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Company Information Change Agreement

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Company Information Change Agreement

This Company Information Change Agreement (the "Agreement") is entered into as of by and between Company Name: a , with its principal place of business at (hereinafter "Company"), and Counterparty Name: a , with its principal place of business at .

Recitals

WHEREAS, Company maintains corporate records and public filings that identify certain organizational and contact information for Company and desires to change or correct specified items of such information; and

WHEREAS, Counterparty has an interest in accurate Company records for purposes of notice, contract performance, regulatory compliance, or other business relations and has agreed to the changes described herein; and

WHEREAS, the parties wish to set forth their respective acknowledgments, authorizations and the procedures by which the changes set forth in this Agreement shall be implemented and relied upon.

NOW, THEREFORE, in consideration of the mutual covenants contained herein and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties agree as follows:

1. Changes to Company Information

Company hereby certifies that the following information is to be changed or updated in all relevant records, contracts and notices as of the Effective Date set forth above. The parties acknowledge that the specific changes shall be implemented in accordance with applicable corporate procedures and the representations and warranties set forth in this Agreement.

Select the types of changes to be made and provide the new information:

2. Effective Date and Reliance

Unless otherwise specified herein, the changes set forth in Section 1 shall become effective on the Effective Date first written above. Third parties may rely upon the changes upon receipt of written notice in accordance with Section 5. If any governmental, regulatory or third-party acceptance is required for any change, Company shall use commercially reasonable efforts to obtain such acceptance and shall promptly notify Counterparty of any material delay.

3. Representations and Warranties

Each party represents and warrants to the other that: (a) it is duly organized, validly existing and in good standing under the laws of the jurisdiction of its organization; (b) it has the full corporate power and authority to enter into and perform its obligations under this Agreement; (c) the execution, delivery and performance of this Agreement has been duly authorized by all requisite corporate action; and (d) this Agreement constitutes a legal, valid and binding obligation enforceable against such party in accordance with its terms.

Company further represents and warrants that the information provided in Section 1 is true, complete and accurate to the best of its knowledge, and that any change of legal name or other corporate identifier has been or will be effected in accordance with applicable law and corporate governance procedures.

4. Authorization; Board and Third-Party Approvals

Company represents that the changes set forth herein have been authorized by the board of directors, managers or other governing body as required by its organizational documents. Company shall, upon request, provide Counterparty with a copy of any adopting resolution, certified extract of minutes, or other evidence of authority reasonably requested by Counterparty.

5. Notices

All notices, requests, consents and other communications required or permitted under this Agreement shall be in writing and delivered to the addresses set forth below (or to such other address as a party designates by notice in accordance with this Section). Notices shall be effective upon personal delivery, one business day after delivery by reputable overnight courier, or three business days after deposit in the United States mail, postage prepaid, certified mail, return receipt requested.

6. Indemnification

Company agrees to indemnify, defend and hold harmless Counterparty and its affiliates and their respective officers, directors and employees from and against any losses, liabilities, damages, costs and expenses (including reasonable attorneys’ fees) arising out of or resulting from any breach of the representations, warranties or covenants made by Company in this Agreement, including any inaccuracies in the changed information and any failure to obtain necessary approvals for such changes.

7. Confidentiality

Unless otherwise required by law, the parties shall treat as confidential any non-public information disclosed in connection with the implementation of the changes described in this Agreement and shall not disclose such information to third parties except to their respective legal, financial or other advisors on a confidential basis or as required by law. This Section shall not restrict the parties from disclosing the updated information to governmental authorities where required.

8. Amendments; Waiver

This Agreement may be amended only by a written instrument executed by both parties. No failure or delay by either party in exercising any right shall operate as a waiver thereof, and no single or partial exercise of any right shall preclude other or further exercise of such right or the exercise of any other right.

9. Governing Law

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

10. Entire Agreement

This Agreement, including any exhibits or attachments expressly incorporated herein, constitutes the entire agreement of the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, understandings, negotiations and discussions, whether oral or written, with respect to such subject matter.

11. Severability

If any provision of this Agreement is held by a court of competent jurisdiction to be invalid, illegal or unenforceable, the remainder of this Agreement shall continue in full force and effect and the parties shall negotiate in good faith a substitute, valid and enforceable provision that most nearly effects the parties’ intent in entering into this Agreement.

12. Counterparts

This Agreement may be executed in counterparts, each of which shall be deemed an original, and all of which together shall constitute one and the same instrument. Execution may be by electronic signature or facsimile and such execution shall be binding for all purposes.

13. Acknowledgment and Certification

By executing this Agreement, each party certifies that the individual signing on its behalf is authorized to bind such party and that the facts, statements and representations set forth in this Agreement are true and correct to the best of such party’s knowledge.

IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by their duly authorized representatives as of the dates set forth below.

Company:

By:

Date:

Counterparty:

By:

Date:

Enter text✕

What the Company Information Change Agreement Is and When It Applies

A Company Information Change Agreement documents formal changes to an entity's core corporate details, such as legal name, trade name (DBA), principal office address, registered agent, officers or directors, and tax identification information. It formalizes consent between authorized parties, creates a record for vendors and banks, and supports state filing or third-party updates. Depending on the purpose, the agreement can accompany a Secretary of State amendment, a bank update package, vendor onboarding changes, or internal corporate records. ESIGN and UETA generally permit electronic execution of such agreements when signature intent and record retention are satisfied.

Why documenting company information changes matters

Accurate, signed change agreements reduce operational risk by creating an auditable record that third parties, banks, and regulators can rely on. They prevent disruptions in payments, licensing, and contract performance while clarifying who authorized the change.

Why documenting company information changes matters

Who typically completes a Company Information Change Agreement

The following parties commonly prepare or sign these agreements when company details must be updated with third parties or internal records.

  • Authorized officer or director — company executive with board-approved authority to change corporate details and bind the entity.
  • Registered agent or corporate counsel — prepares filings and certifies procedural compliance with state law and the company's governing documents.
  • Vendor or bank account administrator — requests client-side updates and requires a signed agreement and identity documentation to process changes.

Use the correct signer role and accompanying corporate documents to prevent rejection by banks, state agencies, or counterparties.

Typical signers and their responsibilities

Authorized Officer

The CEO, president, CFO, or other officer named in the corporate bylaws or board resolution who signs to bind the company and confirm the accuracy of changes; should reference board minutes or a corporate resolution when required by third parties.

Company Secretary

The corporate secretary or registered agent who maintains minute books and files state-level amendments and who can attest that the change complies with corporate governance and state filing requirements.

Security, compliance, and record elements to include

Encryption: AES-256 at rest; TLS 1.2/1.3 in transit
Audit trail: Time-stamped events, IP, and signer attribution
HIPAA readiness: BAA required for PHI workflows
Regulatory standards: SOC 2 Type II and ISO 27001
Legal framework: ESIGN and UETA compliance
Accessibility: WCAG 2.0 Level AA conformance

Risks and penalties for incorrect or incomplete changes

Tax penalties: Backup withholding or misreporting
Contract breaches: Counterparty may void or delay performance
Bank account interruption: Account access or ACH failures
Regulatory fines: State filing penalties or noncompliance
Operational delays: Supply chain or payroll disruption
Reputational harm: Loss of trust with customers or partners

Common mistakes to avoid when preparing the agreement

  • Using an informal or abbreviated company name that does not match the state registration can delay processing and trigger vendor rejections.
  • Failing to include an authorizing corporate resolution or board approval when required by the company's bylaws often causes banks and counterparties to reject the change.
  • Submitting mismatched tax identification (EIN/TIN) information or incomplete W-9 data can trigger backup withholding or tax reporting penalties.
  • Not confirming whether notarization or witness signatures are required under state law or for a specific third party leads to rejections and processing delays.

Step-by-step: completing a Company Information Change Agreement

Follow these core steps to prepare, sign, and deliver a valid change agreement with minimal rework.

  • 01
    Collect authority: Obtain board minutes or resolution authorizing the specific change.
  • 02
    Provide current data: List existing company name, EIN, address, and registered agent exactly.
  • 03
    Detail the change: Clearly state new name/address/officer details and effective date.
  • 04
    Attach supporting docs: Include state amendment receipts, W-9, or notarized affidavits as required.

Where to send the completed agreement and how it’s processed

Different recipients may require different documentation; route the signed agreement to all relevant parties to avoid downstream issues.

  • State filing: File the amendment with the Secretary of State when required by state corporate law.
  • Bank updates: Provide the signed agreement plus verification (resolution, ID) to the bank's account services team.
  • Vendors and customers: Send to vendor account administrators to update billing and contract records.
  • Internal records: Store executed agreement in the corporate minute book and document management system.

Core elements every professional Company Information Change Agreement should include

A comprehensive agreement combines identity data, the precise change, effective dates, authorization evidence, and routing instructions so recipients can act without additional information requests.

New legal name

State the full new corporate or LLC name exactly as intended for state records. Include both prior and new names to create an unambiguous chain of title and to support automatic updates with banks and vendors.

Registered agent update

Identify the new registered agent name and address, include a written acceptance from the agent where required, and attach any state-specific consent forms needed for Secretary of State filings.

Officer and director changes

List outgoing and incoming officers or directors with titles, effective dates, and a reference to the board resolution approving appointments or removals to satisfy third-party onboarding checks.

EIN / tax ID details

Confirm the employer identification number (EIN/TIN) and include updated W-9 or related IRS documentation to prevent backup withholding and ensure correct 1099 reporting.

Effective date and scope

Specify the precise effective date using MM/DD/YYYY format and indicate whether the change applies retroactively, prospectively, or for specific contractual relationships to avoid ambiguity.

Governing law and dispute clause

Include the governing state law and venue for disputes; this clarifies interpretation and helps counterparties determine which statutory filing or notarization rules may apply.

Digital workflow settings to support online completion

Configure your digital workflow to include authentication, template fields, and retention rules to reduce signer friction and downstream rework.

Field Configuration
Signature Signer name, date, and signature field required
Authentication Email plus optional SMS code or KBA
Notary Enable RON session or in-person notarization option
Retention Automatic export to secure storage and audit log

Technical considerations for eSigning and eSubmission

Maintain an auditable trail (timestamps, IP, signer identity) and keep copies exported to your DMS or cloud storage to satisfy third-party or regulatory review requirements.

  • File formats: PDF, DOCX, and fillable forms supported
  • Integrations: Connectors: Salesforce, NetSuite, Google Workspace
  • Advanced auth: SMS, KBA, or SSO/SAML for high-assurance signing

Comparing eSignature pricing and core features for Company Information Change Agreements

Basic vendor pricing and feature availability to consider when choosing a platform for executing Company Information Change Agreements; signNow is listed first per vendor comparison requirements.

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 Varies by plan Varies by plan Varies by plan Varies by plan
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Practical tips to speed approval and reduce rework

Adopt these practices to minimize vendor or regulator pushback and to accelerate processing.

Verify the registered name exactly
Check the company's name on the Secretary of State public record and use that exact spelling and punctuation on the agreement. Small differences cause bank and vendor rejections and can require resubmission.
Attach proof of authorization
Include a board resolution, meeting minutes, or a corporate power of attorney that explicitly authorizes the person signing the change agreement to bind the company. Lack of authorization is the leading cause of third-party refusal.
Standardize effective dates and formats
Use MM/DD/YYYY for effective dates across the agreement and related forms. Consistent date formats avoid ambiguity for banks, state filings, and tax reporting systems.
Preserve an auditable record
Keep a single executed copy with a complete audit trail, attached exhibits, and evidence of delivery; this reduces disputes about timing and authority later on.

Frequently asked questions about Company Information Change Agreements

Answers to common questions on authority, notarization, eSigning, and follow-up steps when submitting changes to banks or state agencies.


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