Scope of Change

The Declarant hereby states that the changes described in this Declaration are limited to the items expressly identified in this document and are made for the purpose of maintaining accurate public and contractual records. The scope of the changes, supporting documentation, and any limitations are described below.

Detailed Description of Changes and Supporting Information

Payment Terms

If fees are due to Recipient for filing, processing, or related administrative services, such fees shall be payable as follows.

Total Fee Amount Payment Schedule and Due Dates Late Fee or Interest

Term and Termination

This Declaration is effective as of the Effective Date set forth above and shall remain in force until the changes have been recorded and acknowledged in accordance with applicable law, unless earlier terminated as provided below.

Anticipated Start Date Anticipated End Date Termination Notice Period

Confidentiality

All non-public information provided by either party in connection with the changes described herein shall be maintained in confidence by the receiving party and shall not be disclosed except to the extent required by law, court order, or regulatory authority. The receiving party shall use at least the same degree of care to protect confidential information as it uses to protect its own confidential information, but in no event less than reasonable care.

Declarant acknowledges and agrees to the confidentiality terms above.

Governing Law

This Declaration shall be governed by and construed in accordance with the laws of the jurisdiction indicated below, without regard to its conflict of law principles.

Governing Law Jurisdiction

Entire Agreement

This Declaration constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, representations, and understandings, whether written or oral, relating to the changes described herein. No amendment or modification shall be effective unless in writing and signed by both parties.

Certification

The undersigned certifies under penalty of perjury that the information provided in this Declaration is true, accurate, and complete to the best of the undersigned's knowledge and that the undersigned is authorized to execute this Declaration on behalf of the Declarant.

Authorized Representative - Printed Name Authorized Representative - Title Contact Email for Record Contact Phone for Record

Signatures

Declarant (Company) — Printed Name:

By:

Date:

Recipient / Filing Agent — Printed Name:

By:

Date:

What a Business Declaration of Change Is and when it's used

A Business Declaration of Change is a formal written notice used to record updates to a company's legal information, such as a change of business address, registered agent, ownership, officers, or business name. Organizations use this document to inform government agencies, banks, vendors, licensing boards, and partners of material changes that affect contracts, tax reporting, and regulatory compliance. Depending on the recipient, submitting the declaration may require supplemental attachments, notarization, or a state-specific amendment filing with the Secretary of State or licensing authority.

Why submitting an accurate Declaration of Change matters

Timely and accurate declarations reduce legal risk, ensure continued regulatory compliance, and maintain valid service of process and tax reporting. Updating records prevents interruptions to permits, banking services, and contractor relationships, and helps avoid fines or administrative penalties tied to outdated contact or ownership information.

Who typically completes a Business Declaration of Change

Responsible parties and typical signers who prepare and send the declaration.

Business Owner or CEO: Prepares and certifies material changes when the company is small and ownership control is centralized.
Corporate Secretary: Files corporate amendments and maintains minute books for corporations and formal entity records.
Registered Agent: Updates contact and accept-service information when the agent or address changes.

Select the signer with authority under your entity formation documents to avoid invalid submissions.

Core elements of a professional Declaration of Change

A complete declaration is concise, verified, and supported with required attachments. Include clear change descriptions, effective dates, and signer authority to ensure smooth acceptance by recipients.

Header

Identifies the filing party, entity legal name, entity type (LLC, corporation, partnership) and jurisdiction of formation for unambiguous matching.

Change Summary

One-line summary of what changed (e.g., Registered Agent change, Principal Office address change) plus brief rationale if required by recipient.

Effective Date

The date changes take effect, entered as MM/DD/YYYY when possible, which determines when obligations or notice periods begin.

Supporting Documents

Attachments such as amended articles, board resolutions, updated operating agreements, or a notarized affidavit when the recipient requires proof.

Signature Block

Name, title, printed name, signature and date. Indicate capacity (e.g., Manager, President) to confirm authority to bind the entity.

Filing Instructions

Recipient address or online portal instructions, any filing fee, and whether the submission requires notarization or witnesses.

Essential information to include

Entity Name: Exact legal name

Formation State: State of formation

EIN: Employer Identification Number

Change Type: Address/Officer/Agent

Effective Date: MM/DD/YYYY

Signer Capacity: Title and authority

Step-by-step: completing and submitting the declaration

Follow this ordered checklist to prepare, verify, sign, and submit the Business Declaration of Change.

01

Prepare: Gather formation documents and proof of change.
02

Complete: Fill fields accurately and attach required exhibits.
03

Authenticate: Obtain signatures, notarization, or witness attestations if required.
04

Submit: File through the recipient's portal or by mail with payment.

Configuring an online workflow for changes

Set up a clear digital workflow to reduce manual steps and ensure consistent routing and retention.

Field	Configuration
Document Template	Create a reusable template with prefilled entity details to avoid re-entry errors.
Signer Order	Define signing sequence (e.g., Owner then Registered Agent then Notary) to control execution order.
Authentication	Choose email or SMS code authentication; use stronger methods for critical filings.
Retention	Automatically store completed PDF and audit trail in secure storage.

Typical submission flow for electronic declarations

This outlines the common path from preparation through delivery and audit capture for electronic submissions.

Upload Document: Sender uploads the completed declaration and attachments.
Place Fields: Add signature, date, and initial fields to the document.
Authenticate Signers: Signers confirm identity via email link or SMS code.
Record & Deliver: Signed copy and audit trail are saved and delivered to recipients.

Delivery options and technical considerations

Choose the platform features that meet recipient requirements and your compliance needs.

File Formats: PDF or DOCX recommended for compatibility.
Integrations: Connectors to systems like Salesforce or NetSuite reduce manual entry.
Security: TLS in transit and AES-256 at rest for document protection.

Ensure the chosen delivery method supports the recipient's acceptance rules and retains an audit trail for records.

Typical timing and processing expectations

Deadlines vary by recipient. Allow time for internal approvals, notarization, and state processing when planning a filing.

Secretary of State Filings:

Processing times vary by state; expedited options may be available for an additional fee.

IRS Notifications:

Provide updates to IRS records as required; update payers to avoid reporting errors.

Licensing Boards:

Some professional licenses require immediate notice; check board-specific deadlines.

Bank and Vendor Updates:

Allow 7–30 days for banks and vendors to process and reflect changes.

Internal Effective Date:

Set an effective date and record it in corporate minutes to avoid disputes.

Common mistakes to avoid when preparing the declaration

Using an informal trade name instead of the registered legal entity name, which leads to mismatches with state records and rejection.
Failing to include a clear effective date, causing ambiguity about when obligations and notices change.
Omitting required supporting documents such as board resolutions or amended formation papers, which delays acceptance.
Incorrect signer capacity: having someone sign without explicit authority under formation documents can render the filing invalid.

Consequences of incomplete or incorrect declarations

Administrative Fines: Possible state fines

Service Risk: Loss of valid service address

Tax Issues: Reporting errors or backup withholding

Contract Risk: Failed notice delivery

Licensing Impact: Permit suspension risk

Legal Challenge: Questions on signer authority

Who can legally sign this declaration

Business Owner

A sole proprietor or majority owner may sign declarations for unincorporated businesses; for registered entities, confirm whether the operating agreement or bylaws require board or manager approval before signing.

Registered Agent

Registered agents can update agent contact details; changes in ownership or principal office typically require an officer or authorized representative to sign with explicit capacity declared.

eSignature vendor comparison for executing a Business Declaration of Change

Basic capability comparison for common eSignature providers. signNow is listed first; check each vendor plan for detailed features and enterprise options.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Yes (trial available)	Yes (trial available)	Yes (trial available)	Yes (trial available)
Bulk Send	Yes (Business Premium)	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA available)	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently asked questions about Business Declarations of Change

Answers to common problems encountered when completing and submitting a declaration, including identity, notarization, and filing concerns.

Need help? Contact support

Who must sign the declaration?
The signer must have authority per your formation documents (officer, manager, or authorized agent). Check corporate bylaws or the operating agreement and include a board resolution if required.
Is an electronic signature legally valid?
Yes in most cases under the ESIGN Act (15 U.S.C. ch. 96) and UETA (adopted by 49 states plus DC). Exceptions include certain testamentary or court-ordered filings that require original signatures.
When is notarization required?
Notarization depends on the recipient. Some state filings or third parties require a notarized affidavit or acknowledgement. Check the Secretary of State or recipient guidance before submitting.
Can I submit the declaration online?
Many states accept online filings through their Secretary of State portals; available features vary by state. Electronic submission often expedites processing and preserves an audit trail.
What if I submitted incorrect information?
Prepare a corrected declaration or amendment as specified by the recipient. Correct promptly to avoid service issues, tax reporting errors, or administrative penalties.
How long should I retain the records?
Keep the executed declaration and audit trail per applicable standards: at least 3 years for tax-related records (IRC §6501(a)) and 6 years for HIPAA-covered records (45 CFR §164.530(j)).

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now